A practical guide for organizers, clubs, and partners

Organizing a BCF-Sanctioned Event

The Bahamas Chess Federation (“BCF”) welcomes independently organized tournaments and chess initiatives across The Bahamas. To protect players, organizers, sponsors, and the Federation, all BCF-sanctioned events must meet clear standards and follow a consistent approval process.
This page explains how to get your event sanctioned, what BCF can (and cannot) do, and what organizers must submit.
What “BCF-Sanctioned” Means
A BCF-sanctioned event is independently organized but officially recognized by BCF as meeting required standards. Depending on the event, sanctioning may include:
  • Approval to advertise as “BCF-Sanctioned”
  • Alignment with BCF tournament rules and conduct expectations
  • Assistance with rating/reporting where applicable
  • Access to standard processes (pairings/reporting expectations, arbiter requirements, etc.)
Important: Sanctioning is not the same as BCF organizing the event.
Types of Events (Choose One)
When applying, your event will fall into one category:
  1. BCF-Organized
    BCF manages operations, staffing, finances, and delivery.
  2. Jointly Organized (BCF + Partner)
    BCF shares operational responsibility under a written MOU.
  3. Independently Organized, BCF-Sanctioned
    You organize and manage the event. BCF provides sanctioning and regulatory oversight.
What BCF Requires from All Organizers
To be approved, organizers must demonstrate:
1) Governance & Transparency
  • Clear organizer identity and point of contact
  • Agreement to follow BCF standards
  • Willingness to provide required documentation and reporting
2) Tournament Standards
  • Format, time control, tie-breaks, eligibility rules
  • Fair-play / anti-cheating expectations
  • Dispute/appeals process
3) Qualified Officials
  • Chief Arbiter identified (licensed/approved where applicable)
  • Assistants if needed for event size
4) Player Experience & Safety
  • Suitable venue and equipment
  • Basic contingency planning (late arrivals, disputes, emergencies)
Sponsorship & Funds: Key Rule
BCF supports sponsors and partners—but financial responsibility must match financial control.
If you want BCF to receive or process sponsor funds:
BCF can only do this when:
  • The event is BCF-organized, or
  • There is a Board-approved MOU defining financial oversight, approved budget, and reporting.
If your event is independently organized:
BCF may sanction the event, but BCF will not accept liability for sponsorship funds unless the partnership framework is in place.
This protects:
  • Sponsors
  • The organizer
  • BCF and its officers
  • The chess community
Step-by-Step: How to Apply for Sanctioning
Step 1 — Submit an Organizer Request (recommended 6–8 weeks before the event)
Email: [email protected]
Subject: Sanctioning Request – [Event Name] – [Event Date]
Include:
  • Event name, dates, venue, and category (BCF-Organized / Joint / Independent)
  • Format + time control + rounds schedule
  • Organizer details and contact info
  • Proposed arbiter(s)
  • Prize fund (if any) and entry fees
  • Any sponsor involvement (and whether funds must pass through BCF)
Step 2 — Complete the Organizer Approval Checklist
BCF will provide (or you may download) the Organizer Approval Checklist and confirm any missing items.
Step 3 — Approval & Conditions
BCF will confirm in writing:
  • Approved / Approved with conditions / Not approved
  • Any deadlines (e.g., roster due date, arbiter confirmation, reporting requirements)
Step 4 — Deliver the Event + Post-Event Reporting
Organizers must:
  • Follow approved rules and fair-play measures
  • Submit results and required documentation on time
  • Provide the post-event report (and financial report if funds were handled through BCF)
Common Reasons Approval Is Delayed
  • No confirmed chief arbiter
  • Missing tournament rules (time control, tie-breaks, eligibility)
  • Unclear event category (who is responsible for what)
  • Sponsor funds requested through BCF without an MOU/budget/reporting plan
  • Late submissions close to the event date
Organizer Responsibilities (Quick Summary)
As an organizer, you are responsible for:
  • Venue, equipment, staffing, and event operations
  • Player communications and rules clarity
  • Fair play, discipline, and professionalism at the venue
  • Accurate results and timely reporting
  • Budget integrity (where applicable)
BCF Responsibilities (Quick Summary)
BCF is responsible for:
  • Sanctioning decisions and standards
  • Regulatory oversight and compliance expectations
  • Arbiter approval (where applicable)
  • Protecting the Federation, sponsors, and members through governance
Recommended Forms
  • Organizer Approval Checklist
  • Sanctioning Request Form
  • BCF Sponsorship Acceptance Policy
  • BCF Code of Conduct
  • MOU Template (for partners)
 

Why Join?

  • Gain the knowledge and skills to confidently organize and run chess tournaments at your school or club, support Federation events, and open the door to future opportunities to arbiter internationally. ​

What you will learn:

  • Understanding and applying the FIDE Laws of Chess
  • How to set up and manage chess tournaments
  • Learn how to use pairing software and chess clocks

Format

  • Online + in-person sessions 
  • Fully virtual option for family island participants
  • Includes real tournament practice
  • Morning and evening sessions on Monday, Tuesday, Wednesday and Thursday​

Who Should Attend?

✔ Chess players
✔ Teachers
✔ Coaches
✔ Students (community service opportunity)
✔ Parents
✔ Chess enthusiasts eager to serve the game

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