Article 1: DEFINITION

The Race for Earth is an ultra-distance endurance cycling event, which will take place from Saturday 22nd April to Sunday 23rd April, 2023. The event will go through Kamrup Metropolitan, Kamrup Rural and Goalpara district in Assam State (India), along with Ri Bhoi, East Khasi Hills, West Khasi Hills, East Garo Hills, and North Garo Hills district in Meghalaya State (India).

 

The Race For Earth is organized by the company called Lone Tree Consultants Pvt. Ltd.

The Rules and Regulations, which follow shall govern the entire event and shall determine, but not be limited to, the relationship between each participant and the organizer. It is each and every participant’s duty to be familiar with them and to ensure absolute compliance within reason.

Article 2: DISCLAIMER

Each participant recognizes that the race requires a minimum level of training and that he/she must be medically fit to participate. By accepting the registration conditions, each participant takes full and complete responsibility in case of an accident that could occur during the outgoing or return trip to and from the Race for Earth event or during the Race for Earth event itself. Each participant also takes responsibility for the risks linked to such an event, including but not limited to, accidents with other participants, bad weather, road traffic conditions.

Cycle sport, bike riding, bike racing and cycle racing is an inherently dangerous sport and self evidently exposes each participant to a number of risks [the Risks], in particular but not limited to personal injury or mechanical damage to bike equipment. This is a fundamental and trite observation, and it is not therefore deemed necessary, in these circumstances, to make a list [comprehensive or otherwise] of all or any of these so-called Risks. Suffice to say therefore, it must be understood that each participant accepts that there are the above-mentioned Risks, and other Risks involved in participating in the Race for Earth event, and that these Risks are to the Participants and not to the Organizers. In signing up to the event, each participant acknowledges and accepts the above proposition, and further accepts the following propositions, namely that:

•  Each participant shall be responsible for obtaining his or her own insurance cover.

• Each participant absolutely and completely absolves the Organizers for all responsibility with regard to the loss or damage to any personal property regardless of the circumstances.

• The Organizers, whilst having made every effort [the Effort] to (a) make the event as safe as possible for each and every participant, and (b) having addressed and or reduced and or eliminated or having attempted to eliminate as many of the Risks as it is possible to have anticipated and or foreseen, is nevertheless not able to control, or anticipate, or foresee all events, and this is accepted by all the participants.

• The Efforts are a continuing and ongoing process. In this light, the Organizers will at its absolute discretion make changes to the course and or itinerary at short notice if it is deemed to be necessary to secure the objective of safety.

Article 3: REQUIREMENTS OF PARTICIPATION

1. The Race for Earth is open to all cyclists, racers and non-racers (aged 18 or older in the year of the event) from any country.

In accordance with the The National Anti-Doping Act, 2022 (specific law for protecting sportsmen and women’s health and anti-doping controls), the participation of the Race for Earth participants are required to submit the original copy of a medical certificate with the wording “fit for competitive road cycling in a mountainous environment” and dated after the 23 April 2022. You can download a template HERE. RAFE_medical_certificate.pdf

Participants must also fill out in the registration form, a section containing all of the information that could be necessary in case of an emergency during the race.

1. Participants who are less than 18 at the time of the event (but who will be 18 later in the year) must provide signed consent to participate from their parents or legal guardians. You can download a template HERE. RAFE2023_Parental_consent.pdf

Article 4: CATEGORIES

The Race for Earth is a ultra-distance endurance cycling race with an individual ranking (Solo). Riders also have the option to enter as part of a team and be classified in the team ranking and crew ranking also. Teams are made up of 2 cyclists (gender irrespective) and crews are made up of minimum 3 members excluding 1 cyclist (gender irrespective) only.

Riders will also be ranked in the following age categories (male and female rankings):

·       Solo Male Category (Self supported)

·       Solo Female Category (Self supported)

·       Team of 2 Category (Self supported)

·       Crew Category (Solo crew supported)

Article 5: EQUIPMENT

To participate in the Race for Earth, 2023, you will need to have any human-powered bicycle and a hard-shell helmet. You must wear your helmet for the whole duration of the race and never take it off whilst riding, even during ascents and non-timed sections, and regardless of weather conditions.

The following equipment is strictly forbidden:

• Recumbent cycles, monocycles, tricycles, electric powered bikes, tandems;

• Any system that does not conform to the definition of “racing bike”.

Mandatory equipment safety check:

The following equipment is mandatory and must be presented by the rider to the organizers in order to pass the Equipment Safety Check on Registration Day in the start venue of Race for Earth event, prior to their bib collection.

 

• Hard-shell helmet

• Night reflective vest/Reflective tape

• Android/iOS mobile phone for map viewing

• Backlight

• Light rain jacket

• Cycling gloves

• Portable power backup for mobile phone

All riders will also receive the following equipment at Registration:

• Rider Bib

• Jersey

• Finisher T-shirt

• Race for Earth 2023 Jersey (Sponsored or Non-Sponsored)

• Luggage tag

• Drop bag (max weight limit: 5 kg) Note- drop Bag will be transferred to 1st night halt venue

 

Article 6: REGISTRATION

The below conditions must be respected before retrieving your official race number on :

1. The registration form must be filled out online on the official website. To validate your participation, the entry fees must accompany the registration form.

2. The participant then receives a payment confirmation email and a registration confirmation email with his or her unique Race for Earth  registration code.

3. The participant must then send the accompanying required documents (Passport/Govt ID, photocopy of valid medical certificate; parental authorization) by attaching it in email and sending it to info@raceforearth.org

4. The participant will pick up his bib race number at the Race Briefing Venue the day before the event with his registration confirmation.

5. For the avoidance of doubt, it is essential that all of the above referred to conditions are completed. If they are not, then the consequence may be that no bib number will be issued, and without bib number, it will not be possible to participate in the event.

Some additional details:

• With the exception of bib race numbers that are already reserved, the assignment of bibs will be handled in chronological order of registration. A participant will have the same bib number for all days of the race.

• It will not be possible to get the bib without the registration confirmation.

• Registration of one person cannot under any circumstances be transferred to another person. Infringements of this rule will be penalized with immediate exclusion from the Race for Earth.

Article 7: ENTRY FEES

Entry fees for individual and crew registration to the Race for Earth, 2023 are from INR 14,160 to 25,960 including GST (Goods & Services Tax):

• Solo Female cyclist- INR 14,160 including GST

• Solo Male cyclist- INR 17,700 including GST

• Team of 2 cyclist- INR 23,600 including GST

• Crew (With 1 cyclist only)- INR 25,960 including GST

The Entry Fee for Race for Earth 2023 includes many benefits for all riders:

• 1 complete set of Race for Earth cycling kit (jersey, bibs, GPS tracker app to be installed on cyclists personal android/ios phones)

• Transport of your travel bag from start to finish venue each day.

• 1 backpack deposited at the start line and available at the finish line.

• Presence of race volunteers at every 50 to 100 kms of the race circuit

• Presence of motorcycle escorts

• Presence of safety vehicles to escort the cyclists (including a broom wagon at the rear of the group)

• A professional medical team present at all times, during the race and at the finish (available 24/7)

• Mechanical support at finish venue of each race day and along the route (not for repairing punctures)

• A personalized bike plate and a set of race number for your back

• Rankings (Solo by gender, Team and Crew)

• Organization of Awards Ceremony at the end of the final day race

• Refreshment stations with fresh food and energy supplements (solid, liquid, energy products) at every 50 to 100 kms of the race circuit

• A hot meal at the finish of each of each day

• A compulsory safety briefing at the end of each day for the next day

• Transportation of bike box/bag/cover from the event start to final finish line (but not intermediate venues)

• Access to your official backpack at the finish venue with key personal items

• Massage service and recovery area at the finish of each day*

• Showers at the finish of each Day 1 of race

• Access to a secure bike park at the finish of Day 1 of race

• Videos produced daily will be released by organizers in the aftermovie

• A medal and/or souvenir for each rider at the finish

• Personalized certificate of the race available to download

• Professional photographers throughout the race. Photos will be released by the organizers at a later date

(*) Massages are subject to availability of masseur in the region and cannot be guaranteed for all riders, on every day – every other day would be a reasonable minimum expectation

What is not included in the entry fee:

• Cost of transfers to start venue and from finish venue

• Pre-race and Post race Accommodation

• Pre-race and Post race meals

• Personal Accident insurance (highly recommended)

• Property Damage insurance (highly recommended)

• Personal Travel insurance (highly recommended)

• Entry Fee cancellation insurance (highly recommended)

• And anything that is not outlined in “What is included with your registration”

Article 8: CANCELLATION & TRANSFER CONDITIONS

It is highly recommended to all participants of the Race for Earth 2023 that they take out their own private entry fee cancellation insurance.

Having cancellation insurance means that participants have the reassurance of being able to claim their entry fees back and optional accommodation or extra services in the event of not being able to participate in the Race for Earth 2023 (for medical  injury or other valid cancellation reasons).

• No refunds will otherwise be available without the mentioned insurance.

• If a participant is unable to take part in the Race for Earth 2023 that he/she has registered for, he/she will not be able to transfer the registration to an alternative person.

• If a participant is unable to take part in the Race for Earth 2023 that he/she has registered for, he/she will not be able to transfer the registration to subsequent editions of the race.

Article 9: COLLECTING YOUR BIB

The race bib can be collected during the briefing of Race for Earth which will commence one day prior to the event, that is on Friday 21st April, by presenting the confirmation of your registration and a piece of ID. No bib will be sent by post. It is mandatory for each participant to retrieve his/her bib him/herself.

Article 10: SAFETY DURING THE RACE

The route will not be closed to vehicles but a  letter along with a copy of the details of the race itinerary will be submitted to Commissionerate of Police (Traffic) of every district through which the race circuit passes. Several volunteers will be present in strategic locations to ensure the rider’s safety.  On top of the race management vehicles, motorbikes will surround the Race for Earth participants strategically.

The “Broom Wagon” vehicle signifies the cut-off time. Any riders overtaken by the  “Broom Wagon” vehicle will be asked to remove their bib. The Broom Wagon will pick up any riders who are unable to finish.

All riders must respect the traffic laws:

• To cycle on the left hand side of the road, at any and all times;

• To respect the road signs put in place by the organizers;

• To respect the traffic lights if they are not secured by motorbike or by a volunteer;

• To respect other road users who are not involved in the race.

Each rider has the duty to wear his bib clearly visible on his back and his bike plate on the front of the handlebars at all times. The bibs and bike plates must not be modified, defaced, cut or reduced in size. Penalties shall apply.

The race will start by a secured and non-timed convoy of all the participants, at a regulated speed, until the real start line (when timing starts).  Each rider will have to scrupulously respect the instructions given by the race management team.

If it takes the view that it is necessary for the safety of the riders and/or conducive to safety, the Organizers may introduce speed limits in the descents, in its complete and unfettered discretion.

Article 11: MEDICAL ASSISTANCE

The medical service of the Race for Earth will be made up of emergency doctors, nurses, emergency workers, and ambulances. For medical reasons, a participant can temporarily or permanently be withdrawn from the race. A medical emergency number will be put in place so that each participant can easily, in case of a major medical problem, inform Race Management of their situation.

Article 12: ANTI-DOPING

Participants of the Race for Earth 2023 rigorously undertake to respect the prohibition of doping and the provisions concerning anti-doping controls, as they result from laws and regulations in force, in particular with NADA Act, 2022. Anti-doping controls can be carried out at any time without prior notice by licensed authorities.

 

Article 13: WITHDRAWAL

Withdrawal during mid-race: If a participant is unable to complete the specific distance of the race in a day for any reason, the participant can use the broom wagon to get to the next halt destination. In that case the participant will be permitted to take part in the next day race but will no longer be ranked in the official classifications, as there will be no attributable time. If a participant abandons a stage for medical reasons, the participant cannot start the next stage unless the chief race doctor provides authorization.

Failure to start a stage: If a participant fails to start the race on 1st day for medical reasons, because of a mechanical problem or any other personal problem, but wants to continue to ride in the event in the following days, the participant must make his/her own arrangements to get to the start line of the next day. In such a case the participant will not be eligible for placement in the overall ranking.

Withdrawal from the Race for Earth: In case of complete withdrawal, the participant will be responsible for leaving the Race for Earth event and returning home, along with his/her equipment and luggage (including his/her bike bag/cover which will be at the finish). The organization will try to assist with travel plans.

Article 14: RACE TIMEKEEPING

The timekeeping of the Race for Earth will be carried out by an electronic timing system. All the participants will receive a frame plate that includes a sensor for timekeeping. This frame plate, which must be installed in front of the handlebars, will be used to control the race at various points on the route and to provide race timing for each participant. A participant who has not completed the entire course will not be given a ranking at the finish.

The organizers reserve the right to not time certain sections of the racecourse, and will set a time limit for riding through these portions. This time limit will be communicated at the briefing the evening before the stage, and will be dependent on several factors: distance, weather, road works and total altitude gained and total altitude lost. These untimed sections must be entirely covered on your bike without external assistance (car, bus etc.) Riders who fail to respect these regulations are subject to time penalties and/or exclusion from the race.

Article 15: TIME LIMITS

In order to ensure the safety of the group, riders must complete every stage inside the cut-off time in order to get an Official Finisher Ranking. Cut-off times are calculated from the time the riders cross the timing start line, and are based on pre-published minimum average speeds possibly different for each day – but that could vary between 13.5km/h for the hardest sections and 18km/h for easier sections.

In case of a time limit overrun during a segment, the rider will have the possibility to continue to cycle under his/her own responsibility. However, in case of an unfavourable medical notice, he/she will be under the obligation to get into the broom wagon vehicle.

Lanterne Rouge – The Lanterne Rouge is an important personality to all Haute Route events, and their role is critical in assisting, encouraging and willing riders who are struggling to find the right mix of courage, ability, technique and energy to get themselves to the end of the stage within the cut-off time limit.

The Lanterne Rouge does NOT define the limits of the cut-off time for a stage.

The Race for Earth is highly demanding, it is not an event to enter unless the rider is fully committed.

Missing the cut-off time on one day means the rider no longer has an overall ranking. He/she can continue to ride until the end of the race, he/she will still get a ranking in each day’s competition if he/she completes it inside the cut-off time, and he/she can still complete an incredible achievement.

When a stage is not completed inside the cut-off time, the mention (Out of Time) will appear next to the rider’s name on the official results for that stage.

Article 16: TRACKING

The Organizers will put in place a “live timing” system for all the participants on all the days of the Race for Earth. Every day, timing systems will be located on the “real start” line, at the bottom of each col/ascent, at the top of each col/ascent, and on the finish line, enabling non-participants to “track” the riders’ progress.

Article 17: PERSONAL ASSISTANCE

The participants of the Race for Earth 2023 must not be assisted or receive food  and drink supplies outside of the refreshment stations put in place by the organizers.

All cars following are not authorized to intervene between two refreshment stations in any way, with the exception of the official race management vehicles. A list of penalties will be published on the official website. Regarding support car, a strict briefing will be given to drivers before the start.

Article 18: TRANSFER OF LUGGAGE BAGS

When you pick up your bib one day prior to the event, you will receive the official luggage  tag of the Race for Earth 2023. This luggage tag needs to be attached to your  will be your 1 (one) travel luggage for the duration of the event. The organizers will transport it from the luggage drop venue at the start to the Finish line venue of the final day race.

The organizers decline responsibility in the case of damage to or loss of personal belongings. Each participant will remain responsible for the contents of their bag.

Luggage Bag Weight Limit:

Each luggage bag has a weight limit of 20kg. This is a strict limit and no bags will be accepted if they exceed this limit. It is wholly the responsibility of the rider owner to ensure the weight of their bag remains under 20kg.

Article 19: RANKINGS

Rankings will be based on real time, i.e. the time between your start and your arrival of the timed sections, outside of the possible neutralized sections. The time taken into account will be the one given precisely by the chip on your bike plate at the crossing of the finish line.

Each participant will be ranked in the Overall Solo ranking (Individual). It will be established on the basis of the participant’s cumulative time across all stages. Only individuals who complete all race days and who crossed every day the finish line prior to the cut-off time will be eligible for the final overall individual ranking of the Race for Earth.

At the end of each day, the Daily Team ranking for that day will be based on the cumulative times of the 2 riders from each team on that day.

A Team must have two riders ranked in the final Overall Solo ranking .

All riders must cross the final finish line on every day of the race. In failing to do so, riders will be excluded from the daily ranking and thus the overall  ranking for the Race for Earth.

Crossing the final finish line is mandatory, even if timing has stopped before reaching the Finish line.

Article 20: OFFICIAL PRIZE GIVING CEREMONIES

An official prize giving ceremony will take place, at the end of the final day.

The presence of the participants below is mandatory:

• The first 3 men in the Overall Solo Men ranking

• The first 3 women in the Overall Solo Women ranking

• The first 3 teams of the Overall Team of 2 ranking

• The first 3 cyclist along with all crew members of the Overall Crew ranking

Article 21: LEADER JERSEYS AND BIBS

During the official prize giving ceremony, a distinctive jersey will be given to each leader of the Solo (Men and Women) rankings. It will be mandatory for each concerned rider to wear this distinctive jersey during the stage of the following day. Any rider losing the leadership of the ranking will then stop wearing this distinctive jersey.

Article 22: DAILY SAFETY BRIEFINGS

Daily Riders Briefings are staged each evening by the organizers of the Race for Earth, and every rider is obliged to participate in these Briefings.

The following day’s stage will then be presented, providing essential information on the Stage Route, timing, road closures and other important safety information, and provide any changes that may have taken place.

The attendance of every participant to the Daily Briefings is mandatory.

Article 23: PRIZES

The Race for Earth winners will be given winners medal and the finishers will be given a Finisher medal. Cash prizes are dependent of the sponsorships that the organizers receive and is not a mandatory giveaway of the Race for Earth event.

For the avoidance of doubt availability of cash prizes or any other prizes will be announced via Race for Earth’s official website or during the race briefing one day prior to the event.

Article 24: AMENDMENTS TO INDIVIDUAL STAGE ARRANGEMENTS

For each day of the Race for Earth, the organizers reserves the right to change at any time the course and/or the position of the refreshments and/or the day time limit. In case of bad weather and to ensure the safety of participants, the organizers reserves the right to postpone the time of departure, to stop the current stage or to cancel it.

 

Article 25: RESPECTING NATURE

By entering the Race for Earth, the participants commit to respect the environment and the natural areas visited. It is strictly forbidden to abandon any type of waste (paper, plastic packaging etc) on the racecourse. Some bins are available at each refreshment station and it is imperative to use them. Random checks will be made on the racecourse.

Any rider caught throwing some waste on the racecourse will not be ranked in the Race for Earth even if he/she will be allowed to cycle all the way to the finish venue. He/she will be excluded of the Daily and Overall rankings and will not be considered a finisher of the Race for Earth. There is a zero-tolerance policy on this.

Article 26: INSURANCES

What follows below is subject to the general disclaimer set out above in Article 1.

Civil Liability: In conformance with all relevant current legislation of the dominant and governing jurisdiction [please see Article 1], the organizer has taken out insurance that protects against the financial consequences of actions against the organizer, its staff and the participants in the race. With respect to the personal liability coverage of the participants, it is limited to the accidents they could cause during the race from the start line to the finish line of the timed sections.

 

This insurance will take effect either as a complement to other insurance the participants might have or if participants do not have any insurance.

Personal Accidents: We highly recommend that all participants of the Race for Earth 2023, with or without a license from a sports federation, take out an insurance guaranteeing the payment of a lump sum in case of injury (death or permanent invalidity) due to an accident that may occur during the Race for Earth.  The compensation, depending on the damages suffered, will be paid only if the participant who suffers the accident during the race is insured. It is an optional insurance but highly recommended. You can use it in addition to the similar type of insurance obtained via a sports’ license (FFC for example).

Damage to personal possessions: the organizers decline all responsibility for loss or damage to any of a participant’s personal belongings. The organizer’s insurance contract does not cover loss or damages suffered by participants due to loss of or damage to personal possessions including the bicycle and related equipment. To protect against costs and damages related to theft or damage to a bike or related equipment, all participants are responsible for obtaining their own insurance.

The Organizers cannot be held responsible for any possible accidents whether the rider is the cause or victim. Such accidents and the consequences of them must be covered by the insurance policy of the rider. The Organizers will accept no responsibility for debts, costs that the rider incurs, the repair and damage costs to the bikes, or the loss of any other material owned by the rider. The participant absolves the Organizers of all responsibility regarding the loss  or damage to any personal property regardless of the circumstances.

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Article 27: IMAGE RIGHTS

By participating in the Race for Earth 2023, each entrant expressly allows the organizers (or subsequent organizers) to use, reproduce or have reproduced his/her name, image, voice and sports performance through the race for any direct use or as a derivative of the race and this, in any material, in the world, by any means known or unknown to date, and for the duration of protection currently granted for such use direct or derived by the law or regulations, judicial decisions and/or arbitration of any country and by current or future international agreements, including any extensions that may be made at this time.

Article 28: Information Technology Act, 2000

In accordance with the Information Technology Act, 2000, each participant has a right to access and correct personal data. Through the organization, each participant might receive offers from other companies or associations. If he/she does not want to receive such materials, they can simply write to the organization stating his/her name and address.

Article 29 – COMMUNICATIONS FROM ORGANIZER

The participant agrees to receive newsletters and other communications from the organizers relating to other sports events the organizers manages. However, the participant has rights to unsubscribe from receiving any newsletter and other communications by simply writing an email to the organizers.

Article 30 - ACCEPTANCE OF THE REGULATIONS

By entering the Race for Earth 2023, each participant acknowledges having read and accepted these regulations explicitly and without reservation.