Terms & Conditions

TERMS & CONDITIONS FOR PARTICIPATING IN HCL CYCLOTHON

Please read the following terms and conditions very carefully before entering the HCL Cyclothon event (“Event”) conducted by ESP 360 Degree Solution Private Limited (“ESP 360” or “Us” or “We”) in collaboration with Vama Sundari Investment Private Limited, an HCL Group Company (‘HCL’). By participating in the Event, you agree to be bound by these terms & conditions and represent that you satisfy all of the eligibility requirements set out herein below.

• The Event is organized by ESP 360 Outdoor Media Solutions Private Limited (“ESP 360”) having its registered office at 5012, Palm Avenue, DLF Phase 4, Gurgaon, Haryana, Gurgaon, Haryana, 122009, India in collaboration with Vama Sundari Investment Private Limited, an HCL Group Company; Any query, feedback, grievances related to the Event shall have to be raised to ESP 360 only, 
• By entering this Event, a participant is indicating his/her agreement to be bound by these terms and conditions.  If, the participant is under the age of 18, the participant(s) should review these Terms & Conditions with their parents or legal guardian to make sure that they and their parent or legal guardian understand and agrees to it on the participant’s behalf, before entering the Event. Participant(s) will be deemed to have read and accepted these terms and agree to be bound by them. If the participant(s) does not agree with any of these terms, please do not enter into the Event;
• Promotions on social media are in no way sponsored, endorsed or administered by, or associated with, Facebook, Twitter, Instagram or any other social network. The participant(s) are providing their information to ESP 360 and not to any other party. The information provided will be used in conjunction with applicable rules, policies;
• The participant(s) failure to accept or comply with the provisions of these terms & conditions will disqualify them from participation. The decision of ESP 360 for all matters relating to participant(s) participation shall be final and binding in all respects;
• These terms and conditions shall be irrevocably binding on each participant(s) voluntarily participating in the Event. The participant(s) hereby agree and understand that ESP 360 will have access to and collect information and data shared by the participant’s personal information (as defined below) submitted by the participant(s) hereby consent to the collection, receipt, storage, processing, transfer, use, destruction, retention and sharing of the personal information by ESP 360, its affiliates, and third parties;
• The registration of the Event shall be open from September 27, 2025 till January 26, 2026, 2025, unless otherwise provided. No registration shall be permitted beyond the closing date. Any entries received before the opening or after the closing of the registration will be invalid and will not be entered into the Event;
• The participant(s) need to choose the Event category very carefully while filing up the application form. The participation is not cancellable once the application form is submitted payment of requisite fees is done and is approved by ESP 360.  The confirmed registrations are non-refundable, non-transferable and cannot be modified at later stages.;
• The participant(s) need to provide ESP 360with a secure and operational email ID/mobile number that you can access regularly, since this will be our primary means of communication during the run up to the Event;
• Along with your personal contact details, you shall also provide ESP 360 with a mobile number of any immediate family member who can be contacted in case of any unforeseen exigency;
• Users of email services that offer filtering/blocking of messages from unknown email address should add this email id support@hclcyclothon.com to their address list;
• We will be sending regular updates to the Mobile number the participant(s) have provided in the registration form this should be not treated as spam and the participant(s) shall not take any action against our bulk WhatsApp and SMS service provider;
• Any notice sent to the email address registered with the organizers shall be deemed as received by the participant(s);
• Please fill out only those fields that are necessary for mailing purposes. Do not provide redundant data in multiple fields (i.e., do not list the same data for city, province and country), as this will only complicate our ability to contact the participant(s), if necessary;
• The participant(s) are aware that cycling long distance cycling is an extreme sport and can be injurious to body and health. The participant(s) take full responsibility for participating in the Event and do not hold ESP 360 or any of its members, affiliates, partners or entities responsible for any injury or accident or loss of life due to the accident;
• The participant(s) shall consult your physician and undergo complete medical examination to assess your suitability to participate in the event. Each participant, upon summiting the application form, agrees that they are physically and mentally capable of riding the distance they have chosen. If, during the event, any participant decides to change their route for reason whatsoever, all consequences of such action shall be the sole responsibility of the participant(s) and ESP 360 shall not be liable for the same;
• You also assume all risks associated with participating in this Event including, but not limited to, falls, contact with other participants, the effects of the weather, including high heat or humidity, traffic and the condition of the road, arson or terrorist threats and all other risks associated with a public event;
• You agree that ESP 360 or HCL shall not be liable for any loss, damage, illness, injury or bonk that might occur as a result of your participation in the Event;
• You agree to abide by the instructions provided by the ESP 360 from time to time in the best interest of your health and Event safety;
• You also agree to stop cycling if instructed by the Event/Race/Route director or the medical staff or by the aid station volunteers;
• You confirm that your name and media recordings taken during your participation may be used to publicize the Event, and other future promotional activities;
• You may acknowledge and agree that your personal information can be stored and used by ESP 360 or HCL or any other company in connection with the organization, promotion and administration of the Event and for the compilation of statistical information;
• You confirm that, in the event of adverse weather conditions, major incidents or threats on the day, any of the force major or restriction by authority, ESP 360 reserve the right to stop/cancel/postpone the Event. You understand that confirmed registrations and merchandise orders are non-refundable, non-transferable and cannot be modified. ESP 360 reserve the right to reject any application without providing reasons. Any amount collected from rejected applications alone will be refunded in full (excluding bank charges wherever applicable);
• Cyclists are recommended to stay off the course beyond the cut-off time considering the safety and traffic regulations; Cutt of time for the different race categories are:
  • Road Race 55km: 2 hr. 30 min (From the start time of the race)
  • MTB Road Race 27km: 1 hr. 30 min 
• For any reason the participant(s) cannot turn up on race day, no refund of any form will be given;
• The Event Application Form must be completed by a person aged 18 years or over. Evidence of age needs to be submitted with ESP 360; 
• If this registration is being made on behalf of a minor (In case the participation of less than 18 years of age is allowed), The Guardian must submit the form saying: I confirm that I am the parent / guardian of the child and that He / She has my permission to take part in the Event. I further concur that all the above rules shall apply to him/her as if he were a major;
• Participant(s) must personally appear for collecting the cycling Bibs. Bibs can be distributed in-absentee with written consent of the registered cyclists;
• You also understand and agree that you may be contacted by the sponsors and promoters of the Event for marketing and promotion of offers and grant explicit permission to send ESP 360 communications on our mobile number & email address provided here in above;
• The Participant agrees to receive pre and post Event communications from designated email accounts. Emails can be unsubscribed, but doing so will prevent all future Event updates being sent;
• We request total co-operation from cyclists in this regard;
• All decisions with respect to this Event, including number of winners and type of awards, will be at the sole discretion of ESP 360 and the same will be final & binding on a non-contestable basis;
• The prize is as stated and no cash or other alternatives will be offered. The prizes are not transferable. ESP 360 reserves the right to substitute any prize with another of equivalent value without giving notice;
• Cycle Federation of India (“CFI”) is the designated technical body, responsible for the conduct and results of the Event across all categories. The decision with respect to the technicalities, specification of the cycle used by the rider, timing and other conduct shall be made by CFI and the decision of CFI shall be final and binding on the participant(s) and shall be non-contestable;
• The participant(s) hereby indemnify and hold harmless ESP 360  and its affiliates,  sponsors,  their respective,  directors, employees, officers, sub-licensee, assignees, representatives and partners from and against any claim, loss, damages, liability or cost of any person, firm or corporation, including, without limitation, legal fees, arising out of any (i) breach of warranty, representation or undertaking made by the participant(s); (ii) breach of this Terms & Conditions; (iii) any act and/or omission by the participant(s); (iv) if any representation , warranty or personal Information made by the participant(s) turns to be untrue, false and inaccurate;
• ESP 360 or its partners may undertake publicity activities relating to competitions and prize awards. The winner therefore agrees to the use of their name, photograph and disclosure of town or region of residence in any post-prize-winning publicity names, surnames, towns or regions of residence and prize details, by ESP 360 or its partners;
• ESP 360’s decision in respect of all matters to do with the Event shall be final and no correspondence will be entered into;
•  ESP 360 reserves the right to cancel, modify, extend or withdraw the Event prematurely at its sole and absolute discretion and without notice;
• Any disputes will be subject to the exclusive jurisdiction in Delhi;
• To the extent permitted by law, ESP 360 and its agents, partners, and representatives hereby expressly exclude any liability whether in contract, tort, criminal law, breach of statutory duty or otherwise for any direct, indirect or consequential loss, damage, injury or disappointment (including without limitation any pure economic loss) suffered or incurred by any participant(s), winner or any third party whether foreseeable or not in connection with the Event;
• ESP 360 or its partners shall  in no manner whatsoever responsible and/or shall not be held liable in any manner whatsoever, for any physical injury, death, mental and/or emotional trauma caused to the participant(s) in any manner whatsoever, in relation to the Event and/or any matters arising out of the terms and conditions;
• Every rider/participant will get 10 min time frame to cross the start line post flag off time. Any rider whose start time will be post 10 min of the flag off time will not be entitled for the prize money or any age category awards;                                                        
• ESP 360 has to right to merge two age categories for winners and prize Money if less than 10 participants are there in each category;
• CFI license holders between the age 18 to 35 years are not allowed to participate in Amateur Road Race Category if they have raced in any national/state race in the last 5 year time frame. If we find any CFI license holder of age group 18 to 35 years participating in the Amateurs race category their CFI license will be cancelled, also they will be banned to take part in any future  Cycling races organized by ESP 360.
• CFI certified MTB Cyclists can take part in the MTB Road Race but will be considered only for the open top 3 winning positions. NO CFI certified riders below the age of 35 will be considered for the age category position in any of the amateur race categories. 
• Non-CFI license Holders only are allowed to take part in the Amateur Road Race category.
• We will do a random medical test for Professional/Amateurs Category winners. Anybody who was found using any kind of substance under the prohibited list will be disqualified. Link of Prohibited substances: https://www.wada-ama.org/en/prohibited-list#:~:text=Acetazolamide%3B%20amiloride%3B%20bumetanide%3B%20canrenone,triamterene%20and%20vaptans%2C%20e.g.%20tolvaptan
• Winners of Amateur timed race categories will be selected basis the Gun time and not the Net time.
• Each Amateur distance race category will have a neutral/warmup zone of 1km. The race timing for each participant will be calculated after they cross this zone
• Neutral Zone will be a controlled ride with 15 km/hr speed. Each cyclist will have to be behind the marshal till the end of the Neutral zone.
• Each participant must understand how to use the timing chip sticker and where to place it on the cycle. ESP 360 will not responsible for providing timing in case the timing chip is not placed as per the instructions 
• CFI-certified MTB cyclists will be considered only for the top 3 positions in the Amateur MTB road race category.
• Race Category distribution and rules:

Category	Distance	Age Group	Prize Money	Remark
PROFESSIONAL
Elite (CFI Certified Athlete)	50km Road Race criterium	18 Yrs. to 40 Yrs. age	15 lakhs	Only CFI license holders can take part via CFI
AMATEUR
Times Ride/Race	50km (Road Cycle or Hybrid Cycle)	Top 3 Male and Female	6.6 lakhs	Any CFI Listened cyclist in between 18 yrs. to 35 yrs. age will not be allowed to take part in this Category.
		16 to 30 yrs.
		30+ to 40 yrs
		40+ to 50 yrs.
		50+ yrs. and above
		18 to 30 yrs.
		30+ to 40yrs.
		40+ to 50 yrs.
		50+ yrs. and above
Times Ride/Race	32 km (MTB Cycles)	Top 3 Male and Female	6 lakhs	CFI or NON-CFI licensed cyclists can race for the open position. Age category positions are only for NON-CFI cyclists
		18 to 30 yrs.
		30+ to 40 yrs.
		40+ to 50 yrs.
		50+ yrs. and above
Green Ride for Joy	16km	None	None	Anyone who wishes to enjoy the ride and event

• We will do a bike check for all the winner if they are not found as per the guidelines they will be disqualified from the race. Bike tech details

Race Category	Distance	Bicycle Type Allowed	Key Specifications	Not Allowed / Restrictions
Amateur Race	50 km	Road Bicycle	– Drop handlebars only – Min. weight: 6.8 kg – Max. dimensions: 185 cm (L) × 50 cm (W) – 700C / 650C wheels with equal size F&R (Min. 12 spokes) – Aero frames & disc brakes allowed	– No Time Trial bikes – No bar extensions
		Gravel Bicycle	– Drop handlebars recommended – Tire width: 35–50 mm – Relaxed frame geometry – 1x or 2x drivetrain	– Not permitted for podium positions in MTB category
		Hybrid Bicycle	– Flat handlebars – Tire width: 28–42 mm – Relaxed geometry	– Aero bars or bar extensions not allowed
Amateur MTB Race	32 km	MTB Bicycle	– Flat or riser handlebars – Suspension (front or full) allowed – Wheel sizes: 26″, 27.5″, 29″ -Min. tire width: 1.95″	– No drop handlebars – Gravel or Road bikes not allowed for podium in MTB category

• ESP 360 reserves the right to change, modify, update the aforesaid Terms & Condition without any prior notice. The participant(s) need to regularly keep themselves updated with Terms & Conditions related to the Event. Continued registration, attendance, or participation in the Event constitutes your acceptance of the updated Terms and Conditions.