♞

♟️ The host's quick guide

Host the tournament calmly, step by step

A prompt at your fingertips: who to greet, what to say to the players, what to tap in the bot, how to announce the pairings and how to close the evening well.

Start step by step What the host says The app

0The main idea

The host does more than announce pairings. He manages the player's journey: arrival → registration → play → result → the next tournament.

Greet themSay hello, learn their name, make calm contact.

Check the registrationFind out whether the player registered through the bot.

Confirm in the botWhen everyone has arrived, confirm only those present.

Start a tournamentAnnounce the pairings, watch the results and keep order.

Close it wellAnnounce the winners, single out players for mention, send people back to the bot.

🤖What the bot is

The bot is a service inside the Telegram messenger. It handles registration, generates the pairings and stores the tournament results.

How to open the app

- open the direct link playvibechess.com/app
- or open Telegram and type into the search box vibechessbot

A QR code for the players

In the “Games” section, a created game has a button with a QR code and a link to the bot. Show the players that QR code - they scan it with their phone camera and land straight in the right tournament.

Open the app If someone has no Telegram

1Meeting a guest

Every new person needs to be greeted in person. The point is to work out quickly who they are and whether they are ready to take part.

Hi! Good to see you at the tournament. What is your name?

Have you already registered for the tournament through the bot?

If yes - check the player against the list. If not - help them register.

✓Said hello and introduced yourself.

✓Asked about registration through the bot.

✓Checked that the person knows where to wait for the start.

2Registration and confirmation

The bot is the source of truth. Do not start the tournament until everyone present has been confirmed.

If they are registered

Check the list

The player should be on the list of registrations. Say that confirmation will happen before the start.

Great, you are on the list. I will confirm everybody shortly and then we will start the tournament.

If they are not registered

Help them through the bot

The player needs to open the bot, pick the tournament and finish the registration.

You need to register through the bot so that the system adds you to the pairings. Let me help you.

Before the start: open the list, confirm only the people who actually turned up, then start the tournament.

3Explain the rules

Keep it short. The players need to understand the running order, not sit through a long set of regulations.

♟️

FormatRound robin, Swiss or another format - depending on the tournament settings.

⏱️

The time controlHow much time each player has.

🪑

Pairings and boardsPlayers sit down only once their pairing has been announced.

📲

The resultAfter the game the result is reported to the host or entered into the bot.

🤫

QuietWe do not disturb the games and we do not comment on the moves.

⚖️

DisputesNo arguing. We stop and call the host.

Everyone, a quick word on the rules. We play calmly and with respect.

After every game, report the result. If something is disputed, we do not argue among ourselves - you call me straight away.

What matters most is fair play and a good atmosphere.

4Starting the tournament

Once the players are confirmed, the bot generates the pairings. Your job is to make sure everyone has sat down in the right place.

📲
Start the tournament in the botOnly after everyone present has been confirmed.
📣
Announce the pairingsSay who plays whom and where they sit.
👀
Check the seatingEveryone must find their opponent and their board.
▶️
Give the word to beginAfter that, do not distract the players unless you have to.

Everybody is confirmed. The bot is generating the pairings now.

Once your pairing is announced, take your place at the board and start the game on my word.

The pairings are up. Check who your opponent is, take your places at the boards. We are starting the games.

5During the tournament

Do not step into the games without a reason. But stay visible and available.

✓Players are playing the opponents they were assigned.

✓The time control is being observed.

✓The results of the games have been entered correctly.

✓There is no prompting and no commentary during play.

✓The next round starts without an unnecessary pause.

6Disputed situations

The main principle: stop the emotions, gather the facts, make a decision and carry on with the tournament.

A player arrived late

If the tournament has not started - register and confirm them. If it has - check whether they can be added without breaking the pairings.

The tournament has already started, so I will check whether we can add you without breaking the pairings.

Registration is already closed

Do not promise the impossible. Explain calmly and offer to let them stay and watch.

Registration is already closed because the tournament has started. But you can stay, watch the games and register for the next tournament through the bot.

Players disagree about the result

Stop the argument.
Hear out both players.
Check the position or the fact that the game is over.
Make a decision.
Record the result.

Let us sort this out calmly. First one player explains the situation, then the other. After that I will make a decision.

A result was entered incorrectly

Check the result with both players. If the mistake is confirmed - correct it in the bot or go to the organiser.

We will check the result with both players now and enter the correct data.

Somebody is disturbing the players

A gentle word first. If it happens again - a firmer warning.

Please keep your voices down. There are games going on nearby and it is important not to disturb the players.

Prompting during a game

Prompting is not allowed. Stop any interference immediately.

You must not prompt. The game has to be played fairly. Please do not interfere.

A player disagrees with your decision

Do not get drawn into a long argument. The decision is needed so that the tournament can go on.

I understand that you disagree. But for the tournament to continue, the decision has to be made now. After the tournament we can discuss the situation separately with the organiser.

7Finishing the tournament

The finish is not only about results. It is the moment when players remember the atmosphere and come back to the bot.

✅
Check the resultsEvery game must be entered correctly.
🏁
Finish the tournament in the botMake sure the final standings have been generated.
🏆
Announce the winnerName first place, and second and third if appropriate.
✨
Single people outThe hardest-fought game, a beautiful mate, progress, fair play.
📲
Remind them about the botNotifications, contacts, information about the next tournament.

Everyone, the tournament is over. Thank you all for taking part, for playing fair and for the good atmosphere.

The winner of today's tournament is [name]. Congratulations!

I would also like to mention [name] for strong play, [name] for a beautiful game, and all of you for a great atmosphere.

8The closing message

This is the last thing the players will hear. It should close the tournament and lead people to the next action.

A reminder that you have the bot. You can set up notifications in it.

In a few hours you will get the tournament information, and you will be able to get to know each other and swap contacts.

Information about the next tournament will appear in the bot as well.

Thank you all for coming. We will be waiting for you at the next tournament. See you!

🌐If somebody has no Telegram

It happens that the bot is unavailable, or that some of the players have no Telegram. In that case the tournament can be run in a browser - without the bot.

Open this page in a browser playvibechess.com/app is an online app for running a Swiss tournament. You enter the players' names by hand, tap start, the system generates the pairings itself and you enter the results - all of it right on the site.

Open the tournament online

📱Your own event in the app

A host does not have to wait for somebody else to create the tournament: the event is created in the app for free, and anyone can be the organiser.

Open playvibechess.com/app and pick the format for your evening: the Swiss system - when there are a lot of people and you set the number of rounds; the round robin - when a small circle has gathered and everyone plays everyone; a free meet-up - when no pairing is needed and opponents are chosen at the table.

Then step by step: date, place, time control - open the entry list - send the link to your guests - tap “Start tournament”. The pairings, the points, Buchholz and the final standings are worked out on their own; all that is left for you is entering the results and hosting the evening.

Create a tournament in the app

✓A very short checklist

1Greet every guest.

2Check their registration through the bot.

3Help those who have not registered.

4Explain the rules.

5Confirm the players in the bot.

6Start the tournament.

7Watch the games and the results.

8Settle disputes calmly.

9Finish the tournament and announce the winners.

10Remind them about notifications, contacts and the next tournament in the bot.