Considering all challenges posed by the course and weather in Vagamon, the participants must meet the following criteria:

• For registering for 75K, Registrants must have completed 

  • a Full Marathon in 05:00Hrs, OR 

  • any Ultra Marathon (any distance over 42.2Kms) within the cut-off time prescribed by the organizers of the race, OR

  • any trail race (of atleast 33Km) with more than 750m of elevation gain, in 06:00 Hrs. 

  • For 12 hour runs like stadium runs, one must have atleast run 60 Kms. 

• For registering for 36K, one must have atleast run a half marathon in 03:00 Hrs.  Needless to say, running the previous edition of Vagamon ULtrail or any race distance above 30K in any race (within the cut-off of that race) can be considered as a qualifying race.  

• There is no qualifying criteria for the 10K Trail Walk. However, all participants under the age of 18 must be accompanied by their parent or a legal guardian and will have to sign the accident waiver form during the registration.  Registrations for 10K Trail Walk will start only in the middle of October. This is to prevent people from registering so early and then 'forgetting' to participate. 

• Races run after 01-Feb-2023 will only be considered as a qualifying race for Vagamon Ultrail 2025 for 36K & 75K categories.  

• After registration, if a registered runner cannot participate in the race for some reason, one must notify us through E-mail before 15-Dec-2024 and get their registration cancelled.  A registration of one runner cannot be swapped with anyone else or carried over to future editions.  We will issue a refund upto ₹3500/- for 75K, upto ₹1500/- for 36K for all such voluntary cancellations received until 15-Dec-2024 and also subject to race entries for that categroy being filled as of the race day.  The refund can only be issued after the race subject to all slots being filled up.  The refund (if any) will only be issued in the last week of February 2025.  There is no refund for 10K Trail Walk.  

• If a registered runner don’t participate in the race without cancelling the registration or notifying us, they will only be allowed to enter this race again after 2 editions of Vagamon ULtrail (i.e. 2028).

• Runners (in 36K & 75K categories) must submit the hyperlink to the timing certificate or a shareable result link or link to their ITRA profile during the registration.  GPX or Strava records are not accepted. If anyone has any questions about their qualification criteria, please email us and get questions answered before registering.  

• Anyone who registers without submitting or fulfilling the criteria will have their registration cancelled and entry fees forfeited. This includes registration of participants who submits GPX or Strava records, without discussing their individual running history with the organizers. 

• All participants will be required to upload a valid identity proof (Driver’s License, Passport, PAN or Voter ID) and show them at the time of collecting the BIB.  

• All participants are also required to sign the waiver form and get it attested by a close relative or another runner participating in the race.  This waiver form must be uploaded during the registration.  Failure to do so will result in the registered runner not being allowed to participate in the event.  One can use an application like Adobe Fill & Sign on one's mobile to fill this document and sign, save and then upload.  

• Anyone who registers without submitting a completely filled & clear waiver form, with all signatures, will have their registration cancelled and entry fees forfeited. They are however allowed to register again by submitting the correct waiver form. 

• All participants must accept complete responsibility for any injury, physical or otherwise, that may be caused to them during the event, or while on the premises of the event.

• Runners are required to check-in and collect their bibs/race-kits personally during the pre-race dinner/briefing on 17-Jan-2025.  Runners cannot authorise a third party to collect the bib/race-kit on their behalf.

• Runners must wear the official bib provided by the organisers throughout the event.  If one takes the bib off for any reason whatsoever, they will be awarded a DNF (did-not-finish).

• Only finishers within the cut-off time will be entitled to receive their official timing and finisher medal.  The Trail Walk is purely organised for the joy of it and hence there is no timing tracked for this category.  

• The organiser reserves the right to cancel, postpone or delay the event due to any unforeseen circumstances beyond its control and at its discretion.  The organiser shall not be liable in respect to any entry fees, costs and expenses that a participant may incur as a result of such cancellation or postponement.

• A registered runner consent to the free use of one's name, voice, picture or video in any broadcast, telecast, advertising, promotion or other account of this event.

• Registered Runners must ensure that they provide correct details during the registration process and inform the organiser well in advance of the race, of any changes.  If one's contact information changes after the submission for the registration, the organiser must be notified by email well in advance of the event.

• The course of the Vagamon ULtrail takes the runner through areas under the control of the Forests Department.  Please be sensitive to the environment and do not disturb the surrounding flora and fauna in any manner.  Runners are required to run along the marked track only. Runners may encounter barking deer and jungle fowl.  They are harmless and typically very shy.  One may consider themself lucky if one find them en-route.  The area and the course are also a habitat for a variety of snakes.  Please do take due care and exercise caution.  While the organiser will do its best to take adequate precautions, the runners will not hold the organisers, hosts, owners/management/custodian of the estates or anyone else responsible for any injuries or incidents, including death.

• The race officials’ decisions are final and binding in all situations.  A registered runner must agree to cooperate with race officials, volunteers and other personnel during the event.

• The organiser reserves the right to refuse an entrant’s attendance at, or participation in, the race.  Any participant who is found putting themselves or anyone else at risk will be immediately evicted from the course and event venue.

• The organiser shall reserve the right to remove, ban or exclude any participant who is found in breach of these terms and conditions.

Pre-Race Dinner (05:00 PM – 07:30 PM, Friday, January 17th, 2025) 

Pre-race briefing, dinner and BIB collection on the night before the race.  This is also available for all categories including the 10K Trail Walk.  If the registered runner have additional friends or family who have not registered and yet want to be part of this, please let us know atleast a week before the race.  

Pre-Race Snacks (05:00 AM – 07:00 AM, Saturday, January 18th, 2025) 

Some snacks will be provided for quick bite at the start point prior to the commencement of the race.  (Note: This won't be a regular breakfast.  Its only BBJ & tea/coffee)

In-Race Snacks and Hydration

Aid stations with water, energy drinks, fruits etc. will be set up at average intervals of 10 Km along the course.  Every runner (from all categories) should mandatorily carry a 1L bottle with them at all times.  

There will be one refreshment station for 10K Trail Walk, excluding the one at finish.  However, the 10K Trail Walkers must carry 1L water and also some snacks such as dry fruits. 

For 36K & 75K, the aid stations will be well-stocked with water, energy drinks, fruits etc. during the race.  The rest areas along the course will be additionally stocked with some light snacks.  We will also provide cooked food at specific aid stations/rest areas, which will be communicated closer to the race day.  Warm drinks will also be made available at rest areas and will be served in reusable coconut shells.  We will continue to use reusable cups/Water Dispensers for Energy drinks & Water at aid stations and rest areas.  Participants are also free to bring their own.  Since Vagamon is an ecologically sensitive area, we will be providing water and energy drinks only in reusable plastic cups.  We will not be providing water in disposable plastic bottles at aid stations/rest areas.

Runners may feel free to carry their own fuel for use during the race.  However, should one do so, please ensure that one does not throw any trash around and carry it back with them.

Since aid stations will be far and in-between, it is unlikely that runners will find alternate sources of hydration given the remoteness of our location, we strongly recommend that runners carry a water bottle or hydration pack on them.  This will be checked at the start, and runners will not be allowed to start without this mandatory gear.  Please also ensure that the bottle(s) and/or hydration pack(s) are refilled at every opportunity from the aid stations.  This will ensure that one has water available on them in case of an emergency.  Runners may pass by streams along the course and the waters may not be potable, and we suggest that runners not fill-up here.

Post-Race Meal

A post-race meal will be provided to all participants at the finish.  However, in case of the 10K Trail Walk, a light breakfast will be provided.  

Medical assistance

There will be a dedicated medical team at the start line and the finish lines.  Medical stations will be located strategically along the course taking road accessibility into consideration.  Should the medical staff find a runner to be unfit to continue the race at any time, they will be pulled out of the run.  Runners are requested to strictly abide by the instructions of the medical staff.

Toilets

Toilets will be available near all the rest areas for the participants. These will be provided at an average of every 10 Km.  Please respect the course through which one run by making use of these facilities, if needed.  Shower facilities will be made available at the finish.  

Baggage Counter

A baggage counter will be available at the start-line of all categories. The bags received will be made available at the finish line.  Maximum bag size allowed is 15L, just enough to accommodate a towel, dry footwear and change of clothes 

However, there is no drop bag facility for both 75K & 36K.  Drop bags are typically those personal belongs put together in a bag, made accessible at specific points during the race.  

Accommodation and Transportation Facilities

More details in the Travel & Accommodation section of our website.

Shuttle Service

Shuttle service will be provided to all runners who have even not availed transport & accommodation package and want to move from the finish to the start line.  There is no shuttle service available for 10K Trail Walk as the start and finish are at the same location. For those who have availed the travel package, they will be dropped back from where they have been picked up.  

Medals, Certificates & Accolades

Medals will be awarded to all runners who finish within the cut-off.  Certificates will also be made available online to all 36K & 75K finishers.  Results will be uploaded to ITRA & UTMB for 36K & 75K runners who have finished within the cut-off.  There is no prize money or awards for podium finishers as we believe that all participants are winners.   To avoid wastage, finisher medals are available only for the first 100 finishers of 75K & first 120 finishers of the 36K. Medals will be sent by post to the remaining finishers. 

Vagamon ULtrail offers three categories in the 2025 edition – 10K Trail Walk, 36K and 75K

• 10K Trail Walk was introduced in the 2024 edition for the first time to enable family and friends who can't run the longer distances, to taste the beautiful terrain of Vagamon.  The Walk starts from St. Thomas LP School, Pullikanam. and finish at the same place taking a full loop through the Jungtolly Estate.  The Walk starts at 07:00 AM.  Registration charges are ₹800/- including 18% GST, Registration portal and payment gateway charges.  

• The 36K was first introduced in 2020 – primarily for those who wants to run their first trail race.  It is a point to point race on our course taking runners through the tea estates, slush & single path trails.  Believe us, it will be FUN and will definitely get one addicted to trail running.  The fun will last approximately 36 Kilometers.  Registration charges are ₹2000/- including 18% GST, Registration portal and payment gateway charges.  

The event will start at 06:30 AM from Kolahalamedu Post Office and will finish at St. Thomas LP School, Pullikanam. Runners are required to report at the latest by 06:00 AM.  The course map can be accessed here.  There is no stage cut-off, but should move fast enough to reach the finish by 05:30 PM.  

• The 75K run is also a point to point course taking runners through the most beautiful locales in Vagamon while still posing enough challenges for a regular marathon runner.  The course takes runners through different terrains.  Registration charges are ₹4200/- including 18% GST, Registration portal and payment gateway charges.

The event will start at 05:30 AM from Kolahalamedu Post Office.  Runners are required to report atleast by 05:00 AM. All 75K runners must carry their own head lamps / torches.  The course map can be accessed here.  Runners in this category are given a total of 15 hours from the start of the race to finish the 75K event, i.e a finish no later than 08:30 PM.  However, runners must pass three stage cut-offs; First one at approximately 26 Km by 10:30 AM (5 Hours from start) & second one at approximately 44 Km by 02:30 PM (9 hours from start), and the third stage cut-off at approximately 65Kms before 06:30 PM (13 hours from the start).  This stage cut-off is not the time to reach the aid station, but the runners must have left the aid station at this specific cut-off time.  The race finishes at St. Thomas LP School, Pullikanam.  Final Cut-off for 75K is at 08:30 PM.

Note 1: All time and distance mentioned here are tentative and subject to very minor changes, which will be confirmed a week before the race.

Note 2: Runners still on the course after the cut-off time (both stage and overall cut-offs) will be picked up by the sweep vehicles and will not be permitted to continue the race.  There will be no exception as the cut-off times are implemented to ensure local government body guidelines.

Hydration Bag / Water Bottle

Hydration Bag or a Water Bottle (1L) is mandatory for all runners, including the Trail Walk participants. It can get very hot between 10:00 AM & 02:00 PM (if not raining) and runners must be self sufficient between the aid stations.  Water can be filled from the dispensers kept in Aid Stations or can be consumed in reusable plastic cups.  We won’t provide plastic bottles at the start, finish or at the Aid stations.

Head Lamps

Head Lamps or Torches are mandatory for 75K participants. Torches of mobile phones can't be used as a replacement for head lamp/torch. Each participant must have their own head lamp/torch switched ON when starting. The participants also must have their own head lamp/torch switched ON after 06.30 PM. Failure to comply with this regulation will lead to immediate disqualification from the race. 

Mobile phones

It is also highly recommended that runners carry their mobile phones.  While network is expected to be patchy, in the event of any emergency, runners may be able to contact race officials (whose numbers will be provided to all participants in advance).  From our experience, we have seen that BSNL has reasonably better coverage along the course.  Please remember to carry a pouch for the mobile that will protect it from rain.  

Whistle

Every runner is also advised to bring a whistle and to carry the same all through the race.  However, runners are requested to use the whistles ONLY in case of an emergency, and in order to help volunteers and race officials find a lost runner.

Sun protection

We recommend that runners carry necessary protection against the sun, which may include sun screen, cap, sleeves, shades etc.

Rain protection

It doesn't normally rain during this time of the year.  The run will be conducted regardless of the weather unless it poses serious safety hazards.

Footwear

The course is not bare-foot friendly.  However, from our experience, minimalist trail footwear seems to work along the course.

Checklist

Runners are expected to prepare their running gear and drop-bag well in advance of the race.  However, an indicative list of items that runners may use for reference is as follows:

• Head Lamp / Torch for 75K Runners

• Running shorts/pants

• Running T-shirt/singlet

• Running shoes

• Rain jacket 

• Socks (we recommend one carry at least two pairs)

• Water bottle or hydration bag (This is mandatory)

• Cap/hat/visor/headband, sweatband, sleeves

• Watch, heart rate monitor and other tracking devices

• Mobile phone (fully charged)

• Vaseline or Bodyglide

• Change of clothes post run

• First aid kit

• Running gels and other fuels that one normally use

• Sunscreen