Terms & Conditions

TERMS & CONDITIONS FOR PARTICIPATION

HCL CYCLOTHON – CHENNAI EDITION 2026

Please read these Terms & Conditions (“Terms”) carefully before registering for or participating in the HCL Cyclothon – Chennai Edition (the “Event”). By submitting the registration form, making payment or participating in the Event in any capacity, you confirm that you have read, understood and irrevocably agree to be bound by these Terms, and you represent that you satisfy every eligibility requirement set out below.

1. Organiser, Parties and Defined Terms

• The Event is organised, conducted and delivered end to end by MOMS Outdoor Media Solutions (Madison Group), having its registered office at 8th Floor, Unit no 806, Tower B Unitech Cyber Park, Sector 39 Gurugram 122003, India (“MADISON”, “Organiser”, “we”, “us” or “our”), in collaboration with Vama Sundari Investments (Delhi) Private Limited, an HCL Group company (“HCL”).
• MADISON is solely responsible for the organisation, operation, conduct and administration of the Event. All queries, feedback, requests, complaints and grievances relating to the Event, including timing, safety, route, prizes and results, must be raised with MADISON at support@hclcyclothon.com. Queries relating to registration payment, payment failure, refunds and prize disbursement must be raised with the Registration Partner through the Event registration platform, in accordance with Sections 5 and 8. No claim of any nature relating to the Event shall be raised against HCL.
• The Cycling Federation of India (“CFI”) is the designated technical body for the Event. CFI’s role is described in Section 9.
• “Registration Partner” means SPORTIT, which operates the Event registration platform and collects registration fees from participants in its own name and shall be responsible for distribution of the prize money to the winners in connection with the Event. The Registration Partner is not the organiser of the Event and bears no responsibility for the organisation, conduct or administration of the Event, which rests solely with MADISON.
• “Released Parties” means, collectively: HCL; MADISON; CFI; the Event’s title sponsor, presenting sponsors, associate sponsors, partners and licensees; the Registration Partner; the Event’s timing, medical, security, marshalling, logistics and technology service providers; and each of their respective holding companies, subsidiaries, affiliates, group companies, directors, officers, employees, agents, contractors, sub-licensees, assignees, representatives, marshals and volunteers.
• “Participant”, “you” or “your” means any person who registers for, is accepted into, or takes part in the Event in any category, and where the Participant is below 18 years of age, includes their parent or legal guardian.
• The Professional / Elite Road Race conducted at Chennai is organised and regulated directly by CFI under CFI and UCI regulations. That race is outside the scope of these Terms. These Terms apply only to the Amateur Road Race categories, the Amateur MTB Road Race category and the Green Ride for Joy.

2. Acceptance of Terms

• Submission of the registration form constitutes your acceptance of these Terms in full. If you do not agree with any part of these Terms, do not register for or participate in the Event.
• These Terms are irrevocably binding on every Participant who voluntarily registers for or participates in the Event.
• Failure to accept or to comply with any provision of these Terms will disqualify you from participation, without refund.
• These Terms constitute the complete and controlling terms governing your participation in the Event. In the event of any inconsistency between these Terms and any other document, communication, advertisement, social-media post or website content relating to the Event, these Terms shall prevail.
• MADISON reserves the right to amend, modify or update these Terms at any time without prior notice. The current version will at all times be available at hclcyclothon.com/terms-condition/. You are responsible for keeping yourself updated. Continued registration, attendance or participation constitutes acceptance of the amended Terms.

3. Eligibility

• Age: Participation in the Event is open to persons who have attained the age of 16 years as on the Event date. This minimum age applies to all categories, including the Amateur Road Race categories, the Amateur MTB Road Race category and the Green Ride for Joy. Persons below 16 years of age may not register for or ride in any category of the Event.
• Prize eligibility: Prize money and age-category awards are available only to Participants aged 18 years and above as on the Event date, across the age brackets 18 to 30 years, 30+ to 40 years, 40+ to 50 years, and 50+ years. Participants aged 16 and 17 years may take part in the timed Amateur categories and will receive a recorded finish time, but are not eligible for prize money, podium positions or any age-category award.
• Minors: Where the Participant is below 18 years of age, the registration must be submitted by the Participant’s parent or legal guardian. By submitting the registration, the parent or legal guardian confirms: “I am the parent / legal guardian of the Participant. I permit the Participant to take part in the Event. I accept these Terms in my own name and on the Participant’s behalf, and I agree that these Terms bind the Participant as if the Participant were a major.”
• Valid government-issued photo identification evidencing date of age must be produced at bib collection. MADISON may refuse bib issuance where age cannot be evidenced, without refund.
• The registration form must be completed accurately and in full. Do not enter duplicate or redundant data across fields, as this impairs our ability to contact you.

4. Amateur Category Restrictions – CFI Licence and National-Level Participation

• Persons holding a current CFI licence, of any age, are not permitted to participate in any Amateur category of the Event (Amateur Road Race 60 km, Amateur Road Race 25 km, or Amateur MTB Road Race 25 km). The Amateur categories are open exclusively to persons who do not hold a current CFI licence as on the Event date.
• Any person who has participated in the National Road Championships or the National MTB Championships at any time during the three (3) years preceding the Event date is not permitted to participate in any Amateur category of the Event, whether or not they currently hold a CFI licence.
• By registering for an Amateur category, you declare that you do not hold a current CFI licence and that you have not participated in the National Road Championships or the National MTB Championships at any time during the three (3) years preceding the Event date. This declaration is a condition of your entry. Entries may be verified at any time, before or after the Event, against records provided by CFI.
• These restrictions have been agreed between MADISON and CFI and are applied to preserve the integrity of the Amateur categories.
• If a Participant is found to have entered an Amateur category in breach of this Section, whether before, during or after the Event: the Participant will be disqualified with immediate effect; any prize money, podium position or award will be forfeited and, if already disbursed, must be refunded in full; the entry fee will not be refunded; the matter will be reported to CFI, which may take such action against the Participant under CFI’s own rules and regulations as CFI considers appropriate, including action in respect of the Participant’s licence; and MADISON may bar the Participant from participating in any future cycling event organised or delivered by MADISON.

5. Registration, Fees and Refunds

• Registration for the Event opens on August 8, 2026 and closes on September 27, 2026, unless otherwise notified. No registration will be accepted beyond the closing date. Entries received before the opening date or after the closing date are invalid and will not be entered into the Event.
• Choose your Event category carefully at the time of completing the registration form. Once the registration form is submitted, the requisite fee is paid and the registration is approved by MADISON, the registration is confirmed and cannot be cancelled.
• Confirmed registrations and merchandise orders are non-refundable, non-transferable and cannot be modified, changed, deferred or substituted at any later stage, under any circumstances, including where the Participant is unable to attend on Event day for any reason whatsoever.
• MADISON reserves the right to reject any application without assigning any reason. Where an application is rejected by MADISON, and only in that case, the amount collected in respect of that application will be refunded in full, less bank charges wherever applicable.
• Registration fees are collected by the Registration Partner through the Event registration platform, in its own name and on its own account. Your payment gateway page, bank or card statement and payment confirmation will display the name of the Registration Partner and not that of MADISON or HCL. The Registration Partner will charge, collect and deposit all applicable taxes, including Goods and Services Tax, on the registration fee, and will issue the applicable tax invoice or receipt to you. Payment of the registration fee to the Registration Partner constitutes valid and complete payment of your entry to the Event.
• Where an application is rejected by MADISON under these Terms, the refund will be processed by the Registration Partner to the original mode of payment only, within 15 business days of the rejection. Refunds will not be made to any third-party account, to any account not in the name of the person who made the payment, or by any alternative mode.
• You consent to the sharing of your registration and payment information between MADISON, HCL and the Registration Partner for the purposes of processing your registration, payment, refund where applicable, prize disbursement and the related statutory compliances.
• Bibs must be collected in person by the registered Participant. Collection by a third party will be permitted only against the written authorisation of the registered Participant together with valid photo identification of both persons.

6. Communications, Personal Information and Data

• You must provide a secure and regularly accessible email address and mobile number at registration. These will be our primary means of communication in the run-up to the Event. You must also provide the mobile number of an immediate family member or emergency contact who may be reached in the event of any unforeseen exigency.
• Any notice sent to the email address or mobile number registered with MADISON shall be deemed to have been received by you. If your email service filters or blocks messages from unknown addresses, add support@hclcyclothon.com to your address book.
• You consent to the collection, receipt, storage, processing, transfer, use, retention, destruction and sharing of your personal information by MADISON, HCL, their respective affiliates, the Event sponsors and partners, and their third-party service providers, for the purposes of organising, promoting and administering the Event, delivering Event communications, compiling statistical information, and marketing and promotional offers relating to the Event and its sponsors.
• You consent to receive Event updates, transactional messages and promotional communications by email, SMS and WhatsApp from MADISON, its bulk-messaging service providers, and the Event sponsors and promoters. You agree not to treat such communications as unsolicited or as spam, and not to initiate any action or proceeding against MADISON or its messaging service providers in respect of such communications. Promotional emails may be unsubscribed from, but unsubscribing will prevent all future Event updates from reaching you.
• Promotions run on social media in connection with the Event are in no way sponsored, endorsed, administered by, or associated with Facebook, Instagram, X (formerly Twitter), or any other social network. You are providing your information to MADISON and not to any such platform.

7. Health, Assumption of Risk and Safety

• You acknowledge that competitive and long-distance cycling is a strenuous and inherently hazardous activity, that it may be injurious to body and health, and that participation carries a genuine risk of serious injury, permanent disability and death.
• You must consult your physician and undergo a complete medical examination to assess your suitability to participate before registering. By submitting the registration form you confirm that you are physically and mentally fit and capable of riding the distance and category you have chosen, and that you are not aware of any medical condition that makes your participation inadvisable.
• You voluntarily assume all risks of participation, whether foreseeable or not, including without limitation: falls and crashes; collision or contact with other Participants, vehicles, spectators, animals or objects; road surface, traffic and route conditions; mechanical failure of your bicycle or equipment; heat, humidity, rain, wind and other weather conditions; dehydration, exhaustion, hyponatremia, cardiac events and heat-related illness; arson, civil disturbance, terrorist acts or threats; and all other risks associated with a mass-participation event held on public roads.
• You agree to abide by all instructions issued by MADISON, the Event Director, the Race Director, the Route Director, technical officials, marshals, medical staff and aid-station volunteers, from time to time, in the interest of your health and the safety of the Event.
• You agree to stop cycling immediately and to leave the course if so instructed by the Event, Race or Route Director, by any medical staff, or by any aid-station volunteer.
• If, during the Event, you deviate from the designated route or change your route or category for any reason whatsoever, all consequences of that action are your sole responsibility, and the Released Parties shall bear no liability in respect of it.
• Cyclists are required to leave the course once the cut-off time for their category has elapsed, having regard to Participant safety, route reopening and traffic regulations. Total co-operation is expected from all cyclists in this regard.

Race Category	Distance	Cut-off Time (from start time of the race)
Amateur Road Race	54 km	2 hours 05 minutes
Amateur Road Race	28 km	1 hour 30 minutes
Amateur MTB Road Race	28 km	1 hour 30 minutes
Green Ride	10 km	50 minutes

 

• Course closure: The Event route is closed to public traffic under permissions granted by the competent authorities for a designated period only, currently notified as 5:30 a.m. to 9:30 a.m. on the Event date. On expiry of that period, or at such earlier or later time as the authorities may direct, the route reverts to normal public traffic and ceases to be an Event course. All Event support, including marshals, medical support, aid stations, traffic management, water stations and timing, will be withdrawn at that time. Any person continuing to ride on the route after course closure does so entirely at their own risk, as an ordinary member of the public and not as a Participant in the Event, and no Released Party shall bear any liability of any nature in respect of them.
• Participants who have not completed their category within the applicable cut-off time must leave the course when directed to do so by a marshal or by any Event official. A Participant who has not completed within the cut-off time may not receive a recorded finish time and, in the timed Amateur categories, will not be eligible for any podium position, age-category award or prize money.

8. Race Categories, Distances and Prize Money

• The Event categories, distances, prize-eligible age groups and prize money for the Chennai Edition are set out below.

Category	Distance	Age Group (Prize)	Prize Money	Remarks
Amateur Road Race (Timed)	54 km Road / Gravel / Hybrid Bicycle	Top 3 Male and Top 3 Female (Open) 18–30 yrs 30+–40 yrs 40+–50 yrs 50+ yrs and above	₹6.6 Lakhs	Open to non-CFI licence holders only. Riders aged 16 and 17 may participate but are not eligible for any prize money or age-category award.
Amateur Road Race (Timed)	28 km Road / Gravel / Hybrid Bicycle	Top 3 Male and Top 3 Female (Open) 18–30 yrs 30+–40 yrs 40+–50 yrs 50+ yrs and above	₹6 Lakhs	Open to non-CFI licence holders only. Riders aged 16 and 17 may participate but are not eligible for any prize money or age-category award.
Amateur MTB Road Race (Timed)	28 km MTB Bicycle Only	Top 3 Male and Top 3 Female (Open) 18–30 yrs 30+–40 yrs 40+–50 yrs 50+ yrs and above	₹6 Lakhs	Open to non-CFI licence holders only. Riders aged 16 and 17 may participate but are not eligible for any prize money or age-category award.
Green Ride	10 km Any Bicycle	Not Applicable (No Prize Categories)	None	Open to participants aged 16 years and above. A cut-off time of 50 minutes applies, and the course closes at 9:30 a.m. This is a non-competitive timed ride. Every participant receives a timing chip and a personal finish time for reference only. No ranking, leaderboard, classification, podium, age-category award, or prize applies.

 

• Route distances stated above are indicative and are subject to change based on the final route closure, permissions and approvals granted by the competent authorities. The final route and distances will be notified to Participants prior to the Event date, and the notified distances will apply. No refund, transfer or claim of any nature shall arise on account of any such change.
• Prizes are as stated. No cash alternative or substitute of any other kind will be offered, and prizes are not transferable. MADISON reserves the right to substitute any prize with another of equivalent value without notice.
• MADISON reserves the right to merge two adjacent age categories for the purpose of awards and prize money where fewer than ten (10) Participants have registered and started in each such category.
• Prize money will be disbursed by the Registration Partner following the declaration and finalisation of results by CFI, within 60 days of such finalisation. Disbursement is subject to deduction of tax at source at the applicable rate under the Income-tax Act, 1961. Tax deducted at source will be deposited by the Registration Partner under its own TAN, and the applicable certificate will be issued by the Registration Partner.
• To receive prize money, a winner must furnish valid government-issued photo identification, PAN and bank account details in the winner’s own name, within such time as the Registration Partner may specify. Prize money will not be paid to any third-party account or to any account not held in the winner’s name. A winner who fails to furnish the required particulars within the time specified may forfeit the prize.

9. Results, Timing and Technical Authority

• CFI is the designated technical body for the Event and is exclusively responsible for the conduct of the races, the technical regulation of the races, and the determination, verification, declaration and finalisation of results across all categories to which these Terms apply.
• All decisions relating to technical matters – including the specification and legality of the bicycle used by a rider, timing, timing-chip data, race conduct, protests, penalties, disqualification and the final results – shall be made by CFI, and the decision of CFI shall be final, binding and non-contestable on all Participants.
• No protest, appeal, representation or claim in relation to results, timing, ranking, disqualification or the award of prizes shall lie against MADISON, HCL or any other Released Party. Any protest must be made to the CFI technical officials at the Event venue, within the time limits and in the manner prescribed by CFI regulations, and shall be determined by CFI alone.
• Save for technical and results matters, which are determined exclusively by CFI in accordance with this Section, all other decisions with respect to the Event – including the conduct, format, scheduling and administration of the Event, the number of prize-eligible positions, the type of awards and the acceptance or rejection of registrations – shall be at the sole and absolute discretion of MADISON, and shall be final and binding on a non-contestable basis, with no correspondence entered into.
• Winners in the timed Amateur categories will be determined on the basis of Gun Time and not Net Time.
• Each timed Amateur category will have a neutral / warm-up zone of 1.5 km. Race timing for each release will commence only after the Participant crosses the end of this zone.
• The neutral zone is a controlled ride at a speed of 15 km/hr. Every cyclist must remain behind the lead marshal until the end of the neutral zone. Riders who break formation in the neutral zone may be penalised or disqualified by CFI technical officials.
• Every rider will be given a window of ten (10) minutes from the flag-off time to cross the start line. Any rider crossing the start line more than ten (10) minutes after the flag-off time will not be eligible for prize money or any age-category award.
• Each Participant is responsible for understanding how to use the timing-chip sticker and where to affix it on the bicycle, as per the instructions provided. MADISON shall not be responsible for the absence or inaccuracy of a timing record where the chip has not been affixed in accordance with those instructions.
• Green Ride: Participants in the Green Ride are issued a timing chip and will receive a personal finish time. That time is provided for personal reference only. The Green Ride is a non-competitive category: no ranking, leader board, classification, podium, age-category award or prize of any kind is generated or awarded in respect of it, and no results list for this category will be published or declared by MADISON or CFI. A finish time will be recorded only where the Participant crosses the finish line within the applicable cut-off time and while the course remains open.
• No protest, appeal, representation or claim of any nature shall lie against MADISON, HCL, CFI or any other Released Party in respect of any timing recorded, or not recorded, in the Green Ride, or in respect of the absence of any ranking or award in that category.
• The minimum age of 16 years set out in Section 3 applies to the Green Ride in the same manner as to every other category, notwithstanding that no prize or age-category classification applies to it.
• The Green Ride is not a race. Participants must ride at a safe and controlled pace, observe all traffic and marshal instructions, and must not ride competitively. MADISON may remove from the course any Participant who, in the reasonable opinion of the Event Director, Race Director or any marshal, is riding in a manner that endangers themselves, other Participants or the public.
• A bicycle technical check will be carried out on all podium finishers and prize winners. Any rider whose bicycle is found by CFI technical officials not to comply with the specifications in Section 10 will be disqualified from the race and will forfeit all prizes and awards.

10. Bicycle Specifications

• The specifications below apply to riders who wish to be ranked and to compete for podium positions, age-category awards and prize money.

Race Category	Distance	Bicycle Type Allowed	Key Specifications	Not Allowed / Restrictions
Amateur Road Race	54 km 28 km	Road Bicycle	Drop handlebars only Minimum weight: 6.8 kg Maximum dimensions: 185 cm (L) × 50 cm (W) 700C / 650C wheels (minimum 12 spokes) Aero frames and disc brakes permitted	Time Trial bicycles not permitted Bar extensions not permitted
		Gravel Bicycle	Drop handlebars recommended Tyre width: 35–50 mm Relaxed frame geometry 1× or 2× drivetrain	Not eligible for podium positions in the MTB category
		Hybrid Bicycle	Flat handlebars Tyre width: 28–42 mm Relaxed geometry	Aero bars and bar extensions not permitted
Amateur MTB Road Race	28 km	MTB Bicycle	Flat or riser handlebars Front or full suspension permitted Wheel sizes: 26″, 27.5″, or 29″ Minimum tyre width: 1.95″	Drop handlebars not permitted Gravel and Road bicycles are not eligible for podium positions in the MTB category
Green Ride	10 km	Any Bicycle	No specification applies. Time Trial, Road, MTB, Gravel, and Hybrid bicycles are all permitted.	No restrictions. Bicycle checks are not conducted as participants are not ranked or awarded.

 

• Participants who wish only to complete the distance and record a ride time may use any bicycle, including a Time Trial, Road, MTB, Gravel or Hybrid bicycle. Such Participants will receive a recorded time but will not be considered for podium positions, age-category awards or prize money.
• CFI-certified MTB cyclists are not permitted to participate in the Amateur MTB Road Race. This is in addition to, and does not limit, the restrictions in Section 4.

11. Anti-Doping

• The Event is conducted in accordance with the anti-doping rules of the National Anti-Doping Agency (NADA) and the World Anti-Doping Agency (WADA) as applicable, and by participating you agree to be bound by those rules.
• Doping control may be conducted at the Event on a random basis, and podium finishers and prize winners in any category may be selected for testing. All sample collection, analysis, results management and disciplinary proceedings shall be conducted by NADA and CFI in accordance with their applicable rules and procedures. Neither MADISON nor HCL conducts testing, analyses samples or determines anti-doping violations.
• Refusal to submit to doping control when selected will result in disqualification and forfeiture of all prizes and awards, and will be reported to CFI and NADA.
• Where an anti-doping rule violation is established under the applicable NADA rules, the Participant will be disqualified, all prizes and awards will be forfeited and, if already disbursed, must be refunded in full. Any further sanction is a matter for NADA and CFI.
• The current WADA Prohibited List is available at wada-ama.org/en/prohibited-list. It is the Participant’s sole responsibility to be aware of its contents.

12. Media, Image and Publicity Rights

• You grant the Released Parties an irrevocable, perpetual, worldwide, royalty-free right to record, photograph, film and broadcast your participation, and to use your name, image, likeness, voice, recorded ride data, finish time and city or region of residence, in any medium now known or hereafter developed, for the purposes of reporting on, publicising and promoting the Event and future editions of the Event and other promotional activity of the Released Parties.
• Winners additionally agree to the disclosure of their name, surname, photograph, city or region of residence and prize details in post-event publicity by MADISON, HCL and their partners.
• No fee, royalty or further consent shall be payable or required in respect of any such use.
• You may withdraw consent at any time by writing an email at support@hclcyclothon.com. Madison is committed to ensuring that the process for withdrawing consent is as accessible and straightforward as the process for giving consent. Upon receipt of a valid withdrawal request, we shall process such request within 30 business days and confirm the same to you. Withdrawal of consent shall be subject to any legal or operational limitations.

 13. Release, Indemnity and Limitation of Liability

• Release: You, on your own behalf and on behalf of your heirs, executors, administrators and legal representatives, fully and irrevocably release, waive and discharge each of the Released Parties from any and all claims, demands, actions, causes of action, liabilities, losses, damages and costs of any nature whatsoever arising out of or in connection with your participation in, or attendance at, the Event, including without limitation any physical injury, illness, disability, death, mental or emotional trauma, or loss of or damage to property, and including any claim arising from the results, timing, ranking, disqualification or award of prizes.
• No liability: To the fullest extent permitted by law, the Released Parties expressly exclude all liability, whether in contract, tort, breach of statutory duty or otherwise, for any direct, indirect, special, incidental or consequential loss, damage, injury, illness, death or disappointment (including without limitation any pure economic loss) suffered or incurred by any Participant, winner or third party, whether foreseeable or not, in connection with the Event. The Organiser’s total aggregate liability to any participant, attendee, or other person arising out of or in connection with the Event, these Terms, or any related services shall not exceed the total amount of fees actually paid by that person to the Organiser for participation in the Event.
• Indemnity: You agree to indemnify and keep indemnified, defend and hold harmless each of the Released Parties from and against any claim, demand, loss, damage, liability, penalty or cost of any nature, including without limitation legal fees, arising out of or in connection with: (i) any breach by you of any warranty, representation or undertaking given under these Terms; (ii) any breach by you of these Terms; (iii) any act or omission by you, whether negligent or otherwise; and (iv) any representation, warranty or personal information provided by you proving to be untrue, false, incomplete or inaccurate.
• The release, exclusion and indemnity in this Section are several and each Released Party is entitled to enforce them directly. Nothing in these Terms excludes any liability which cannot lawfully be excluded.

14. Force Majeure, Change and Cancellation

• In the event of adverse weather conditions, natural disaster, epidemic or pandemic, major incident, civil disturbance, threat to public safety, withdrawal or refusal of any permission by any authority, order or restriction of any governmental or regulatory authority, or any other event beyond MADISON’s reasonable control, MADISON reserves the right to postpone, curtail, reroute, shorten, suspend or cancel the Event, or any category within it, in whole or in part.
• MADISON further reserves the right to cancel, modify, extend or withdraw the Event prematurely at its sole and absolute discretion, without notice.
• Flag-off times, wave timings, course-closure timings and cut-off times are indicative and may be varied by MADISON, or by direction of the competent authorities, without notice and without any refund, transfer or claim of any nature arising.
• In any of the circumstances described in this Section, confirmed registrations and merchandise orders remain non-refundable, non-transferable and non-modifiable, and no claim of any nature shall lie against any Released Party in respect of any such postponement, change, curtailment or cancellation.

15. General

• These Terms are governed by the laws of India, the courts at Delhi shall have exclusive jurisdiction over any dispute arising out of or in connection with these Terms or the Event.
• If any provision of these Terms is held to be invalid, illegal or unenforceable, that provision shall be severed and the remaining provisions shall continue in full force and effect.
• No failure or delay by MADISON in exercising any right under these Terms shall operate as a waiver of that right.
• These Terms are available at https://hclcyclothon.com/terms-condition/ and are incorporated into the registration form by reference.