Alltech FEI World Equestrian Games 2010 Horse Flights to Kentucky Guidelines for Data Entry

1. Overview

1.1. Introduction

In this document National Federations (NF) will find information on how to submit data on horses flying to the Alltech FEI World Equestrian Games 2010 to be held in Kentucky.

Peden Bloodstock (Peden), the official shipping agent for horses participating at the Games uses an online flight booking system for horses which is connected to HippoBase's regular entry system. Horse records in the flight booking system can thus be created from the entries without extra typing. However, some flight specific details can only be entered for horses that have been declared to fly; this is also true for the upload of blood tests. The grooms (="attendants") flying with the horses have to be entered online and various documents have to be uploaded with them. Peden's online system will allow you to see and check the same data that is also visible to airlines, airport officials, customs and the OC.

1.2. Schedule for declaring horse flight data

1.3. Important Contacts

2. Flight Overview and Booking Groups

2.1. HippoBase Entries First

All horses flying to the Games must be entered as regular HippoBase entries first. Extensive information on the WEG entry process and how to log into HippoBase can be found in the 'NF Entry Guidelines' here http://www.hippobase.com/events/WEG2010/EntryGuidelines/

2.2. Flight Overview

On the regular start page for the Games in HippoBase you will find the symbol of an airplane labled "Flight Overview". The Flight Overview page shows all information on flights, flying horses and attendants for a particular NF.

The table at the top lists all "BookingGroups" which are described in the next section.

The second table on the Flight Overview page for horses should show the horses from the regular HippoBase entries. You will use this table to declare the actually flying horses.

The third table is for entering the grooms flying with the horses ("attendants") and will initially be empty.

2.3. Booking Groups

Information for horses an attendants from a particular NF travelling together on a flight is collected in a BookingGroup. Mostly such a group will correspond to all horses of an NF for a discipline and is thus named after your country code and a discipline code like "USA-D", "FRA-E". If you have only one horse for a discipline it still requires a BookingGroup to be maintained in the system.

The main purpose of a BookingGroup is a) to make a reservation for a certain number of horses and b) later assign a group of horses and attendants to an inbound and outbound flight. The reservations and flight assignments are entered and maintained by Peden. Please check if the number of reserved horses (5th column) is correct and contact Peden immediately if you discover any inconsistencies. The flight dates are preliminary and Peden Bloodstock reserves the right to change these.

Some information for a BookingGroup like proforma invoices or pallet pairs must be provided by NFs. Please see 5. Information required for a BookingGroup for details.

3. Preparation of Documents

You should have received various emails from Peden specifying the documents that have to be uploaded together with the horses and attendants you register. In the following we have composed general tips on scanning, saving pictures/JPEGs and creating multi-page documents. To achive tolerable upload times the focus will lie on keeping the size of the files small.

3.1. General Tips for Preparing Scans and Pictures for Upload

3.1.1. Small file size

When uploading files keep in mind that almost all internet lines are fast for downloads but 5-10 times slower for upload, i.e. when you send a file. Keeping the file size small will save you a lot of time. Check your file size before upload. The maximum size for a single upload to the HippoBase server is 3 MB ≈ 3000 KB.

3.1.2. Scanning and saving as JPEGs

Most scanners are set to a default resolution of 300 DPI which produces 4-times the data we need. To avoid large file size from the beginning use a maximum scan resolution of 150 DPI. This avoids shrinking the files in an extra step later on.

The JPEG format allows to save pictures with variable quality and the default is often around 90%. For our purposes a JPEG quality of 80% or less will do easily.

Example A4 page with text:
- Default settings 300 DPI, JPEG quality 90% => 2500 KB
- Recommended settings: 150 DPI, JPEG quality 80% => 460 KB
So you can reduce your upload time by a factor of 5 simply by choosing the right settings when scanning and saving and the pictures.

3.1.3. Single page documents as JPEGs

When scanning a single page the scanning software will usually offer you to save it as a JPEG file. If you have used the settings recommended above these files can be uploaded directly. Putting a single picture into a Word file or PDF does not make sense and should be avoided.

As pictures in from of JPEG files are required at numerous places for the WEG we highly recommend you install a small software for viewing, cutting and shrinking pictures on your computer. There is plenty of easy to use and free software available for this on the internet. Two popular ones are XNVIEW and IRFANVIEW. For large NFs having to deal with hundreds of accreditation pictures and document scans such a software should be considered indispensable.

3.1.4. Combine and shrink many pictures in a Word file

If a document consists of many pages or should include multiple pictures they can be all be inserted in a Word document.

Once you have inserted all the pictures change the display size of each picture by dragging its border so you can still easily read the text on it. Unfortunately reducing the display size of the picture by dragging its border will NOT change the amount of memory used when saving. This is where Word's superb Compress Pictures function comes to the rescue. Depending on the size of the pictures before you inserted them this function can reduce the size by 50-80%.

Right click on any picture / "Format picture..." / Tab "Picture" / Button "Compress". In the Compress Window select "All pictures in document" and "Web/Screen".

3.1.5. Scanner with multi-page to PDF support

The scanner software of some good scanners allows to combine a series of pages into a single multi-page PDF automatically. You can then upload the PDF. Be careful: The standard scan resolution for this is usually 300 DPI or higher. Before using this for full page scans be sure to reduce the resolution to 150 DPI to keep the total document size tolerable.

3.2. Scans of Horse Passports

The following details should be visible on the scan:

• current name, FEI number, sex, color, birth year
• the marking diagram

This data can be found on the double-page spread in the middle of a regular FEI passport and can therefore be scanned fairly easily as single page of ~A4 size. The resulting image must be in color and should be stored as a single JPEG image with approximately the following properties:

• JPEG format only, no PDF, no Word .doc
• scan resolution: 150-200 DPI
• file size: 300-500 KB (KiloBytes)
• size in pixel: ≈ 1200 wide x 1700 high, ±300

This picture size will be sufficient to re-print the page with sufficient quality. Click on the picture to the right to get an impression of the required size; once loaded you might have to click on the picture so the browser does not reduce it to the size of the program window.

Some horses have an "extended national passport" (French, German) as FEI passport where the necessary information is not easily available on a double page. In this case you will have to scan two single pages individually and then combine them to a single image. Use a software mentioned under 3.1.3 to combine the pictures.

If only a few of the details mentioned above are missing please add them on the passport in a temporary way before scanning (pencil or Post-it). Typically, this might be necessary if a horse has been renamed but no new name sticker has been added to the horse description page or if you have two pages of a national passport which only lacks the FEI passport number.

Upload: A horse does not need to be registered for a flight to upload a passport. Horse passports can be uploaded at the top of the regular horse details form or on the horse list in the Flight Overview. Use the icon to open a special upload window. A darker signifies that something has been uploaded.

3.3. Blood Tests for Horses

There are two types of blood tests: One for Dourin, Piroplasmosis and Glanders and one for EIA/Coggins. You will need to upload these separately.

For both of them usually scanning with 150 DPI will be sufficient. Depending on how you sent in the blood samples multiple horses might be combined on a result report with information spread over several pages. So it is difficult to give you a rule of thumb on how you should process the pages. Please try to reduce the upload to pages or parts of pages which really concern the horse in question. If a document consists only of one or two pages you can upload the scans as individual JPEG files (see 3.1.3). For a large number of pages please use 3.1.4. or 3.1.5.

Please note that a horse must be declared for flight (4.1.) to access the function for uploading the blood test (4.3.) If you are not sure a horse will fly prepare the blood test files on your computer.

3.4. Attendant FedEx Documents

You should have received a memo from Peden by email with detailed requirements about two FedEx documents for attendants. There are two different documents because one can be returned efficiently as Word file and the other one needs to be scanned with the attendant's signature.

3.4.1. FedEx Charter Courier - Word file with pictures

In this Word file Peden has combined multiple FedEx forms and provided space at the end for inserting scans of personal documents.

This form must be completed using Microsoft Word as follows:
a. Fill in the four forms at the beginning
b. Colour scans of the following must be inserted as JPG pictures at the end of the document:

• Passport photo page
• US B1/B2 visa
• Drivers licence with photo
• Digital passport photograph
• 10-year criminal background check

Important: Use the Word's Compress Picture function before uploading the file as described under 3.1.4. The form does not require any signatures and must be saved and uploaded as Word .doc Document.

3.4.2. FedEx Pre-Flight Form B - scans with signature

This document can be filled in using Word or by hand and must be printed and signed by the attendant. The two pages must be scanned (150 DPI) and uploaded as two JPEGs or as a PDF.

4. Declare Flying Horses and Grooms

4.1. Declare Flying Horses

Once you are quite sure a horse from your entry list will need to fly to the Games you should declare if for flight. Knowing that this is long before the official definite entries Peden would appreciate if you decide on travelling horses before or shortly after the Nominated Entries on August 16th, especially if your NF does not have a big choice or some sure candidates. This helps Peden to check the validity of the data and the attached blood tests early on.

All horses must be declared for flight with full details and blood tests uploaded by Monday August 30^th.

A horse can be cancelled or replaced later but you can not do this online yourself but need to contact Peden to have an existing booking beeing deleted. Eventually the number of flying horses may not exceed the total number of horses defined in the respective booking group.

On the Flight Overview page go to the table "Horses", click on one of the green arrows and follow the instructions given by the software. When you are finished the desired horse should also appear on the right hand side of the table under "Flying Horses". Horses apprearing under Flying Horses have a separate flight booking record which is linked to the entries but exists independently.

4.2. Adding Details for Flying Horses

Clicking on a horses name in the right part of the table shown above opens the horses details used by Peden for the flights. Some data has been copied from the entries for you.

The weight, the Consignee address for return health certificate and the return collection information must be completed for all flying horses. See the fields mark in yellow on the right.

4.3. Upload Blood Tests for Flying Horses

Please see the sections 3. Preparation of Documents and 3.3. Blood Tests on how to prepare the files for upload. Remember to keep the file size small for tolerable upload times.

In the Documents section at the bottom of the horse flight page you can upload files for a horse. Select a document type to specify for which blood test you are uploading a file. Then select a file from your computer and click Save at the bottom to start the upload. Remember that usually uploading data is much much slower then downloading (3.1.1.). Once you can see a new entry in the "Saved" list your file has been stored on the server successfully.

You can delete a file by activating the checkbox behind it and clicking Save.

Peden will check if your uploads are correct and mark them as approved. Once approved you can not delete a file anymore.

4.4. Declare Grooms/Attendants

People flying with the horses must be added on the third table on the Flights Overview page.

All attendants potentially flying with the horses must be entered with full details and FedEx documents uploaded by Monday August 23^rd.

This is required because FedEx needs sufficient time a to check the entry documents of people travelling on charter cargo flights. You can delete all attendants who will eventually not fly yourself by opening an attendant details page and clicking delete at the bottom.

A scan of the passport must be uploaded for any person flying with the horses. This must be the same scan as the one included in the FedEx Word document. In the table of attendants on the Flight Overview click on the icons in the Passport/Scan column.

• Only the main page of the passport as shown to the right must be submitted.
• JPEG format only, no PDF, no Word
• Only high quality, color scans will be accepted; NO scans of passports previously sent by fax!
• File size: 100-300 KB (KiloBytes)
• Size in pixel: ≈ 800 wide x 600 high, ±200
• Please do not submit scans with lots of white space around them.

4.5. Upload Documents for Attendants

Please see the sections 3. Preparation of Documents and 3.4. Attendant FedEx Documents on how to prepare the files for upload. Remember to keep the file size small for tolerable upload times.

The procedure for uploading the two files for attendants is exactly the same as for uploading the blood test for horses. See 4.3.

Peden will also check these uploads and mark them as approved.

5. Information required for a BookingGroup

5.1. Proforma Invoice

Proforma invoices are required by the customs when goods are ex- or im-ported. Peden will provide forms for this as Excel sheets which must be completed with the values of horses and equipment. There will be one form per discipline.

The resulting Excel sheet must be uploaded. On the Flight Overview page click on a BookingGroup and use the Upload button in the form that opens.

5.2. Pallet Pairs

This applies only if you have 3 or more horses on a flight. The horses may be from different disciplines. On the Flight Overview page click on a BookingGroup at the top to open it's details. Enter pairs of horse names which should travel together on the same pallet into the field Pallet Pairs. You may also enter other general loading instructions in the same field.