Regulatory Requirements

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Soles of Cochin Runner's Club was established in 2010 at Kochi, Kerala. Soles of Cochin Runner's Club was formed by a group of like minded runners from Cochin and we have been running as a group ever since. The Vagamon ULtrail is an Ultra Trail Marathon, organized by Soles of Cochin, the only one of its kind in Kerala in the hills of Vagamon.  Soles of Cochin is a group of fitness enthusiasts who are passionate about long distance running.  We have been organizing the annual Ageas Federal Life Insurance Kochi Spice Coast Marathon in Kochi since 2014.  Vagamon ULtrail has evolved from our internal running fest in Vagamon, which we have been organizing since 2016 and then first opened to public in 2018.  

GST Trade Name / Legal Entity Name: Soles of Cochin Runner's Club

GSTIN: 32AALAS2510D1Z1

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.  

• 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.

ACCIDENT WAIVER AND RELEASE OF LIABILITY FORM

I have read and understood the information regarding the Vagamon ULtrail 2025 (“this event”) and I agree to participate in this event at my own risk. I know that participating in this event is a potentially hazardous activity, which could cause serious injury, death or property loss. I am aware of the risks involved, some of which have been summarized in the ‘Risk Factors’ handed over to me, and I hereby acknowledge the same. I am aware that the risks involved are not limited to the Risk Factors, and I assume all the risks involved in running this event.

I agree to comply with the rules and directions of the organiser and race officials. I agree to abide by any decision of a race official regarding any aspect of my participation in this event, including the right of any official to deny or suspend my participation for any reason whatsoever.

I hereby acknowledge and agree to waive, release, keep indemnified and discharge all persons, corporations, associations and bodies involved or otherwise engaged in organizing, promoting or staging this event and their servants, agents, representatives, officers and employees. This includes but is not limited to race officials, agents, volunteers, event organisers and sponsors whether or not the loss, injury or damage is attributed to the act or neglect of any one or more of them.

I understand that competing in this event will involve running and walking on remote wilderness trails with rocks, roots, stream crossings, and up and down steep terrain. I assume all risks associated with running in this event, including but not limited to: steep drops on or near the course, challenging terrain, rocks, roots, adjacent streams, motor vehicle traffic, slippery surfaces, loose rocks, soft sand, adverse weather conditions, heat exhaustion, dehydration, hypothermia, venomous snakes, wild boars etc., all such risks being known and appreciated by me. 

I hereby allow and permit the use of my image(s), photograph(s), motion picture(s), recording(s) and/or any other record of this event to be used in the media and for marketing purposes of this event.

I hereby attest and confirm that I am physically fit and am sufficiently trained to participate in this event. I hereby consent to receive medical treatment which may be deemed advisable in the event of injury, accident and/or illness during this event. I understand that all medical and/or emergency evacuation costs for participants or crew will be borne by that person or their heirs. The race organizers are in no way liable or responsible for medical costs or emergency evacuation.

I understand that this event does not provide for refunds in the event of a cancellation, and by signing this waiver, I consent that I am not entitled to a refund if the event is canceled before or during the event.

I confirm that I have never been diagnosed with any cardiovascular diseases and have not been advised by Doctors to do physical activities under supervision.  I also confirm that I have never been diagnosed with any chronic illness and have never experienced dizziness or chest pain while running or during any physical activity.  

RISK FACTORS

Ultramarathons are physically challenging events and participation in it presents medical risks, many of which can be extremely serious or fatal.

Participation in this event is at the runner’s own risk. In case of a medical emergency, runners will be transported to the nearest hospital. However, due to difficult terrain and inaccessibility to majority of the course, this may take time, even upto a few hours in some cases.

Participants are advised to consult their own doctor prior to participation in this event. Runners are expected to be aware of the stress effects related to participating in trail ultramarathon events and be adequately prepared for the same.

It is important for each entrant to recognize the potential physical and mental stresses, which may arise from participation in this event. Runners may experience dehydration, hyponatremia, disorientation and mental and physical exhaustion. Race officials will do all that they reasonably can to ensure a safe event, but ultimately runners must understand their own limitations. This is an event where it is better to follow the dictates of your body – not your ambitions! Adequate physical and mental conditioning prior to the event is mandatory. If you have not been able to prepare properly, do not attempt to run!

Runners must appreciate the risks associated with participation in this event. Actions may have to be taken on your behalf under extreme time constraints and adverse circumstances. The race officials will make reasonable efforts to give assistance whenever possible. Ultimately and primarily, you are in charge, and you are solely responsible for creating your own crisis. Be careful, be responsible, and do not exceed your own abilities and limitations. 

Some of the main risks of this event, but certainly not all of them, are listed. These should be understood and remembered by all runners, before and during the event. Please note that death can result from several of the risk conditions discussed below or from other aspects of participation in the Vagamon ULtrail 2023.

Renal shutdown: Cases of renal shutdown (acute renal failure) have been reported in other ultramarathons. Adequate hydration will help averting this serious condition. If not treated, renal shutdown can cause permanent impairment of kidney function. IT IS CRUCIAL TO HYDRATE YOURSELF USING ELECTROLYTE FLUIDS DURING THE RUN AND FOR SEVERAL DAYS FOLLOWING THE RUN.

Heat stroke/hyperthermia: Heat exhaustion and heat stroke are serious risks. These conditions can cause death, kidney failure and brain damage. It is important that runners be aware of the symptoms of impending heat injury. These include but are not limited to: nausea, vomiting, headache, dizziness, irritability, lassitude, confusion, weakness, and rapidheart rate. Impending heat stroke may be preceded by a decrease in sweating and the appearance of goose bumps on the skin, especially over the chest. Heat stroke may progress from minimal symptoms to complete collapse in a very short period of time. Remember that your muscles produce tremendous amounts of heat when running up and down hill. The faster the pace, the more heat is produced. A light-colored shirt and cap, particularly if kept wet during the event, can help. If signs of heat exhaustion occur, we recommend rapid cooling by applying ice to the groin, neck and armpits. We also recommend that runners keep themselves adequately hydrated and carry fluids between aid stations/checkpoints.

Risks associated with low sodium and chloride counts: Low sodium levels (hyponatremia) in ultramarathon runners have been associated with severe illness requiring hospitalization. It is important for long-distance athletes to use fluids containing electrolytes to replace the water and salts lost during the run. WATER INTAKE ALONE IS NOT SUFFICIENT, as water intoxication and possibly death may result. This problem may in fact worsen after the Race, as the non-electrolyte-containing fluid which has been accumulating in the stomach is absorbed. Potassium and calcium replacement may also be important, although these levels change less with fluid loss and replenishment.Signs and symptoms of hyponatremia include; weight gain, bloating, nausea, vomiting, headache, confusion, incoordination, dizziness, muscle twitching/cramping and fatigue. If left untreated, it may progress to seizures, pulmonary and cerebral edema, coma and death. The best way to achieve proper electrolyte and fluid balance is to hydrate with fluids containing proper amounts of electrolytes and to replace with sodium-containing foods or supplements, if required, and as determined during your training. Potassium, while present in many electrolyte-replacement solutions, may also be replaced with fruit, such as bananas or oranges. Beer or other alcoholic beverages should not be taken at any time during the run.

Wildlife hazards: There may be several extremely venomous and potentially life-threatening snakes in this area.Parts of this run are in very remote and inaccessible areas. Runners must exercise caution and respond appropriately. Should you be bitten by a snake, there is absolutely no assurance that aid or help will arrive in time to give you effective assistance. Under no circumstances should any snake be approached. There are also dogs in the villages, which may bite. Runners are advised to be careful and avoid eye contact. There may also be wild boar sightings. Runners are advised to stay out of their way and not approach them under any circumstances. Further, the area is also prone to insects and worms such as mosquitoes and leeches. We recommend that runners cover up and carry adequate insect repellants.

Injuries from falling: Falling is an ever-present danger on the trails, with potentially serious consequences. Parts of the trail are narrow, uneven and slippery. There are several drops on or very near the trail. Extreme care must be taken at all times, especially in the dark.

Muscle necrosis: It has been found that some degree of muscle cell death in the legs occurs from participation in ultramarathons. The recovery can take several months. This seems to be a bigger problem in runners who become dehydrated or have overexerted themselves. 

Overuse injuries: Obviously, innumerable overuse injuries can occur, especially in the knee and the ankle and leg muscles and tendons. Sprains and fractures can easily occur on these rough trails. Blisters may cause you to have a sore day, or in severe circumstances may prevent you from finishing. Runners must have a working knowledge of how to treat themselves for all of these problems on the trail.

Common fatigue: One of the dangers you will encounter is fatigue. Fatigue, combined with the effects of dehydration and other debilitating conditions can produce disorientation and irrationality.

Getting lost: Although the course will be adequately marked, it is definitely possible to lose your way. If you believe at any time that you may not be on the correct trail, do not attempt to find your way cross country. If you are 100% sure of your route, backtrack to where you last saw a trail marker and try to find other markers showing the direction of the trail. If you are unable to find your way, stay where you are! Blow your whistle loudly and repeatedly until you are heard. Wandering randomly will take you farther from the trail and reduce your chances of being found.

Difficulty in gaining access to or locating injured participants: Some parts of the trail are remote and inaccessible by motor vehicles. Accordingly, in spite of the safety precautions taken by the race officials, there is absolutely no assurance that aid or rescue assistance will arrive in time to give you effective assistance should you become sick, incapacitated, injured or attacked.

If you do become injured, exhausted or ill:

STAY ON THE TRAIL. Blow your whistle loudly and repeatedly. You will be found there either by another runner, or the sweeper that monitors the progress of runners during the event. If you feel dizzy, disoriented or confused, do not risk falling. Sit down ON THE TRAIL until you recover or are found. An unconscious runner even a few feet off the trail could be impossible to find until it is too late. If you are assisted by individuals who are not associated with the race officials and you choose to leave the trail, you MUST notify the official at the nearest checkpoint of your decision to withdraw.

Although medical and other personnel will assist you when possible, remember that you are ultimately responsible for your own well-being on the trail. Only you will know how your body and mind feel at any given time. Monitor yourself during the entire run, and prepare yourself to drop out at the nearest check-point if you find that it just isn’t your day. As you continue past each checkpoint, be aware of the number of kilometers to the next one, realizing that getting rescue vehicles into these areas can be difficult, if not impossible.

There, that doesn’t sound too bad does it?

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Last updated on 11.04.2022

• After registration, if you cannot participate in the race for some reason, you should notify us before 15th December 2024 and get your registration for the race and the travel package (if you opted for it) cancelled. Your registration cannot be swapped with anyone else or carried over to future editions, but the travel package can be swapped with another runner (you will have to find your replacement yourself) if notified to us earlier. We will issue a maximum refund  of ₹3500/- for all such voluntary cancellations till 15-Dec-2024, subject to all race entries being filled as of the race day.   The likely refund for each ticket is going to be:

  • • 10K Trail Walk - No Refund

    • 36K - upto a maximum of ₹1500

    • 75K - upto a maximum of ₹3500

    • Travel Only Package - ₹750

    • Accommodation Only Package - ₹2400

    • Accommodation & Travel Package - ₹3500

• The refund can only be issued after the race subject to your race entry being taken by another runner and all slots being filled up, in case of the race registration.  

• Even if your race plan has changed after 15th December 2024, you should still notify us and get your registration cancelled even if there is no refund.  If you don’t participate in the race without cancelling the registration or notifying us, you will only be allowed to enter this race again after 2 editions of Vagamon Ultrail (i.e. 2028).

• Category change is possible subject to availability of slots in the new category.  Upgrading from 36K to 75K requires you to pay the balance amount, while downgrading from 75K to 36K will receive no refund.  

• 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.   

Email: vagamonULtrail@solesofcochin.org

Address: Soles of Cochin Runner's Club, Chitrasila - PRA 142, Thrikkakara P O, Kochi, 682021

Phone (only for payment related issues): +91 9633237666