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1.	Introduction and Login
1.1.	Introduction
1.2.	Important Dates & Data to prepare
1.3.	Contacts
1.4.	Entries in HippoBase
1.5.	Username and password
1.6.	Your first login
2.	Check In for a WEG discipline
3.	Add athletes & horses for Nominated Entries
3.1.	Add athletes
3.1a	Add Vaulting athletes, squads, Pas de Deux
3.2.	Add horses
3.3.	Enter qualifying results
3.4.	Origin & Destination Addresses for Horses
3.5.	Definite Numbers of Athletes and Horses
3.6.	Confirm Nominated Entries in HippoBase
3.7.	Nominated Entries and Certificates of Capability for FEI
4.	Accreditation
4.1.	Add NF representatives
4.2.	Add companions per discipline
4.3.	Add athlete companions
4.4.	Accreditation pictures
4.5.	People with 2+ functions
4b.	Details Required for Definite Entries
4b.1.	Horse Lorries and Arrival Times
4b.2.	Bedding of Horses
4b.3.	Pickup for People at Airports & Stations
4b.4.	Grooms Accommodation
4b.5.	Email & Phone for Chefs d'Equipe and Vets
4b.6.	Athlete Portraits for TV Broadcast
5.	Definite Entries
5.1.	Remove athletes and horses
5.2.	Confirm Definite Entries

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1. Introduction and Login

1.1. Introduction

In this document National Federations (NF) will find practical information on how to submit the entries for the Alltech FEI World Equestrian Games™ in Normandy 2014. It is structured in a step by step manner and contains general information from the organizing committee as well as a manual for the use of the online entry system.

This document is a only a supplement to the schedule. In case of inconsistencies, the schedule will always be decisive.
The OC offers also extensive information on accommodation, transport, stables, stabling in the region, veterinary matters and other practical information on their Extranet for NFs:
www.normandy2014.com/extranet-federations
Please register on the website to get access to a wealth of information.

1.2. Important Dates & Data to prepare

Date		Activity	Details to be entered in HippoBase
Mon	31 Mar	Original Entries in Principle
Fri	09 May	Final Entries in Principle
Wed	25 June	Nominated Entries for Endurance	Qualifying results (=Certificates of Capability) Origin and destination addresses for horses Chef d'Equipe and vets with email and phone Email for athletes
Mon	21 July	Nominated Entries All other Disciplines
		Definite Numbers of Athletes & Horse and payment of Entry Fees all disciplines numbers to be submitted together with Nominated Entries
Thu	14 Aug	Definite Entries 1: Reining, Dressage, Para-Dressage, Endurance, Eventing	Horses: Arrival date&time, lorry registration numbers, people in lorry, parking requirements groom accommodation
Sat	16 Aug	Accreditation deadline first week, for disciplines above	Names, pictures (.jpg 240x320) and email of NF officials, team officials, grooms, owners, etc. Place & time for pickup at airport /railway station athlete TV pictures
Thu	21 Aug	Definite Entries 2: Jumping, Vaulting, Driving	Horses: Arrival date&time, lorry registration numbers, people in lorry, parking requirements groom accommodation
Thu	21 Aug	First horses arrive (Dressage)
Sat	23 Aug	Accreditation deadline second week	Names, pictures (.jpg 240x320) and email of team officials, grooms, owners, etc. Place & time for pickup at airport /railway station athlete TV pictures
Sat	23 Aug	Opening Ceremony
Sun	24 Aug	First Horse Inspections (D, R, PED)

1.3. Contacts

Entries, HippoBase technical support, Accreditation entry NFs	Andreas Steidle +49 163 263 7372 entries.normandie2014@hippobase.com
OC - Services for NFs, Entry Payment, Local information	Pauline Laidi +33 231 84 02 97 info-nf@normandie2014.com
Horse Logistics & Arrival, Stable Management	Peden Bloodstock +49 208 378 2410 transport@peden.de

1.4. Entries in HippoBase

The HippoBase online entry system allows NFs, the organizer, the FEI and Peden Bloodstock to work on a common online database. If you can see data online so can the other three parties and usually no further confirmation is needed. Apart from the WEG HippoBase is used as entry and event management system at about 40 major horse shows per year.

If you are an experienced user of HippoBase you are probably familiar with most of the subsequent technical explanations. However, there are some things which are particular to these Games which we would ask you to read. For your convenience, those topics have been marked with a bar on the left like this paragraph.

Section 4.7 of the schedule specifies the essential mandatory steps of the entry process. All Nominated and Definitive Entries must be submitted online. Your cooperation in this matter is most appreciated. The online data will be regarded as the only official data by the OC and the FEI. Any information sent to the OC by email or fax which could also be entered directly into the online system will be ignored. The FEI will approve your entries based on athletes, horses and their qualifying results entered in HippoBase.

1.5. Username and password

We would appreciate if those people within a NF who already have a login for the HippoBase system and who are familiar with the system would also enter the data for the WEG.

New logins are only issued to individuals, i.e. a person not a federation. Preferably the person in the NF staff who is usually responsible for international entries and/or who will really do the typing. Multiple logins per NF may be requested if there are different people taking care of different disciplines.
A request for a new login must clearly specify the requesting organisation and full name, phone and e-mail of the person and should be send to entries.normandie2014@hippobase.com.

Login and username are strictly personal and should not be shared with other people. The person to whom the login is being issued will be held responsible for all input and changes done with this login. Whenever data is being modified the login name and the current time is stored as well. If you suspect someone to have knowledge of your password please request a new one.

1.6. Your first login

To access the HippoBase login page, please direct your webbrowser to
http://login.hippobase.com
and enter your username and password.

After logging in, you will see the welcome page of your country. In the grey area at the top you will find upcoming events using the HippoBase system for their entries. Once the WEG has been activated for data input, it will appear somewhere at the top of the list.

In the brown area at the bottom you can see an overview of the archive of your NF's athletes and horses. NFs which have never used the system might not see any events and the number of athletes and horses will be zero in most disciplines in the archive.

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2. Check In for a WEG discipline

Once we have processed your Entry in Principle the CH-M-R/D/P/E/C/S/V/A Alltech FEI World Equestrian Games should show up in the list of upcoming events so you can open the start page of the event by clicking on "Alltech FEI World Equestrian Games". At the top of that page you will find general information about the event including a link to the schedule. At the bottom, you should find the disciplines you have specified in your entries in principle.

Before you can add any athletes you must do the Check In procedure and leave your contact with the OC. In the picture on the right, the Check In has already been done for Reining and Endurance and still needs to be done for Dressage and Para-Dressage.

The contact fields are being filled in automatically with the information that has been saved with your user account. Please enter the contact of the person really doing the entry work rather than an official of your NF. The contact may be changed any time and can also be modified by the organizer. Once you click the checkbox stating your intention to submit the entries online, the OK button at the bottom should be enabled. If there is a checkbox for team and you still intend to send a team this should be activated as well.

After clicking OK you will see that the name of the discipline on the WEG start page has become a link like "Reining" and "Endurance" in the previous picture. This link will be used in the next chapter to start your list of athletes.

Repeat the Check In procedure for all disciplines you are responsible for. Unless you already know your athletes your job is done for now.

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3. Add athletes & horses for Nominated Entries

3.1. Add athletes

Once you have done the Check In for a discipline as described in the previous chapter, clicking on the name of a discipline will open an empty athlete list with the message "no competitors registered". On the picture to the right, two riders and their horses have already been added to this list. The OC and the FEI can see this page the same way you see it.

Use  Add Competitors to open a list of athletes from the HippoBase archive.

By default, the system shows you all athletes in the HippoBase archive for your NF and the current discipline. To select athletes for the WEG, check the box in front of the desired athletes and click Copy Selected to Alltech FEI World Equistrian Games.

If the list is empty or you don't find your athlete in the list please use the Get from FEI button to copy your athlete from the FEI registration. This is also the best choice if your NF or the Discipline you are working on rarely uses HippoBase in which case you do not have to bother about the next step.

If you want to be sure to use the latest data from the FEI you can always use the "Get from FEI" function - even if your competitor is in the HippoBase archive. Should the athlete already exist in HippoBase (may be with contact data and picture) you will be offered the option to merge it with the new data from the FEI.
In the picture on the right the brown record from the HippoBase archive will be used and extended with the date of birth from the FEI.

Once an athlete is listed for the WEG, you can click on the name to open his/her details.

I addition to the fields you see in the picture on the right you might need Address, Phone, Email to enter contact details or Competitor/Stable/Qualif. to enter qualifying results and FEI-PersonID. Click on the text line to open and close sections with these additional details.

Hotel bookings for the WEG in Normandy are NOT handeled in HippoBase. Please see the information and contact on the OC's extranet website.

It is important that athletes have their correct FEI-PersonID (e.g. 10012345) as this number will be used to check data and results on the FEI server. It is easy however for you to make sure it's correct: Clicking on the number anywhere in HippoBase should open the page of that athlete on the FEI website.

3.1a Add Vaulting Athletes, Squads, Pas de Deux

Click here to open special information on Vaulting.

3.2. Add horses

Horses must be added to their athletes. To open a athlete's form, click on his/her name. Use Add Horses at the bottom to open a dialog window for selecting horses.

By default, only the horses which have been associated with this athlete in HippoBase are shown. In the list, check the box in front of the desired horse and click Copy Selected to Alltech FEI World Equistrian Games.

If you can not see the horse in the default list use the Get from FEI button to copy data from the FEI registration database to your entries. The "Get from FEI" function realizes if you search for a horse that's already in the HippoBase archive or entries, so you can also use it to override incomplete details in HippoBase with data from the FEI.

It is important that horses have their correct Passport Number / FEI-ID as it will be used to check data and results on the FEI server. However, it is easy for you to make sure it's correct: Clicking on the number anywhere in HippoBase should open the page of that horse on the FEI website.

3.3. Enter qualifying results

3.4. Origin & Destination Addresses for Horses

The details page of each horse has two fields for the origin and destination address on the bottom. Please fill these fields with the full address (street, postal code & city, country) specifying where the horse comes from and where it will go after the Games. This is required by the local veterinary authorities.

3.5. Definite Numbers of Athletes and Horses

3.6. Confirm Nominated Entries in HippoBase

At the bottom of the athlete list, there is a box labeled Entry Phase. The six checkboxes therein specify what you as NF are still allowed to do.

To confirm your Nominated Entries

Your submission is successful only once

Nominated Entries

is displayed in the title of the rider list and the two leftmost checkboxes controlling the right to add athletes and horses are empty and disabled. Technically the state of Nominated Entries simply means that the "Add Competitor" and the "Add Horse" buttons disappear and the addition of athletes and horses will no longer be possible. Also you can no longer change the Definite Numbers. If you have accidentially submitted your entries before the date of the Nominated Entries and still need to add athletes or horses please contact us undo this step.

3.7. Nominated Entries and Certificates of Capability for FEI

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4. Accreditation

4.1. Add NF Representatives

4.2. Add companions per discipline

4.3. Add athlete companions

On the very bottom of each athlete page, you will find a listbox labeled "Select Role to Add" which allows you to select a partner, groom, horse owner, etc. Select the desired type and click Add to open an empty form for a new person.

The available types of people and the maximum allowed should correspond to APPENDIX 4 of the schedule.

To remove a companion, tick the checkbox in front of the person and click  Remove Selected.

4.4. Accreditation pictures

The HippoBase system allows to assign pictures to people for the use on show passes.

There are two ways of adding or modifying pictures:
1. On the page of a person, you can add or format a picture by using the two links below the picture.
2. In the riders/companions list, there are little icons in front of the names of people. A white one with a diagonal line signifies that there is no picture assigend to the person and you can click on it to search or upload a picture. The icon with the little head shows that there is a picture and when you click on it you can cut/modify the current picture.

People who already have a picture of good quality in HippoBase may keep it even if it has a smaller size than defined below. Pictures of many major events including the last WEG are in the HippoBase archive and simply need to be re-connected to the records of the people you enter.

Requirements for new accreditation pictures:

• Accepted file formats: JPEG, GIF, PNG or BMP
  Even though they may contain pictures Word documents or PDFs are text documents and can NOT be uploaded. If you do not know how to extract a picture from such a document please ask someone to help you with this.
• Size: approx. 240 x 300 pixels, 10 - 40 KiloBytes
  Allthough HippoBase will accept larger pictures we highly recommed you cut and resize your pictures on your computer before uploading them. The upload of large files is inherently slow over most internet connections. Shrinking your file before upload can speed up you upload by a factor of 10.
  If you have many large, odd-sized or mal-formatted pictures we recommend free, easy to use graphics software like XNVIEW or IRFANVIEW to cut and shrink your pictures
  
   
  

Format accreditation pictures online:

A common error is that the head takes only a small portion of the picture and when printed the face will not be recognizable. It is recommended that you format and resize the pictures on your computer before uploading them. If this is not possible HippoBase offers rudimentary support for cutting and resizing pictures.

Use the "Cut off sides" options after upload until the head is in the center and almost fills the whole area of the picture. Select one or more % values and then click  Apply to Image to make your settings take effect. Until you have some experience use small % values repeatedly when cutting a picture as there is no undo function. If you accidentially cut off too much please upload the original picture again.
If the picture is still too large after cutting of the sides you can finish with the Auto Resize option to bring the picture to the required size of 240x300 pixels.

4.5. People with 2+ functions

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4b. Details Required for Definite Entries

4b.1. Horse Lorries and Arrival Times

On the start page of the Games in HippoBase use the link Arrival information for horses and vehicles.
Peden has created some "virtual parking spaces" for the horse lorries they think you will have. Each "virtual parking space"/lorry is identified by a code consisting of your NF and a character for the discipline (A=Driving, C=Eventing). Once you have provided data about a transport the lines in the table should look like in the picture on the right. [Technically this is the same procedure as for the London Olympics.]

Peden Bloodstock: transport@peden.de +49 208 378 2410

Start by filling in some basic fields for each transport. Then go to the bottom of the page and open a horse. On the bottom of the horse's detail page, please select the transport the horse will use and click save. The horse should show up on the right of your list of transports.

4b.2. Bedding of Horses

Open a horse by clicking on its name anywhere in HippoBase. On the bottom of the horse's details page you find a selection box for bedding.

Note that on your entry list for a discipline you can see the bedding on the right of each horse row.

Peden needs to know whether the your team wishes to have boxes bedded down, i.e. have the shavings or straw distributed by the OC before you arrive. This can only be selected "per transport" on Peden's "Equestrian Vehicle Allocation" form.

4b.3. Pickup for People at Airports & Stations

Open a discipline list of your entries (where you added the competitors). On the rows with people for accreditation there are links "Add pickup info in HippoBase". The links will only be available for Roles where the OC bears the charges for the transport: Chefs d'equipe, vets, trainers, grooms, lungers, para-carers, chef de mission.
Once completed a request looks like the grey line in the picture. It will turn green once confirmed by the OC.

Your requests are being processed by the OC's transport department:
arrival-departure@normandie2014.com

Be sure to have arrival time, exact airport-terminal, flight number and destination before filling in a request as HippoBase will not accept the form without all fields filled in. Note that only specific pickup and dropoff locations are selectable on the form - those served by the OCs transport services.

4b.4. Grooms Accommodation

Open the page of a Groom. In the Hotel section on the bottom there is a yellow bar where you can select whether the Groom will sleep in a lorry, OC accommodation or off-site.

In lorry / OC accommodation or Off-site according to numbers confirmed by email by the OC for lorries allocation and OC accommodation number of rooms. Please respect these numbers in your allocation and note that no more rooms will be provided if not booked previously. All requests had to be done to the OC before August 8th. No more modification possible

4b.5. Email & Phone for Chefs d'Equipe and Vets

Please go to the details pages of

• Chefs d'equipe
• Team Veterinaries

to enter their email address and mobile phone number. The OC requires these to communicate with the teams during the competitions.

4b.6. Athlete Portraits for TV Broadcast

On the start page of the Games in HippoBase use the link Upload athlete portraits for TV. If you have a modern browser you should be able to drag the pictures from a file folder on your computer directly onto a person in the browser window. For older bowsers you can use the button in a square to select a picture on your computer.

Please read
FEI specification for Athlete TV pictures (PDF)
to prepare the pictures in the right format.

The pictures are used and processed by the FEI. Please contact for details: usersupport@fei.org

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5. Definite Entries

5.1. Remove athletes and horses

Delete athletes not coming to the show from the long list by clicking the checkbox in front of the riders name and then Remove Selected at the end of the list. Deleting an athlete will automatically remove all his horses and companions.

To remove horses please open the respective competitor by clicking on his/her name. In "Horses" section on the competitor's page mark the checkbox in front of the horse to be removed and then click the "Remove Selected" button at the end of the horse list.

Around the end of July we will lower the limit of allowed athletes and horses from the generous values allowed for the Nominated Entries to the values you specified as the Definite Numbers for Ahtletes and Horses. Before you continue make sure this limit is met and the number of athletes and horse displayed at the top right no longer appears in red.

5.2. Confirm Definite Entries

Before submitting your Definite Entries please check that you have entered all data of athletes and horses as specified in the schedule and in the entry guide.

After executing the three steps below, you will not be able to make any more changes in that discipline.

In the discipline you wish to submit your Definite Entries please go to the bottom of the list of riders. In the box labeled Entry Phase

Your submission is successful only once Definite Entries is displayed in the title of the list of competitors and the Entry Phase box at the bottom has disappeared.
If you have accidentially submitted your entries before the date of the Definite Entries please contact us to undo your submission.

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We hope entering your data with HippoBase has not caused any major inconveniences for you. Your effort and cooperation was much appreciated by Equinis and the Organizing Committee of the Alltech FEI World Equestrian Games™ in Normandy 2014.

We wish your athletes and horses good health, good shape and successful competitions in Normandy.

Thank you for your patience and cooperation!

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