Informations on the

Expenses & Privileges During FEI WEC 2008

COMPETITORS / GROOMS / CHEF D’EQUIPE / TEAM VETERINARIAN

The OC will provide return trip air passage (economy class) between designated airport in home country and Kuala Terengganu, Malaysia. This will be extended to one rider per horse, two grooms / crew per horse and one Chef d’Equipe and one Team Vet per country.

The number of individuals travelling to Malaysia from each country will be based on the total number of horses as per the following chart:

Accommodation, food and soft drinks with meals, will be provided for all invited individuals from the official dates detailed below.

Accreditation will be extended only to authorised individuals.

HOTEL ACCOMMODATION FOR TEAMS/INDIVIDUALS

Accommodation, food and soft drinks with meals, will be provided for all individuals nominated by their NF (as per the definite entries list) from the dates as detailed below. Additional persons (if any) will have to make their own arrangements.

Accommodation will be provided for team/individuals in the following Official Hotels:

A. Sutra Beach Resort
Hotel Address: Kampung Rhu Tapai,
Merang, 21010 Setiu, Terengganu, Malaysia
www.sutrabeachresort.com

B. Gem Beach Resort
Hotel Address: Lot 2135 Mukim Batu Rakit ,
Mengabang Lekar, 21020 Kuala Terengganu,
Terengganu, Malaysia

C. Best Western Merang Suria Resort
Hotel Address: Lot 1841, Kampung Rhu Tapai, Merang,
Setiu, Terengganu, Malaysia
www.merangsuriaresort-setiu.com

D. The Heritage Bay Club
Hotel Address: Pulau Duyong
21300, Kuala Terengganu,
Terengganu, Malaysia

www.heritagebayclub.com.my

E. Primula Beach Resort
Hotel Address: Jalan Persinggahan
20400, Kuala Terengganu,
Terengganu, Malaysia

www.primulaparkroyal.com

F. Permai Inn Kuala Terengganu
Hotel Address: Jalan Sultan Mahmud
20400 Kuala Terengganu

The OC will endeavour to accommodate teams in the same hotels.

RIDERS

The OC will provide accommodation for riders listed in the Definite Entries list. The earliest arrival at the OC’s expense is 29 October, 2008 (8 days before the 1st horse inspection) and latest departure at the OC’s expense is 10 November, 2008 (1 day after the prize giving ceremony).

CHEFS D’EQUIPE and TEAM VETERINARIANS

The OC will provide accommodation for Chefs d’Equipe and Team Veterinarians nominated by the NF. The earliest arrival at the OC’s expense is 29 October, 2008 (8 days before the 1st horse inspection) and latest departure at the OC’s expense is 10 November, 2008 (1 day after the prize giving ceremony).

GROOMS

The OC will provide accommodation for 1 groom per horse travelling with the horse from the date of horse arrival until horse departure from Malaysia. NFs must declare names of grooms which will be travelling at the same time with the horses by August 21, 2008 (together with the Nominated Entries). For grooms of teams allocated at hotels in Kuala Terengganu, arriving earlier with the horses, accommodation will be given at the venue at the grooms’ quarters.

For the second groom, the earliest arrival at the OC’s expense is 29 October, 2008 (8 days before the 1st horse inspection) and latest departure at the OC’s expense is 10 November, 2008 (1 day after the prize giving ceremony) and will be staying with the rest of their team in the respective allocated hotels.

Note: It will be possible for the team members to arrive earlier and/or to depart later at the expense of the NF or the individual (subject to availability). Such requests must be received by the OC as early as possible and at the latest according to the declaration deadlines. Fulfilment of such requests depends on the availability of accommodation. Payment at the individual’s own expense directly to the hotel will be required.

ADDITIONAL OFFICIALS / NON-TEAM MEMBERS

Limited accommodation at the expense of the NF or the individual may be provided for persons other than those belonging to the official team, i.e. veterinarians, medical doctors, physiotherapists, farriers etc. Fulfilment of such requests depends on the availability of accommodation. Payment at the individual’s own expense directly to the hotel will be required.

Please note that it may not always be possible to accommodate these persons in the same hotel as the official team members. Earliest arrival and latest departure dates are according to the dates specified for the official team members. Such requests must be received by the OC through the Official Travel Agent as early as possible and at the latest according to the declaration deadlines.

DECLARATIONS

All reservations as stated above will be made through the Official Travel Agent on behalf of the OC. The OC must receive declarations (number of rooms for team members, number of rooms for additional officials and team members, arrival dates, departure dates, rental vehicle requests) for this purpose according to the following declaration deadlines:

• Preliminary declarations : by 1 June, 2008 with entries in principle
• Preliminary name list : by 21 August, 2008, with nominated entries
• Definite name list : by 1 October, 2008 with definite entries

Changes regarding the number of hotel rooms cannot be accepted after Nominated Entries date. NFs not keeping to this schedule risk that their team officials will not be accommodated by the OC. All declarations must be made through the online entry system (www.eventuz.com).

For Hotel Reservations for persons other than competitors and officials please contact the Official Travel Agent:

Cloud Ten Executive Travel & Tours Sdn. Bhd.
No. 13-3, Jalan Solaris 2
Solaris Mont' Kiara
Off Jalan Duta Kiara
50480, Kuala Lumpur
Malaysia

Phone: + (60) 3 6203 6988 (General Number)
              +(60) 12 671 6977 (Audrey)
              +(60) 17 870 9779 (Desmond)
Fax:      + (60) 3 6203 6977
Email: wec2008@cloud10.com.my
Website: www.cloud10.com.my

MEALS

The OC will provide meals and soft drinks to Chefs d’Equipe, team and individual competitors, team veterinarians and grooms based on the following schedule:

Riders, Chefs d’Equipe, Team Veterinarians and Second Groom (not arriving with horses):

 
First Groom (arriving with horses):

Note: Meals at hotels are according to where the teams are staying. Meal vouchers will be given out upon arrival for redemption at hotels. Entry to the TIEP Venue restaurant is only allowed with proper accreditation.

VEHICLE RENTAL

There will be 4 Wheel Drive Vehicles and Saloon Cars available for rent upon arrival from 16 October, 2008 onwards.

NFs must indicate together with their Nominated Entries (latest 21 August, 2008) on the online entry system how many and what type of vehicles they wish to rent. Changes regarding the number of vehicles cannot be accepted after the Nominated Entries date. NFs not keeping to this schedule risk that their request might not be fulfilled by the OC.

The rates for the rental vehicles have been partly subsidised by the OC and is as follows:

4 Wheel Drive : EUR 50/- per day
Saloon Car : EUR 35/- per day

Subsidised 4 Wheel Drive Vehicles are limited to 1 per horse team (maximum 6 vehicles per team). Additional vehicles may be available for rent at normal rates.

Note: 4 Wheel drive vehicles will be required to inspect the course but it will not be required to reach the crew points on the course during the competition.

SHUTTLE SERVICE

A shuttle service will be provided by the OC to and from the Official Hotels and Venue for accredited WEC participants and officials from 16 October 2008 to 10 November 2008. A Schedule of the Pick-up Times from the Hotels and Venue will be published at each hotel and the Secretariat at the venue.

AIRLINE TRANSPORTATION

a) TRANSPORT OF COMPETITORS/CHEFS D’EQUIPE and TEAM VETERINARIANS

The OC will book and pay for economy class flight tickets for the Riders / Chefs d’Equipe / Team Veterinarians departing from the MAIN airport of each respective country. NFs must inform the OC of the requested travel dates and airports of departure for the Team members via the online entry system.

The OC will co-ordinate all the flight arrangements with the Official Travel Agent and flight tickets will either be made available for pick-up at the airport, couriered directly or emailed through as e-ticket. All arrangements for air travel will be communicated through the Chef d’Equipe of the respective NF. The OC will not bear any additional charges for any changes to the flight details after the deadline.

b) TRANSPORT OF GROOMS

The OC will book and pay for economy class flight tickets for the Grooms departing from the MAIN airport of each respective country. NFs must inform the OC of the requested travel dates of the Grooms via the online entry system.

Note: The OC will bear the costs for only 1 Groom per horse from the arrival of the horses to their departure. The second Groom will need to arrive together with rest of the Team from 29 October, 2008 onwards. The second Groom may arrive earlier, however the accommodation expenses will be under the NF or the individual until 29 October, 2008. The OC will however, pay for the economic class ticket of the second groom.

The OC will coordinate all the flight arrangements with the Official Travel Agent and flight tickets will either be made available for pick-up at the airport, couriered directly or emailed through as e-ticket. All arrangements for air travel will be communicated through the Chef d’Equipe of the respective NF. The OC will not bear any additional charges for any changes to the flight details upon or after the deadlines.

No grooms will be allowed to accompany the horses in the cargo flights. The horses will be accompanied by Peden Bloodstock (AATA/NPTC certified) professional flying grooms on each cargo flight to and from Kuala Lumpur.

c) DEADLINES OF SUBMITTING PREFERRED TRAVEL DATES TO OC:

For Riders: 1 October, 2008
For Chefs d’Equipe and Team Veterinarian: 21 August, 2008

For Grooms arriving with horses: 21 August, 2008
For Grooms arriving with the rest of the Team: 1 October, 2008

TRANSPORT OF COMPETITION HORSES

The OC will arrange through their appointed agent, Peden Bloodstock, to transport all horses to and from Kuala Lumpur as stated below. All horses will travel three to a pallet and will be accompanied on flights by Peden Bloodstock professional flying grooms. The names and country of departure of the horses must appear on the halters/head collars.

The air and ground travel between Kuala Lumpur and Terengganu International Endurance Park (the Venue) will be arranged by the appointed local handling agent, Quarantine & Horses Services.

a) Transport of horses from Europe

The OC through their appointed agent, Peden Bloodstock, is responsible for the costs of airfreight to transport up to 6 qualified horses per country travelling from Europe. This is providing that the horse departs from Amsterdam to Kuala Lumpur and return on a flight organized by Peden Bloodstock to the same airport departed from.

NFs are responsible for all charges relating to pre-export blood tests and State Veterinary fees to issue export health certification to Malaysia and for transportation to/from Amsterdam airport.

The OC will cover the costs of all export and re-import charges in Amsterdam, Kuala Lumpur and Terengganu and will also cover the cost of loading and unloading as well as the cost of road transport and health certificate charges in Kuala Lumpur and Terengganu.

Please note that the aircraft carrying European horses to and from Kuala Lumpur will make at least one technical stop.

b) Transport of horses from North America

The OC through their appointed agent, Peden Bloodstock, is responsible for the costs of airfreight to transport up to 6 qualified horses per country travelling from North America. This is providing that the horse departs from JFK New York to Kuala Lumpur and return on a flight organized by Peden Bloodstock to the same airport departed from.

NFs are responsible for all export and re-import charges in the USA and any costs incurred in Europe as a result of the horses not making direct connections in Amsterdam.

The OC will cover the costs of airport formalities as well as loading and unloading, air and road transport and health certificate charges in Kuala Lumpur and Terengganu.

c) Transport of horses from South America

The OC through their appointed agent, Peden Bloodstock, is responsible for the costs of airfreight to transport up to 6 qualified horses per country travelling from South America. This is providing that the horse departs from Buenos Aires, Sao Paolo or Santiago de Chile to Kuala Lumpur and return on a flight organized by Peden Bloodstock to the same airport departed from.

NFs are responsible for all export and re-import charges and any costs incurred in Europe as a result of the horses not making direct connections via Frankfurt to Amsterdam and vice versa on the return trip.

The OC will cover the costs of airport formalities as well as loading and unloading, air and road transport and health certificate charges in Kuala Lumpur and Terengganu.

d) Transport of horses from the Middle East

The OC through their appointed agent, Peden Bloodstock, is responsible for the costs of airfreight to transport up to 6 qualified horses per country travelling from Dubai, UAE. This is providing that the horse departs from Dubai to Kuala Lumpur and return on a flight organized by Peden Bloodstock to the same airport departed from.

NFs are responsible for all export and re-import charges and any transit costs incurred in the UAE.

The OC will cover the costs of airport formalities as well as loading and unloading, air and road transport and health certificate charges in Kuala Lumpur and Terengganu.

e) Transport of horses from New Zealand

The OC through their appointed agent, Peden Bloodstock, is responsible for the costs of airfreight to transport up to 6 qualified horses per country travelling from New Zealand. This is providing that the horse departs from Auckland, New Zealand to Kuala Lumpur and return on a flight to Auckland via Singapore organized by Peden Bloodstock.

NFs are responsible for all export and re-import charges incurred in New Zealand.

The OC will cover the costs of airport formalities as well as loading and unloading, air and road transport and health certificate charges in Kuala Lumpur and Terengganu.

f) Transport of horses from Australia

Details of travel arrangements will be confirmed at a later date.

For those horses which will remain in Malaysia permanently after the event, the owner is required to apply for the Permanent Import License from the Department of Veterinary Services, Malaysia.

ADDITIONAL ON SHIPMENT OF HORSES

The OC offers through the appointed Shipping Agent to co-ordinate the shipment of the horses to Malaysia on or after 14 October, 2008 and the return date will be notified (not more than 30 days after arrival). Arrangement can only be made through the appointed shipper / forwarding agent at the designated pickup points.

The air freight costs to transport horses from the designated International hub Airports to Kuala Terengganu Airport via Kuala Lumpur International Airport and further to float the horses by land transportation to the competition venue and after the competition return to the original designated International hub Airports will be borne by the OC. However, any other costs relating to a period spent in quarantine on export & return to their home country will be at the owner’s expense including all internal horse transport & export preparation costs to meet the country of origins’ re-import requirement.

Each NF, with the exception of NFs with European Union and North American based horses, must advise the OC of their countries re-import requirements by the 1st June 2008 with their entries in principal.

All horses on Malaysia Temporary Import Health Certificate MUST leave Malaysia after the event. After the event, should the owners wish to ship their horse(s) to any country other than the country of origin / departure, they will be responsible for all costs and arrangements.

Owners selling horses which will remain in Malaysia after the event will be responsible to the OC for the costs of the return flight to the country of departure.

All tack & Equipment should be cleaned & disinfected prior to shipment to & from Malaysia & be stored in Plastic or Metal Containers which can be handled (No Wooden Crates) and sealed with a “wire tie” type seal. Such containers must be clearly marked with the name of the rider and horse.

Any changes from the suggested transport arrangement by the OC which incurs additional cost will be at the owner’s expense. The shipping arrangements of all horses will be organized by the OC appointed shipping agents. The OC and its shipping agent will not be liable for any death of or injury to any invited horses during transportation to and from Malaysia or while in Malaysia. In order to utilize the “freight grant” to ship horses and equipment to and from Malaysia the OC will issue each NF with a commitment letter which must be signed accepting the OC’s terms and conditions of transportation.

The OC will not be responsible for horses and personnel insurance. Individuals should make their own insurance arrangements.

All horses from the airport of departure to arrival in Malaysia and return will be accompanied by the appointed shipping agent’s professional flying grooms. One groom per horse must arrive in Malaysia prior to the horses’ arrival. Respective NFs are advised to coordinate with OC with regards to this through their Chefs d’Equipe.

It will NOT be the responsibility of the OC or the appointed shipping agent to arrange parking of horse boxes at the airport of departure. It may be done at the owners risk and responsibility.

Transport of Equipment

The OC will transport 150kgs of equipment per horse free of charge. Any additional equipment over and above this allowance will be transported at the respective rider’s expense with no guarantee that it can travel on the same flight as the horses.

NFs are responsible to advise Peden Bloodstock at least 30 days prior to departure of their respective flights if they will have equipment above the 150kg allowance.

STABLE ARRANGEMENTS

Stabling and bedding will be provided by the OC.

The OC will try to provide 1 extra box per nation (as a tack room).

Horse Bedding will be pine shavings.

The quarantine stables are situated at the Terengganu International Endurance Park. Foreign horses will be separated into their respective quarantine zones and strict quarantine protocols will be adhered to. Access to quarantine stables will be strictly controlled and access to the individual stables will be limited.

FEED

The participating horses will be stabled free of charge in the stables at the Venue.

The following will be provided by the OC free of charge per horse per day:

8kg of Timothy Hay
3kg of Lucerne
Chaff
Oats

Additional feed is obtainable at prices of the day at the venue. Supplements will be provided at the rider/owner’s own cost. OC will not be responsible for cost of freight of own feed. There will be alternative feed supplies available from Malaysia for purchase. Please contact the OC for list of alternative feed supplies.

ACCREDITATION

During the quarantine period stable accreditation will only be given to the following
people:

• One rider per horse
• Two grooms per horse
• One Chef d’Equipe per team
• One Team Vet per team
• One Official team Physiotherapist as nominated by the NF
• One Official Farrier as nominated by the NF
• President of the Ground Jury
• Quarantine Veterinarians appointed by the Department of Veterinary Services, Malaysia
• President of the Vet Commission.

ENTRY FEE

Entry fee of EUR 400 per horse (Four Hundred Euros) must be paid for all horses declared with the definite entries.

The entry fee must be transferred to our official bank as per the following details:-

• Account Name : YAYASAN DIRAJA SULTAN MIZAN
• Account No : 0542-11-0999990
• SWIFT Code : EIBBMYKL
• Bank : EONCAP ISLAMIC BANK, KUALA TERENGGANU, TERENGGANU, MALAYSIA
• The Chefs d’Equipe are kindly requested to submit the bank transfer advice along with the Definite Entries.

SETTLEMENT OF ACCOUNTS

Payment of prize money, reimbursement of transport and travelling expenses will be paid out by bank transfer only to the respective NFs by 16 November, 2008. For this purpose the NFs are requested to state their bank information (name of recipient, bank name, bank code, account number, IBAN, BIC and SWIFT codes) together with their online entries. The NFs will receive receipts for the settlement of accounts per competitor by regular mail.

The OC is authorised to deduct any possible outstanding duties from the payment. Each NF is obliged to cover any outstanding expenses. Each NF is obliged to forward the prize-money to the person responsible.

CEREMONIES, INTERVIEWS

Obligations connected with the declaration of the Definite Entries:

a) Opening Ceremony

All Chefs d’Equipe, teams and individual competitors are requested to take part in the Opening Ceremony on Thursday, 6 November, 2008. All teams are requested to wear their official uniforms during the Opening Ceremony.

b) Medal and Prize-Giving Ceremonies

The medal ceremony will take place on 9 November, 2008 according to the time schedule. Detailed information regarding these ceremonies will be communicated to the NFs.

c) Interviews & Autograph Sessions

All Chefs d’Equipe, competitors, team officials and medallists and placed riders must be available for interviews and autograph sessions when requested by the OC.

SOCIAL EVENTS (preliminary dates)

Riders’ and Officials’ Social events are planned to be organised on the proposed dates below. Further details will be communicated by the OC in due course.

First        : 24 October, 2008
Second   : 1 November, 2008
Third       : 5 November, 2008