Cancellation, Refund & Force Majeure Policy

Last updated: October 1st, 2026

This Cancellation, Refund & Force Majeure Policy (“Policy”) applies to Vuelta Chapala (the “Event”) and forms an integral part of the applicable Event Terms & Conditions.

Vuelta Chapala is a branded event operated by HIRAM SERVICES & SOLUTIONS, S. de R.L. de C.V., with legal address at Greco 517, Prados Providencia, Guadalajara, Jalisco, México, C.P. 44670, telephone +52 33 2037 6027 (“Organizer,” “we,” “us,” or “our”). Certain local ground operations in Mexico may be carried out by affiliates, contractors, suppliers, staff, or authorized local service providers engaged by the Organizer.

By applying for, registering for, paying for, or participating in the Event, you (“Applicant,” “Participant,” or “Rider”) agree to this Policy.

1. Purpose of This Policy

This Policy governs:

  • cancellations initiated by a Participant;
  • cancellations, postponements, or material changes initiated by the Organizer;
  • refunds, credits, and rescheduling rights;
  • the consequences of non-attendance, disqualification, or failure to complete required documentation; and
  • events of force majeure or other circumstances beyond the Organizer’s reasonable control.

If there is any inconsistency between this Policy and the Event Terms & Conditions, this Policy shall prevail with respect to cancellation, refund, credit, postponement, and force majeure matters.

2. Nature of Event Registration

An Event registration secures a limited, personal, non-transferable place in a curated cycling event with finite operational capacity and advance logistical commitments.

The Organizer incurs planning, staffing, supplier, route-control, operations, safety, and administrative costs well in advance of the Event. For that reason, confirmed registrations are final and any refund, credit, or rescheduling right is limited to the cases expressly stated in this Policy or required by mandatory law.

3. Cancellation Requests by Participants

A Participant may notify the Organizer in writing at any time that they no longer intend to participate in the Event. Any such notice must be submitted by the registered Participant using the email address associated with the registration, or through another written method expressly accepted by the Organizer.

A cancellation notice shall be deemed received only when confirmed by the Organizer in writing.

The effective date of cancellation shall be the date on which the Organizer receives the written notice.

For the avoidance of doubt, submission of a cancellation notice does not entitle the Participant to any refund, credit, transfer, or deferral except as expressly provided in this Policy or where mandatory law requires otherwise.

4. Final Sale; No Participant Refunds

All confirmed Event registrations are final.

Once a registration has been confirmed by the Organizer and payment has been received, the Participant shall have no contractual right to cancel for refund, credit, transfer, postponement, or reimbursement, except where:

(a) the Organizer expressly grants a remedy under this Policy; or
(b) a non-waivable right applies under mandatory law.

The Participant acknowledges that Event capacity is limited and that the Organizer incurs operational, logistical, staffing, route-control, supplier, safety, and administrative commitments in advance of the Event.

Accordingly, confirmed registrations are sold on a strict final-sale basis.

5. No-Show, Late Arrival, Withdrawal, and Failure to Participate

No refund, credit, reimbursement, deferral, or transfer shall be provided if the Participant:

  • does not appear for the Event;
  • arrives late and misses check-in, rider briefing, start procedures, or cut-off requirements;
  • voluntarily withdraws before or during the Event;
  • decides not to ride;
  • is unable to participate due to travel delay, missed flight, visa issue, illness, injury, personal scheduling conflict, non-event accommodation issue, or any similar circumstance outside the Organizer’s responsibility.

6. Failure to Meet Eligibility or Documentation Requirements

No refund, credit, reimbursement, deferral, or transfer shall be due where a Participant is denied participation because the Participant:

  • failed to complete required waivers, acknowledgments, or check-in procedures within the required deadline;
  • provided false, incomplete, or misleading information;
  • failed to satisfy eligibility, identity, or safety requirements;
  • presented unsafe equipment where correction was not reasonably possible before the Event;
  • refused to comply with mandatory event rules, operational instructions, or safety controls.

In exceptional cases only, the Organizer may grant a discretionary goodwill credit, but shall not be obligated to do so.

7. No Participant Credits or Deferrals

Participants shall have no automatic right to receive an Event Credit, deferral, postponement right, or substitute entry if they cancel, withdraw, fail to attend, or become unable to participate for personal reasons.

Any exception shall be entirely discretionary, must be granted in writing by the Organizer, and shall not create precedent for any other case.

8. No Transfers or Substitutions

Registrations are personal and non-transferable unless the Organizer expressly authorizes otherwise in writing.

No Participant may assign, sell, transfer, exchange, gift, substitute, or otherwise dispose of an Event registration or related entitlement without prior written consent from the Organizer.

Any unauthorized transfer or attempted transfer may result in immediate cancellation without refund.

9. Optional Add-Ons, Merchandise, and Third-Party Services

Unless the Organizer expressly states otherwise in writing:

  • optional merchandise, rider kits, apparel, personalization items, shipping charges, or administrative charges already committed or produced are non-refundable once ordered or processed;
  • photography services, lodging, travel arrangements, bike rental, transport, or other third-party services are governed by the terms of the relevant supplier or service provider;
  • the Organizer is not obligated to refund costs charged by third parties, even if those services were suggested, linked, or coordinated in connection with the Event.

If the Organizer collects payment for an optional item or third-party service, any refund right shall be limited to the amount actually recoverable from the relevant supplier, unless applicable law requires otherwise.

10. Refund Method and Processing Time

Where a refund is due under this Policy, it shall generally be issued to the original payment method used for the relevant transaction.

If refund to the original payment method is not reasonably possible, the Organizer may use another reasonable method.

Refunds, where applicable, shall be processed within fifteen (15) business days after the Organizer confirms the refund in writing, subject to payment processor timelines, banking delays, fraud checks, and compliance requirements.

Transaction fees charged by banks, card processors, exchange services, or payment platforms may be non-refundable to the extent they were actually incurred and are not recoverable by the Organizer.

11. Organizer Cancellation for Reasons Within Its Control

If the Organizer cancels the Event in full before the Event starts, for reasons within the Organizer’s reasonable control and not due to force majeure, the Participant shall be entitled to one of the following remedies, at the Organizer’s election or as otherwise required by applicable law:

  • a full refund of the Event registration fee actually paid to the Organizer; or
  • a 100% Event Credit equal to the Event registration fee actually paid to the Organizer.

If the Organizer offers a full refund, no additional compensation shall be due for indirect, incidental, or third-party costs, including flights, hotels, travel arrangements, lost time, equipment rentals, or related expenses not directly charged by the Organizer, except where mandatory law requires otherwise.

12. Postponement or Rescheduling by the Organizer

The Organizer may postpone or reschedule the Event where reasonably necessary for safety, route access, legal compliance, public order, weather, public health, force majeure, supplier failure, or operational integrity.

If the Event is postponed or rescheduled before it begins, the Participant shall be offered one of the following, as determined by the Organizer and subject to applicable law:

  • transfer of the registration to the rescheduled date without additional Event registration charge; or
  • an Event Credit in the amount paid toward the Event registration fee.

A refund shall be due only where this Policy expressly provides for one, or where mandatory law requires one.

13. Material Modification of the Event

The Organizer reserves the right to make reasonable changes to the Event, including changes to:

  • route;
  • distance;
  • elevation profile;
  • feed zones;
  • support logistics;
  • start procedures;
  • rider briefings;
  • safety protocols;
  • traffic-control arrangements;
  • schedule;
  • support services;
  • event format.

No refund, credit, or compensation shall be due solely because the Event is modified, shortened, rerouted, neutralized, or operationally adjusted, so long as the Event is still substantially delivered as a curated cycling experience and the changes were reasonably made for safety, legality, operational, or force majeure reasons.

14. Force Majeure

For purposes of this Policy, “Force Majeure” means any event, circumstance, or combination of circumstances beyond the Organizer’s reasonable control that prevents, materially impairs, makes illegal, unsafe, impracticable, or commercially unreasonable the performance of the Event or a substantial part of it.

Force Majeure includes, without limitation:

  • natural disasters;
  • earthquakes, storms, floods, fires, or landslides;
  • epidemics, pandemics, public health emergencies, or health authority restrictions;
  • war, terrorism, civil unrest, riot, sabotage, or credible security threats;
  • acts or omissions of governmental or public authorities;
  • route closures, permit cancellations, police restrictions, road-safety orders, or emergency regulations;
  • labor disruptions or supplier failures beyond the Organizer’s reasonable control;
  • severe weather conditions, dangerous road conditions, or environmental hazards;
  • utility outages, transport disruption, or other extraordinary operational failures beyond the Organizer’s reasonable control.

15. Consequences of Force Majeure

If a Force Majeure event occurs, the Organizer may, in its reasonable discretion:

  • suspend the Event;
  • shorten the Event;
  • neutralize a portion of the Event;
  • modify the route, schedule, or support structure;
  • postpone the Event;
  • reschedule the Event; or
  • cancel the Event in whole or in part.

If the Event is cancelled before the official start due to Force Majeure, the Participant shall receive a 100% Event Credit equal to the amount paid toward the Event registration fee.

If the Event is already underway and must be shortened, neutralized, stopped, or materially adjusted due to Force Majeure, no refund or credit shall be due, provided that the Organizer acted reasonably in response to the circumstances.

If the Event is rescheduled due to Force Majeure, the Organizer may transfer registrations to the new date. If a Participant cannot attend the rescheduled date, the Participant shall receive an Event Credit unless mandatory law requires a different remedy.

16. No Liability for Independent Travel or Ancillary Costs

Except where mandatory law requires otherwise, the Organizer shall not be responsible for reimbursing:

  • flights or airline change fees;
  • hotels or lodging outside the Organizer’s direct charge;
  • airport transfers;
  • rental vehicles;
  • personal equipment shipping;
  • visa costs;
  • travel insurance premiums;
  • lost wages;
  • incidental or consequential losses;
  • any arrangement not directly sold and charged by the Organizer.

Participants are strongly encouraged to obtain travel and cancellation insurance suitable for an international cycling event.

17. Insurance Recommendation

The Organizer strongly recommends that every Participant obtain adequate insurance covering, as applicable:

  • trip cancellation;
  • trip interruption;
  • travel delay;
  • medical expenses;
  • emergency evacuation;
  • sports-related injury;
  • property loss or damage;
  • personal liability.

The Organizer’s cancellation rules are not a substitute for personal insurance.

18. Administrative Errors and Good-Faith Correction

The Organizer reserves the right to correct genuine clerical, technical, billing, payment, pricing, or administrative errors.

If an error affects a cancellation, refund, credit, or registration status, the Organizer will notify the affected Participant and apply a reasonable corrective solution in good faith.

19. Non-Waivable Consumer Rights

Nothing in this Policy shall exclude, waive, or limit any right that cannot lawfully be excluded or limited under applicable consumer protection law in Mexico.

Any provision that is held invalid, abusive, or unenforceable under mandatory law shall be interpreted as narrowly as possible and, if necessary, severed without affecting the remaining provisions of this Policy.

20. Governing Law, Negotiation, and Dispute Resolution

This Policy and any non-contractual obligations arising out of or in connection with it shall be governed by and construed in accordance with the applicable federal laws of Mexico and, where relevant, the laws of the State of Jalisco, without regard to conflict of laws principles.

Before commencing formal proceedings, the Participant and the Organizer shall first attempt in good faith to resolve any dispute through direct written negotiation for a period of at least thirty (30) calendar days after written notice of dispute is delivered by one party to the other.

If the dispute is not resolved through negotiation, it shall, to the fullest extent permitted by applicable law, be finally resolved by confidential binding arbitration seated in Guadalajara, Jalisco, Mexico, in the English language, before a sole arbitrator. The arbitration shall be administered by the Centro de Arbitraje de México (CAM) in accordance with its rules in force at the time the arbitration is commenced, except as otherwise expressly agreed in writing by the parties.

Notwithstanding the foregoing:

(a) either party may seek interim, conservatory, or injunctive relief from any court of competent jurisdiction in Mexico where necessary to protect rights pending final resolution of the dispute;

(b) nothing in this Policy shall prevent a Participant from exercising any non-waivable right under applicable consumer protection law, including the right to file a complaint or seek conciliation before PROFECO or any other competent authority in Mexico where such right cannot lawfully be waived or restricted; and

(c) if any arbitration provision is held unenforceable as to a particular claim or participant under mandatory law, that claim shall be submitted exclusively to the competent courts of Guadalajara, Jalisco, Mexico, unless another forum is required by mandatory law.

21. Language

This Policy may be made available in more than one language for convenience. In the event of any inconsistency between language versions, the Spanish version shall prevail for purposes of interpretation, enforcement, and any proceeding brought in Mexico, or whenever required by mandatory law. The English version may be used for convenience and for international communications only.

22. Relation to Event Terms & Conditions

This Policy must be read together with the applicable:

  • Event Terms & Conditions
  • Event Waiver & Rider Release
  • Privacy Policy
  • Terms of Use, where relevant

By completing registration, the Participant confirms having had the opportunity to review these documents.

23. Changes to This Policy

The Organizer may update this Policy from time to time for legal, regulatory, safety, operational, or business reasons.

The version in effect at the time of the Participant’s confirmed registration shall generally govern that registration, unless an update is required by law or is reasonably necessary for safety or operational compliance.

24. Contact

For cancellation requests or questions regarding this Policy, please contact:

HIRAM SERVICES & SOLUTIONS, S. de R.L. de C.V.
Greco 517, Prados Providencia
Guadalajara, Jalisco, México, C.P. 44670
Phone: +52 33 2037 6027
Email: [email protected]