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Arrivals and Departures system user guide

1. LIO UE EL CIL UIDI Figure 50 Wheelchair Mobility advice information b The following page as shown in figure 51 is then displayed D ats Erviry Tenia BH LETT amr ier lark oye m SE UTI Eyrie Gmina Geer srt Tarmi is Hepes Riabhai Pearl Eiga Hir Eain kega Wheelchair Infgcmatson Wow md whaairhm E pl Kiik Hle Pore Yih maeman be Jahn outs Chey une e e Quanity Warns fie Pirsa Tianaterranse LA Fon Alfvietes piema holo ery ACENTEOAUSM competion sehasichars Tha shal iur caemiliirg meth Bor rubai Compatitan use UL F La Voy micnmason lada atte Fu fone amu or mid y pee oie oie fe ead fni bona pecho of Ee Figure 51 Wheelchair and Mobility advice data entry page 44 Arrivals and Departures system user guide 10 1 Day use wheelchair advice Firstly select the Type of Day use wheelchair choosing from Manual or Electric and enter the Quantity This will be the wheelchair that the delegate is travelling in Dara ia Teale N ries diim ditas tarii ain siddned Shas Hepe Mjes ian Drpaetum dol cat hagan Figure 52 Type of day use wheelchair Once the data is changed to advise that they are a wheelchair user by the entering of Day use data the mobility information automatically changes to Yes to advise that the delegate has a mobility impairment 10 2 Electric wheelchair manvfacturer advice LOCOG are working with airlines at London Heathrow Airpo
2. wl Artal chri 1 Dag feta Bizeps cH ramus rl Figure 57 Updated wheelchair user and restricted mobility information 11 Email link to Email link to online form allows you to send an email to an individual or online form group of individuals requesting that they complete their travel details within an online form A personalised email is sent from the person responsible for the arrivals and departures data with a link to the internet taking them to an area of the ADS where they can complete any outstanding data directly themselves This is particularly useful if the person responsible for the data does not know what baggage the delegate s will be travelling with or their wheelchair user and or restricted mobility information Please note that an individual can only enter their data on one occasion 48 Arrivals and Departures system user guide 11 1 Request that online form be completed From either the Manage arrivals or Manage departures tabs select which individual or number of individuals you wish to send the same message to and then select the Email link to online form button as shown in figure 58 P amt ana pe gioup bene eg E TT Mies capa rena Le puris OCT Cem Hopon Furled poo ce TTE tor Ducal p Frap Amer sd Amig Tepme shee maiazmaia rz ba aie hajn 2 gmp pe MA a ae Cum Kirssi siga gra lar Fp crea Feagprirmtiun teu bros Corey Demis al ar miara or nudes Lair Suc Tramo not pray adersd n Manage Gorup Ginga cam
3. 14 Reports Reports are available to display on the system and then save in a pdf format on your computer A number of reports are available including Travel Summary All Travel Includes both arrivals and departures information for selected records Travel Summary Arrivals Includes arrivals information for selected records only Travel Summary Departures Includes departure information for selected records only Use the filters to select a specific delegate or number of delegates and then choose from the selection of reports available at the bottom of the page Select Start when ready to view the report 58 Arrivals and Departures system user guide ta aun CNY Tage negra Bu gewa ss ig pri ee ae gs om Line tha bes iu wer bs dada aed Hur eel snas Of the pep aed hen Tian Tha reet an diapa gta pepunabe eet uc cuam Dae be pup priced g p s Fier eure aio d Figure 71 Reports The Arrival tool and Departure tool are available to help Responsible 15 Arrival tool and Organisations in preparing for their delegates travel through the airport Departure tool Eurostar train station or to their accommodation The tool provides details of your delegation by time of day and or by port Based on this information you are able to plan for your delegations arrivals and departures such as making a team member available in the appropriate Heathrow baggage hall at the expected arrival time for
4. Maruege Anivala Acci M pn d hirna Fidi Tram il Pra Liang Accent cux eger Aree Gece Fap let dee fui fal i Aeplece Anni E PrI BA mRI od mpg 7 BELLE LOPEEHJ EE TS 15 ng Pit Bus ete reped Lari BUG OMEN HATHA i Dam ieia fo Mo f LATER Disia pere pb he DH s Damiri Edd Mo Ef Tuned EAM H END amp An ii um e mea Hum Canh aged Con Enid Urti Diii ijed C Figure 30 Filtering results by Accreditation sub category Once filtered results are showing you can advise the relevant arrival departure information for a selection of individuals by checking the box es of required individual s in the left hand column and clicking on the Add Arrival Departure button as shown in figure 30 28 Arrivals and Departures system user guide 8 5 Managing arrivals travelling by Air Scheduled or Commercial Flight Once you have selected the relevant delegate s from the Manage arrivals list select the relevant Mode of transport that the individual s will be travelling on in as shown in figure 31 Desin Abi Aten Du alatis m ws ot te biai i pamm eter Oring Eis Certs cl ar ribeddu vri deel iaig le Hoe inb Pete Sheed A Meee eeu Briti tee ee ar tke her Fron the Wheto loncat dap dera int gems sec the mae of teapot that you era ba armen bo fhe Gora A tele aha then desley Haley ol rauy vriprpD Caan Electores eth am poten ip aed a dew leg Saieci siju Ae Ha em Gomera Ugh Aa Sae or Prage Pa or Gesu Curent T
5. Select OK to confirm removal of the arrival details 8 8 Data updates When you know more details you can return to Manage arrivals on a regular basis and allocate those individuals known to be travelling on the group booking 8 9 Managing departures Follow the same principles as Managing arrivals sections 8 5 and 8 6 when entering details under the Managing departures tab for all departure travel Please note that both the baggage and wheelchair mobility records are the same for both arrivals and departures It is possible to change these to reflect any changes for departure but only once the individual or group has made their journey to the UK When managing departures if a change is made to accommodation during the stay in the UK and the delegate will depart from a different location than that which they arrived at Departure accommodation will need to be edited For example a Sailing athlete accommodated at the Sailing Village in Portland moves to the Olympic Village for the Closing Ceremony 3 Arrivals and Departures system user guide 9 Special baggage In addition to details about standard baggage detailed in section 7 8 details of individuals special baggage also needs to be entered Special baggage is considered as a large item of baggage or baggage that would usually require special handling by an airline Examples include sporting equipment such as firearms that require special handling and pole
6. possible should the manual form be completed In order to assist LOCOG s planning for services Responsible Organisations are required to complete the form and send to LOCOG Arrivals and Departures as soon as travel details are known and continue to forward any changes to LOCOG using the contact details on the form A help desk for all accommodation and arrivals amp departures queries will operate from 25 June to 14 September 2012 As well as accommodation matters help desk staff are available to answer any questions you may have in relation to your arrivals and departures services they can also make late changes to the ADS on your behalf Please make every effort to advise the help desk should your arrivals and departures travel change at short notice for example a missed flight connection into London so to assist LOCOG in the efficient planning of your services To contact the help desk please call 44 0 30 2012 2019 or fax 44 0 20 7673 9898 The help desk is open from 7am 1 1 pm Responsible Organisations should nominate one individual to be responsible for supplying arrivals and departures data Once their account has been created this person will receive one email confirming their username and password You may choose to share the username and password with others and more than one individual can access the ADS using this login at any one fime Arrivals and Departures system user guide 4 1 Logging in for th
7. the system will automatically populate the remaining fields for this journey Enter the departure date and then the flight number then click away from the fields and the remaining flight data fields will automatically populate as in figure 9 E m 3 TII T i dI M Q pai pv 1 3 Figure 9 Air Scheduled or Commercial Flight flight data Arrivals and Departures system user guide 13 Enter the number of seats booked or expected to be booked with the airline IF choosing to make your own way from the airport to your accommodation please select Yes to Opt out of LOCOG transfer to indicate that you are opting out of LOCOG provided transport services to your accommodation where LOCOG transport services are officially available Examples include where an organisation s entourage may choose to meet a delegation and provide their own transport See figure 10 below lat ig TOC Manage TT me IC Ju COLE te Hopoi E bree heare iol Emal eet Add grog booking Arrival Pine the ap down dat Gaios pac adhe Ag Sohaguied or Loren A Lhaieosd m Preme icone Conii Fie pl dnas dosed pel inpphy een aser bin Gee Game km Geel teed fee JE er leer Arce kerm a bara thee LIK Drini Artie Ae mataade the UEL f fer thia Heeling by uad amd red Farm Codirartal Eure Drini Aurum Pre wdhun thee LIC jg Ei Haro amare y cad onc roca a ato em di immi ether Hen LIF E dime my Sy Sora aereo eee amm Har ip Dodd me Carrere Beo Aon ter
8. 36 36 37 37 39 39 43 45 45 46 47 47 48 49 52 53 54 57 58 59 61 62 62 1 Introduction to arrivals and departures 1 1 Purpose of the manual This manual has been prepared by the London Organising Committee of the Olympic Games and Paralympics Games LOCOG to assist you and your Responsible Organisation in submitting your delegations arrivals and departures information for the London 2012 Olympic Games All organisations participating in the London 2012 Games must inform LOCOG of their arrivals and departures information to assist with planning for appropriate services 1 2 Arrivals and departures information Your organisation s arrivals and departures information needs to include details of how your delegates are to arrive and depart to and from the Games This will include mode of transport travel dates and times accompanying baggage allocations and wheelchair user advice We will use this information to plan for your arrivals and departures services working with internal and external stakeholders to ensure that your arrivals and departures experience is as smooth and efficient as possible 1 3 General guidelines Your organisation is responsible for advising the arrivals and departures information for each member of your delegation as soon as possible and no later than 1 July 2012 This will allow LOCOG and any relevant stakeholders the time to plan appropriate services including accr
9. 67 Exporting individual arrivals departures open or save to file Choose either Open or Save and the results will then display as shown in the example in figure 68 ha Drimia Yu Tis Denia Yet 16 Jul JU17 1508 EUACEE LOR HEAR lia Dieis Yet h Ditasids Tet pne Ha Detula Wet x Sonm 15 Ju 2012 1508 A LONDON HEATHROW Ras 16 Jui 2017 1504 BA LONDON HEATHROW i amp hi 31172 7608 fuc LDHROWOW eee 15 Jui 2012 1504 BAM LONDON HEATHROW 16 Jul 2017 1504 BA LONDON HEATHROW iecit Ahibrs Ahira Suhj Firmy H Hi iti neiii rel fp db Viii Played Hoi 1i ii H iii u i Figure 68 Exporting individual arrivals departures results in Microsoft Excel file Arrivals and Departures system user guide 13 2 Summarised travel journeys If you display results as Summarised travel journeys further details of who will be travelling can be displayed by selecting the appropriate records under the Seats allocated column see figure 69 5ugnmaryg Ses Figure 69 Summarised travel journeys a Arrivals and Departures system user guide 5 7 Once the number is selected details of who will be travelling will display in a pop up window see figure 70 Then E2aeng E Cee zaras iui i Fiol teed ht Feramng oC er need Pla TEs Puraemg amp T armis pried elas Dtmmr Gaps bist raga d kr keenam Prgiscisd Licia 1m Figure 70 Summarised travel journeys b Once finished simply close the pop up window
10. Anu fy hie aia m mracimddg eet Cm mes ie Da wired fu barr arena zd bnc Figure 56 Mobility information When complete click the Save button and you will return back to the Manage Arrivals Departures screen Arrivals and Departures system user guide 47 The delegate s wheelchair user and or mobility advice now updates in the results table to reflect the changes see figure 57 Ussy ha a ee Kmcmgg mum OT ipe Aapon E Eu T CITIES Iborsl import Cae Ary eel Gage bees Glee depara bs Des ceed pog ros eee yp achssasd aa Ligtage cip Pee qnx has Roce gna Wieden has bsp pond etat Deni ae ee imag zs namapeg us pnessukh a ared a ep Cap aringa LAM ELI C Ide heew RBEIOR Dae Dep iubeas de mmr er aeos Aud c grea zb onda aevi er diae ha Cakq Jom Bags 2 ether gm barn bh a prevtrucahyg eter Cece Pana ku sect rokd m a fue err Select Repu Ane im charge a ously abccaind sspovkus mw Qe of cares dx ge teat aeri Rue Caeli Heres Bone beet peo alic gin exiis er qenap af eis irm thee anra trae piae bain Eit kocamerodabon dud digi ri mese Toni End Poth Link afer pi cared dri ead dii bn eta a nd ee beef Dus iy maaa Dae Hube e iets Thi hicd ero eb bu sende Tee ee eee and n pit hii crbadm deri Ts riparia ty tripod Th datas vl bagrjarjs ard eerste uam uibs acris Fran Era Pap ree mihi aeh meee Ex Goth eeji epee Goes Img ee ie t arti ces chad of Bak artic Murarge Arrivals Bccnebrgppn 8 Arii dara ian F gh Tuas il see bn Li CN er
11. Dems ahpn hand n Um Soh rai Erritar and lepartzr amp ema yetee and complete your tr amp vei w heklchair ahd mcsilivy dete wEgz EEJ LA rs d s du Hone teat che Lie te ES Se uae BEly smcb aH Pier Lava RSE Cleve Litera LS eg whan procem ng 5 tie iini A personis lk adl hes gutarrat afy wrpsres at thes oko il Ha seem Figure 60 Completed email link to online form A message will display showing the progress of the email s being sent followed by a confirmation that the email s have been sent see figure 61 below Arrivals and Deporiures calg Pith Bilimi qimaj briana p ii OOTTE E UDINE T Timis Hepta Kidivad beii Qhequartiite bri E eget Email lint to online form Emai Forse aam aeri Figure 61 Confirmation of emails sent Arrivals and Departures system user guide 51 11 2 Completing the email link to online form by an individual Once the Email link to online form has been sent the individual will receive an email that details the text supplied and the link to the ADS as shown in figure 62 fear Cece Please Fellow the Link te the Leanden Pid Acrivala kd Depertaten Sprea ac ssmplate peut f amp vkl werklzhalr amd ELEY gees where Sequestss LE fo 4 Nuts chat the link be co bs seed oniy znr5 Po please eve your trevel L i28EEATy Tz hand Sheen proceeding ts che link Figure 62 Example email Once they select the link they will be taken directly to a number
12. Departures system user guide 15 7 3 Adding a group booking Air Charter or Private Flight When travelling by an aircraft that is a private or chartered flight this data will not be available as a timetable within the system and will need to be added within Air Charter or Private Flight From the Mode of transport drop down list select Air Charter or Private Flight Add the departure date and flight details within the appropriate fields see figure 12 below Data Erary oh pablecl adita 4 EIchamukd x Comreerccal Ae D 1 2 z m B de Pul dup eer eee Bu acu Armij i cette he Er faite Ar uU irem wtar Thee ife i ulis b UK ri fes ee ieee Ex dab aiu ciel Eon Cetera Turm a hpi ak frr be comple ehen mme Dy Ca e prora ee D eee feri ihe Fyi Farnese in en t Ragatrimn lumber rire arcs aed tne dnd Tacna Aral Nighi Dass veces nct Criss rue Fight mamie jeg 0A 171 Figure 12 Air Charter or Private Flight flight data Enter the number of seats booked or expected to be booked with the airline IF choosing to make your own way from the airport to your accommodation please select Yes to Opt out of LOCOG transfer to indicate that you are opting out of LOCOG transfer where LOCOG transport services are officially available Examples include where an organisation s entourage may choose to meet a delegation and provide their own transport see figure 13 below l6 Arrivals and Departures system
13. HEATH Auerpa Hii Ci fO ee Cose FERES in a po BA THF V nape pium LOM rib arembonN Jaen bt kiaiii m Capea fap CHE Au PUIZ BAM UnTER ig ag TEAR LOHDON HEATHRUW TOT TEE am Doha of Commarea f was 78 AU ZO CHI Ot l eg amp Canes Rane viga BELEWS LORD HERSTHREN An howe Carmen Fig 18 Ad 2002 Ba T Osee Fl ewrrg Caron Lewd iacu Bicuam LORCOON HEA eee iiu Figure 39 Special baggage For an individual that has yet to advise their baggage details the page will display as shown in figure 40 pii riia ILE E Birnir Macar pici Emrolcn j TT Hanige TII Gatti et ial ThA Crne Sintra Email Sept pH Ear nil ampi F wdks micas oper ages Tini zie ba fic ated Da a arp daje ce Pod repeeai daires auch ad d Thin Mera ig db indeed anth mi pie Turci on puit of a mrt bf clears Tahiti ck mig cotta Pine thu fassichug usa aed asiocated tagage miornanoe n roi cared nest bur from ihe Nlaraga Amas amp Deoanan Prae rant Chandmri baggage any manman sf Z tagaj A Akitonal standard ardor specal baggage T Figure 40 Adding baggage 38 Arrivals and Departures system user guide 9 2 Travelling with standard baggage only If the individual is travelling with standard baggage only as per the number of bags displayed see 7 8 Average pieces of standard baggage select option Standard baggage only and then click the Save button T eos Piu Masagi yimigp baiiia TECER Banag Bezaprtuins LAPE E a TTC aac Hepi Brini
14. a main delegation Use the filters to select a date and or a port or accommodation A table will then display all travel in 30 minute intervals In the example below two arrivals are expected on 17 July 2012 arriving into London Heathrow with accommodation at the Sailing Village Figure 72 shows them arriving between 07 00 and 07 29 Arrivals and Departures system user guide 59 Wee jim Saiki ECOUL TEE ee e LI J Won deg argmrs lage fine coniacs The Amat and Depanuee Tool ian ated dung Games wea 2 Necune foe dauern aneai and dezatess Lips tha fera bere ip conci sea of pour delegates nma taconds Ley caia d inca eu tarum j Tha tegula cig ply ee iiai of defied Ey y T ania per Dl f haa fine bape ete fl d whai Aui uim ca Ether dalra Fy enlecirug Ua an dealer undar he Areni zelum Figure 72 adore CS LONDON HE ATHR NT i goag dus nan pn WTM iit 0336 fea qug PAEA Arrival tool IF you were to then select 2 from the above example a further window displays which shows who the individuals are and their travel baggage and wheelchair user details Li E DE iaai mcm eds d Cri smi Irhierruet d velt ener LLLA Aper how Monet Miri Cardia bern me DEFT FRAU Amen aetas MOTEL 35 00 38 3 E OF HEATHA birati 3500 ee teary pel adie iep Eita 16060 808 Grater pag TOTH 12 35090 20e L DISICHOF HET HR Taaa dong amp Canosa Seren va F
15. drop down list under Mode of transport select either Air Scheduled or Commercial Flight Air Charter or Private Flight or Ground Eurostar Train 12 Arrivals and Departures system user guide If one of these does not apply then select from Ground Arriving from outside the UK or Ground Arriving from within the UK Ground Arriving from outside the UK is for those travelling by sea and road from continental Europe Ground Arriving from within the UK is for those travelling by rail or road departing from a point within the UK If travelling by domestic airline please use the Air Scheduled or Commercial Flight Air Charter or Private Flight option Complete the fields as appropriate to the mode of transport selected as detailed in the following sections 7 2 through to 7 9 7 2 Adding a group booking travelling by Air Scheduled or Commercial Flight If travelling on a scheduled or commercial flight select Air Scheduled or Commercial Flight from the Mode of transport drop down list Enter only the data that relates to the final flight into London for example if flying on two different flights such as flight one Sydney to Hong Kong and flight two Hong Kong to London Heathrow only enter the date and flight number that relates to the Hong Kong to London Heathrow journey As the system contains a database of all scheduled flights entering the UK for the period of the Games if a known flight is entered
16. for the arrivals and departures data for both the Olympic and Paralympic Games and LOCOG have been advised as such it is possible to access both sets of data using the same login Switch between Games data by selecting Olympic Games or Paralympic Games in the top left hand corner of the ADS see figure 2 Arrivolt and Departures lata Eriry Wana pe qe ES Ie Has isst pa Py at Mesy dio partos ua ames Exc COERT ere 1 Arjan D Depaatune tol Erca impcat Tha rmi scd Dau naa evade foc apes Tha rael dere Dl a mlrrkribk m See Fr Bemi Tha Lom 3511 ferret ore Fe aye Carre be iit Ji Freel dere arn tapes ete Te And efus une rato B ab capmied 1g mabe LLCH in pan dcs peur feet armed qu cae es dts cormpiebon amd accocac o8 ad rita qp or eee AN Saiermicnrm am reza dna fur raso ee mio Pe wy wiat oam corghi 4m phe Givi Te tardinos dn peter bf Pha ye ba epxtdHis Hif ied eigen bs ruis ho wm tiwi Tha tiise step nod belolesed aen enne is Seep il grups OF 2 DO ee FERIAS Abl Diei DI d ROCCO F3 knee Sep i Once commenced Accoed abon Fegsrirteon adsne ammi tee by gabectry ihe camaos amus iat Tarj Y Adem iha Expjage Dent manch thal per borer with Sep d Ace dot each ober Filep ma a whasichar uin Seep 5 Add deperies ave bergman try aeectng the ranej cepartunsa tab Sep amp far mute arra anc eparuwa penio capra The goces sepia Brad ary cewek adea daria Aing duri dn Ds eye A amv ifra ame rush Dae ancien dabo Pa Lee ees Liga Thes Tae 15 eren
17. ih qe ahown ga Aman iE Arrivals aed departure Sptalig completed eurer ACC igo segs dleegorng a Vit armat tata a yum degamara datis it tice daga mara desis Ms i ATHLETES di Ps i ii Siaa eh a F IT t i Figure 74 Logout If you require any further information or help using the Arrivals and Departure System please email the Arrivals and Departures team at A D london2012 com 18 Further information 62 Arrivals and Departures system user guide Thank you London 2012 would like to thank its partners for their support The London Organising Committee of the Olympic Games and Paralympic Games Ltd Worldwide partners G1 A acer Atos GE Y C Panasonic P amp G Official partners OMEGA VISA adidas BRITISH AIRWAYS Br Y Lloyds TSB Official supporters AS Creede ArcelorMittal Cadbury alea ps CISCO T Deloitte Official suppliers and providers Aggreko Airwave Atkins The Boston Consulting Group CBS Outdoor Crystal CG Eurostar Freshfields Bruckhaus Deringer LLP GAS GlaxoSmithKline Gymnova Heathrow Airport Heineken UK Holiday Inn John Lewis McCann Worldgroup Mondo NATURE VALLEY Next Nielsen Populous Rapiscan Systems Rio Tinto Technogym Thames Water Ticketmaster Trebor Westfield Arrivals and Departures system user guide 63 f J b T N UR N The London ier ven eic Do the Olympic Games and Repas t ames L
18. ipm tiegu bal Lira art Baggage information Patt Bien kimp lp Then ram ie siid in i sry folate pe Fg reprise nuchi gm Fearn cond ip ip iral math Se ple fan orbata cb g mwmbe pf ddegabss hen Ife py ep DIES Piste thar shepiches user ard axsocuted tagqage whoo ip noi nicamjed hee bur Bum the Manage Amas A Desa Rider results Baggage entium dor deha South b Ceti Pun ql poche Pewee Hed ong of g fodiens cobona i boa poor Zuspcaga E crianza Baggage oiy jaan of F beg UD T Ait sivuni ais pee bacrpage Figure 41 Adding baggage b 9 3 Travelling with additional standard baggage and or special baggage If the individual is travelling with additional standard bags such as more than three bags and or special baggage select Additional standard and or special baggage where a table will display for you to enter details E Data Erin z E LIF HT haee gres Fond ngs M T LEDETLE S EDI Damme foe cet E EU esposrm rria bid Pagari ral Faral egret Baggage indonmateon Mega aeu a acon hri cmn ba aiscadad ia E diga delegate oe T d pr h a Tait Oaa a dn ieee h mmol ple bag on bihal of ac mobs of delegated Oan bhri ix ban pari Pinis hat Slate ier EA iied haeypeje eir feet ea See dl om lhea Mae Arawi Cee Hir ei Fisgppage mimu bet a Seth Daaa nab yst aa Plan s pred ara ef ha Podge ioma bi cate pus bape C Gipi baggage onty marr uf J aga 9 Addons standard ada eco baggage C Adi oa Sipe Figure 42 Add
19. the bottom of the Home page as shown in figure 6 It is recommended that you continue to add travel details to Manage group bookings where a group of two or more are travelling and then as a second step allocate the delegates to these group bookings by selecting the individuals from the Manage Arrivals and Manage Departures tabs and then add the relevant travel see sections 7 and 8 Where travel has not previously been added under Manage group bookings this can be added under the Manage Arrivals and Manage Departures tabs however they will not be considered as a group booking and will not display as a choice when adding future delegates travel Travel details for individuals travelling alone should be added under the Manage Arrivals and Manage Departures tabs Baggage and wheelchair user mobility advice is added to each individual from the Manage Arrivals and Manage Departures tabs Should any previously advised details change return to the system at any time and make the appropriate edits to the above Use the Tools to review the travel of your delegates and prepare for the Games 6 2 Quick reference help guide The quick reference help guide can be accessed at any time by selecting the Help link at the top of the page This guide offers advice on how to use the ADS amp aft i v4 Arrivols ond Desorturer x _ co oe Ep bata Ex ry Figure 7 Help 6 3 Hover buttons Hovering your mo
20. Das Fried cf usi Cees ani crar Ux ata iui Av an ater 18 Shape 1 6 god fha Excel import tap aed ilies ha muchos 18 Troecbeg your inan a bho cel Na Bie you unm ary oa please cordaci your picia LOCCOR poesi 2 codec or seal ELDElndsl cem Ti Tila lire deities has pred r LzrrqRelzhg amice ant de pelts itera Ge Quer heeh reel pred meter he ee eden gila Pile lah 2 afr pairnanya by oie i aa 2 Ann Sl Ariwa bsd Sapartures Send pomala wumeusy Arrr eigin wee cabegre g BOLE mrj art iA degna detain Wem repair gla Ah ATHEETES T hn doas on pee ete comet Jnd da cce Coe cw Du HITLER Figure 2 Switching between Olympic Games and Paralympic Games data 4 3 Changing your password To change your password at any time please select the Change password link and follow the same instructions as in section 4 1 Logging in for the first time EI Figure 3 Change password 8 Arrivals and Departures system user guide 4 4 Forgotten password If you forget your password follow the Forgot Password link on the login page E c n i gt Arrivals ond Deportures IG Lagen EE car tha Password te erie ances qo adi Ge natures and leering pleme eve Javai enables Figure 4 Forgot password a From the Forgot Password screen enter your registered email address then Submit and an email will be sent to you confirming your password Arrivals and Departures system user guide 9 5 Home page After logging in you
21. L tdenagr sin pari Ens es Gas Eerie poeta ea i SL iun ra Hera Pepai irai Enna mper Tha Aiai ael Dorpustures gie ig Po caha the Tae dere of all acccredaad Carnes Feely abbendesg the uasdas 201 Coro as Pacaletnes Carnes im elt 1 eel tenia baee mw Lad eae gru ele ee ote a Lee Ta enable LOGG ip pian kx pum beat priae and deca perce the complete and accu el ad quta p oan epee ASA bean as mque du peur ees paved dala ete Le apuisni adm Coe aa pe arai ihn turus du rein du e peli gel dada cel chee bus riaede dus rtp dime The Eirwg sepa so0sid e fered wien entering dala Sep 1 Fin groups of 2 or mor pene eee Dau te du Ron EE kc Sap Ja reed Arrears barizime adaaa anres ieee hy elec dh eae mets dad Sapp d Asp Th haus Toi nh inal pa rath anii Sep d Ade Yu ach ida i ay are a whasichae user eap 5 Arid enamunm ek DISSERT Ey PEDRO T CUI OCDE LMI See E Fin rzsfbzie mea ane depres pees papai Tha ee ifia Shad amy menue ace etd change nium in bua vyscerm an amy ree ari make the apgenernae edis tg the phere Lgs the Tara dn rera Hur baee cf your dalezaen and mazara tor Cumas dea Aa an dinner iy Shope H grin de Eel beet Labo and folie ha nitaoa ly zocken your caia m a Mead Excel le Steud yoo Uv amy ceesticem please contact your oficis LOCO poesi 3l comact or emat ADtondan C12 com The acta below raronsirates the grogan m completed ami and aperui inferabon for sour eee QO ep eed etter Urs pccsebtatien apem Piste that Z armed jure by ong
22. London Organising Committee of the Olympic Games and Paralympic Games Limited Contents NN NN roo o ione G N AUN E 4 4 1 4 2 4 3 4 4 5 6 6 1 6 2 6 3 Introduction to arrivals and departures Purpose of the manual Arrivals and departures information General guidelines Arrivals and departures information timeline Submitting arrivals and departures information Submitting information online via the Arrivals and Departures System ADS Submitting information via spreadsheet Microsoft Excel Submitting information via manual form Accommodation arrivals and departures help desk Logging into the Arrivals and Departures System ADS Logging in for the first time Accessing both Olympic and Paralympic data Changing your password Forgotten password Home page General tips Completing your data Quick reference help guide Hover buttons 7 Manage group bookings 7 7 2 7 3 7 4 7 5 7 6 7 8 7 9 8 8 1 8 2 8 3 Adding a group booking Adding a group booking travelling by Air Scheduled or Commercial Flight Adding a group booking Air Charter or Private Flight Adding a group booking travelling by Ground Eurostar Train Adding a group booking travelling by Ground Arriving from outside the UK Adding a group booking travelling by Ground Arriving from within the UK Manage group bookings Departures Average pieces of standard baggage Changing
23. Manne deere Darma fee creel RES T Hejre LT Ding iind Fan eet Elaniaga Comum Dimen on ier Thea ede ef pepe d pn mm Tk enacie LOCCES to beat pan for Arata anc Deeper elsjaocng ac mariki ja acabe gnnp Rooke Dock air piema or combed Fa anvamehe a dadiganon may eens 100 srah ath a changer serine hn ait ia aching poop aT and dapoi delegated ans hogonabed 15 adea thee garage peces a arden ited baggage pei perio inte Thur large and ipac baggage ry recorded msi bere Ind mihin harga Artes and lange Departures Anrtvals mete pare vd stated scat happa par paci VI ET Maxim id F arapenlalus ogee j Trum drhal die Archi u Core F eaten a a ee Pg 18 Aud PUES j iu by ioORDOmid cT niri Aunt Figure 14 Results displayed in Group bookings table b Arrivals and Departures system user guide 17 7 4 Adding a group booking travelling by Ground Eurostar Train Where travelling on a Eurostar train from continental Europe to London please complete your data within Ground Eurostar Train As the system contains a database of all Eurostar trains entering the UK for the period of the Games if a known train is entered the system will automatically populate the remaining fields for this journey Enter the departure date and then the train number then click away from the fields and the remaining flight data fields will automatically populate as shown in figure 15 Teol i tar Docfueduled H Deere for Labia mr Pre pr Ged Poi coy ieee
24. a Hino can dar pge y ade ince Arts De pene of u To T A bisi Ae T A a rere di raport by cee nek beac and ehascichaga apaga rera Travel Jour HE 3 deploy ol the e or cheats bevel mince and the member agat dii Line thee ban Pei 4 Get he ote me eet Oe Deu inpet pier et whowik yeso wenn do ep the ot in a Me Fer Sho genes ertHITUEROH 7 Tira apaiss oferta we Lenny ra alld PANE FeR E parue Pcr heeled mie f Fizrren dairedadsmimn inm Ceu pori FORTE LEJJA HE IRI Au e Anthea eean a e EE eee iun Chiat Chinn Figh I Tran 8 Fidis Tram F Vari meae patuit Win decere dimi w rfimu rim cria Sento dwrazes Gel ali Figure 64 Search Use the Display results drop down menu to sort and display the records Individual arrivals departures option displays the results by individual Summarised travel journeys option displays the results by mode of travel and the quantity of delegates using this method of travel Further filters can be used to search records if no filters are selected then all records will display after pressing the Search button Arrivals and Departures system user guide 53 13 1 Individual arrivals departures When results are displayed as Individual arrivals departures see figure 65 in addition to viewing the records on the screen it is possible to export the results to a Microsoft Excel file Figure 65 Individual arrivals departure Search results Use the filters to search for the records r
25. a Lianage rp books ye NH CT Lee oe SLL Lanes ie COREE D NEST Arpad iol pr ITI Eru mpri Wheachair information Por gd whssithad miri pieds misuse he Peeing Vihesictase emaer to Jen Init w use Time m umiy 1 Qa epee m Fehr Trata EU Far Alive ess adeps iy SODITIOPAAL camisas Carico dun Tips Pinte kihe f you hoe saiia 6r mei apit ot ewm halie be imid Ecr bars pma d om Figure 54 Transferable wheelchair information 46 Arrivals and Departures system user guide 10 4 Competition wheelchairs Should the individual be a competing athlete enter details of any additional wheelchairs to be used in competition that are travelling with the delegate Select the Type of Competition use wheelchair and enter the Quantity see figure 55 Gata Eri Lx Manage grasp bookings Marne usbeals last Series FL Rem rumen CoC EET legem Bxrbrad scd Degar inl Escart impart Wiha Sehair info rmatan For nli wheekcheer pars pinine kiia the Bimang Apel ge ku Jpn Sewn PES eee Py tus ee De ey ey TR T2 Mobility Indarmatsan Meni miar d puu hme dp miui a eee yg epee Dd ara Wiese Yo Eet tal tere peo ci han Figure 55 Competition use wheelchairs 10 5 Mobility information Where a delegate has a visual or mobility impairment or are unable to stand for long periods of time please select Yes If the delegate has been advised as a wheelchair user then this will default to Yes automatically Eaki infers Piam s
26. a group booking Managing arrivals and departures Allocating individuals to a group booking Sorting the results Filtering for those requiring travel or baggage advice RRR SR A O1 O O C1 000 O Ov 11 11 1 1 12 12 13 16 18 20 21 22 23 24 26 26 27 27 8 4 8 5 8 6 8 7 Filtering for those travelling together Managing arrivals travelling by Air Scheduled or Commercial Flight Managing arrivals for other modes of transport Changes to travel plans 8 7 Replace an arrival 8 7 2 Delete an arrival 8 8 8 9 7 9 1 9 2 9 3 10 10 1 10 2 10 3 10 4 10 5 1 11 1 11 2 12 13 13 1 13 2 14 15 16 17 18 Data updates Managing departures Special baggage Adding baggage requirements Travelling with standard baggage only Travelling with additional standard baggage and or special baggage Wheelchair and mobility advice Day use wheelchair advice Electric wheelchair manufacturer advice Preference for individual transport transfers Competition wheelchairs Mobility information Email link to online form Request that online form be completed Completing the email link to online form by an individual Games time contact Search Individual arrivals departures Summarised travel journeys Reports Arrival tool and Departure tool Excel import Logging out of the Arrivals and Departures System ADS Further information 28 29 33 34 34 36
27. also advise of the details of this baggage in the Notes box as shown in figure 46 a n Hama Marsh p honbws i IIT Hanaga PETHE GAEE Sema mr sent E NEE T Ariya asl Depan tol Face geet Baggage infeeukon Fait hie M mcr begga De cae be Bice iu eee lee ned mrepeesarimipes puch gua ager cun io oe ah eps tacos balas pla namper gf dslegaleg n Pon i gb ee Phap Pal nist tidal rare dar ddckiscchbadl hipija snerrmatzsh r Fes eiad een Dur rmm Pe Klare Armia K Caged Ger peat ig platens dar fcn Rreg A Deiml nst iret premicag Pee eS oe ub fee Pech cou A S ar E C randa baggage onhy mnim af 2 Gaga OI Addional Gund sda neca tayp Ed Figure 46 Oversized baggage Continue to add any further multiple items selecting Save after each Arrivals and Departures system user guide 4 Once complete click on the Close button to return to the Manage arrivals departures screen see figure 47 LET Eoi LITUTS LL PLC ITEEIISGEGET ETE Loree minira El nnge sgiir Dini A ila d B 2 IN Arp La Kidleud Goal lepasi Hrs Feces i Baggage information Feat Bar BCC paring Degcxpm lus can be mioon H in a orgie Delegate off a repessemtatzes such au a eam Ofcai iyin traeel euh ups bagy m bela of a nume of diege then tien ri aan 03d ie Hte thar whaspichas Laer and aq55cobed Gagpage inicrmuateon ia not recorded hee ur from the Manage Aegis amp Decarture Mer a Baggage timation ter Marin File Listens not pet priced Paare nec ong of fhe fig npb
28. ampe a dHapimn may mra 10 nex win a chartered inia M akon is abe Rup EPA amd cepa AEREA Ea HETE in aduer thew average ieee of hN E haqgepe per pu laude that ge and ea baggage 4 de nut here had mibr Wage Aiia and Manage Dacatuiaa Aah Average parar of samdi sired baggage per perron VB 7 in iasi Bote of Bp tahnn Depar emg roam U idis Airramg ii EP Carrier i Migrim booked Per Ap bhid w Caci g WL pe TTD Le a TRHRCRA plirtran iat ara Arsen eT Furie Tram FR amp HIB LORS ELFIOETAR ans i Edi Harp E Ap Chat pr Prisa Past Fani cmin rpocrps fu ATT ETAHEIEJILEFILETT TI Pere dmi EHRLT Api rar ternis Her fare graig ber aiis LI 23 ajon CALADT 12 2012 EX mH ng a E LiB Ram Tug Figure 35 Manage group bookings update to reflect seats allocated 8 6 Managing arrivals for other modes of transport Follow the instructions in sections 8 1 to 8 4 and then select the appropriate Mode of transport such as Ground Arriving from outside UK or Ground Arriving from within UK Follow the same steps as outlined in section 8 2 to allocate the individual delegates to the group booking Arrivals and Departures system user guide 33 8 7 Changes to travel plans 8 7 1 Replace an arrival To replace an arrival with a different arrival first use the search filters to find the delegate records that you would like to change Search filters including the original flight number or the delegate name may be used I
29. best prepare for your arrival please advise of your expected arrival time at your accommodation and the number of people expected to travel in the vehicle This is especially important for Village Welcome Centre arrivals To finish the group booking click on the Save button 20 Arrivals and Departures system user guide After saving the website will redirect to the original Manage group bookings page and the new group booking will have been added to the table see figure 19 below lata CMT fates E Maree nis he eager oe paima iga Ea 81 3 erar i Se insita fiire eco ernst hind Cate kaiii hinay Croup Blige m be ifi pening ol grouse al 2 or mom ig manie DEON io ban pac dor ursa aed eT ee eid ho iagh Tp boeknQgr conce mitur ee oor c n TWAd Uns ap m cleanin my Peers TD gente i oe Dicunt in gizinn li mium pamp el omni ee dele ans apal a ee hau one peer of ured goed Gees per pen Pisin that ipe and gaca bee 5 necorched nob hew fut milli hara Birt aril hmg Decani Aniwals Lana Eee mn ETTTE Sorc eer et OF amini ALP esl Sage es peru Ed Bima orl terrae aiam yes 1 LI ENT LL i Carme ir Sona m Dnr Fu B i 017 EL nra Bas dT LOA He THREY Bu ADDS ACT Gmt harpi Tom Tal 3d 2002 l Was D0 kom AgI ue sir Cram m Prime Farm Zu ZDT2 PARIH CHABLEEDE aT STAHSTES LOMDOR TT PRE GE RLT AHLEFILT Figure 19 Results displayed in Group bookings table d 7 6 Adding a group booking travelling by Ground Arriving from withi
30. ble in ADS in order to minimise the data entry required This means that if you are entering in travel details for flights you will only need to enter the relevant date and flight number and to check that any automatically imported flight information is correct More information about how to access and enter data into the system will be provided to users upon receipt of their User Account Application Form Arrivals and Departures system user guide 5 3 Accommodation arrivals and departures help desk 4 Logging into the Arrivals and Departures System ADS 2 2 Submitting information via spreadsheet Microsoft Excel Arrival and departure data can be provided to LOCOG as a Microsoft Excel spreadsheet A template which includes all required fields is available to download from the ADS on the Exchange or by emailing A amp DGLondon2012 com Organisations are required to continue to provide updated information to LOCOG even after submitting the spreadsheet Please note that the entire data file spreadsheet should be sent to LOCOG when updating information as opposed to only sending the amended details Alternatively changes can be managed directly by the Responsible Organisation within the ADS 2 3 Submitting information via manual form The Arrival and Departure Manual Form is available on the Exchange or upon request from A amp D London2012 com Only where access to the web based Arrivals and Departures System is not
31. e drmems Nd Eas EE br Tarp P Uinti comes Lira Fingratcat cr idije ano te By imer Ihe cure moi dad Tiap J Achat he Lappe the peach vua dur vet eth Seep i Juhar te nach edie Pty aes m ebaec has Ls LET B Ad dacatuus Dew mei Sy ier Mum amus Spies bah Sep Gim m ge great anc epariures eS repagt tha ee hep HA Gy eu ed ee Cae mium iu Cua ee ey eee eed ee dh ee eee fo The oe L as 1ha Tears 10 ieee Lhe opel rad Geese ere ees ts Liarnes rw Ba am albsinases T Stai 1 E pede hee Exxal rst Lab and Pode ha titre epee T peg pre dada n a e mail Ena ie 5haui yi aes ary anion phase Codecl ume pci LOCXKO poer il cori es ecl EADEdauill mm Tha 12299 DET Hm ranis re ga ee aues Ded Da pues TEEN OC voor ed ee Hua CT Be laris rus zo gares perra Py oss guissdum gs 15 cwn mma amd dad in Arrivals aed departures dts completed vurmearj Mr otc nne el dam eile eee ele See Fang eredi Figure 6 Home page and data entry progress 1O Arrivals and Departures system user guide 6 General tips 61 o Completing your data When entering data for groups of two or more first add their travel details within the Manage group bookings tab Once you have started registration for accreditation individual delegate records will automatically import from the Accreditation System into the ADS and will list in both Manage Arrivals and Manage Departures This information will also be entered in the Arrivals and departures completed summary table on
32. e eL Pide abscisa regnizabon data nol paad when areerpdesarting zy Lan la thu oleae Become Horun Pare et T m WI mass mias rns ne la ierra rire lia ABTZ CDE o 12 ABC UP l ha pruaia eee pulita d Erodes Esim aras berg uritur of secede expected HL amd fake Figure 20 Ground Arriving from within UK arrival details Arrivals and Departures system user guide 21 FI Anvala Llosa cH ETE ED EXTR biii Curae Nie tute pe Prage Fazrai ami hreg Poot wu LE Suh bikie Tran isi or Primi Lrrigzt Areng bir eee LA Ek H vrarRDOIERDUR IF the vehicles used for arrival will be travelling to one of the Olympic Villages please provide the vehicle registration number licence plate where possible LOCOG will then be able to prepare your Vehicle Access and Parking Permit VAPP If the vehicle you are travelling in has been booked through LOCOG Rate Card then you do not need to enter the vehicle registration number as LOCOG will already have this information If you are travelling in a private vehicle please advise of these details once known To enable LOCOG to be best prepared for your arrival please enter the expected time of arrival at your accommodation and advise the number of people expected to travel in the vehicle This is especially important for Village Welcome Centre arrivals To finish the group booking click on the Save button After saving the website will redirect to the original Manage grou
33. e first time You can save the ADS web address https arrivalsanddepartures london2012 com LOGIN html into your internet favourites or bookmark folder in your web browser so the site can be easily accessed Once you enter this web address into your internet browser you will be directed to the login screen as shown in figure 1 Enter your registered email address and then your password as provided in the email The ADS defaults to English however if you wish to access the French version select Francais before entering your login details ar i i e Arrvals ang Depertures 5o Figure 1 ADS login When you first log in you will be asked to agree to LOCOG s terms and conditions for use of the ADS IF you Decline the terms and conditions a pop up window will display advising that you have been declined access to the portal Select OK and you will be taken back to the original login page To use the ADS you will need to Accept the terms and conditions After logging in for the first time you will be asked to change your password To change your password enter the password provided by LOCOG then enter a new password ensuring that it contains only alphanumeric characters and is between 6 10 characters in length and includes at least one number and one upper case letter Arrivals and Departures system user guide 4 2 Accessing both Olympic and Paralympic data IF you are the nominated representative that is responsible
34. e requiring travel or baggage advice Both arrivals details and baggage details can be filtered to enable you to search for only those that require priority action see figure 28 below Both search filters default to All so that records both with or without details display in the results table Select Provided in the drop down list for the relevant search filter to see only delegate records where details have been provided Select Not Provided to see only delegate records where details are yet to be provided Marge Antvals Figure 28 Manage arrivals search criteria The table at the bottom of the page will display travel that has been already allocated and each occurrence of arriving departing is listed in the table a delegate may therefore be shown more than once Arrivals and Departures system user guide 2 7 8 4 Filtering for those travelling together Use the search filters to find individuals or groups of individuals travelling together Figure 29 demonstrates how it is possible to filter by sport discipline such as when a team are travelling together Manage Arnvals Aci d Aram das Figa ia dl larmes Arva dutaig leppa deraeta LIN haar ideis ieri We e Be pJi emin up r iced M Carrera Fig T Jui 205 ELTE nm aga ee Ed e Eg Hima Ligi HER THINORN Toad imide 7 Figure 29 Filtering results by sport Figure 30 demonstrates how it is possible to filter by Accreditation sub category
35. ed oa ben pibe Mace of tar port Je Scheduled m Commercial Figs Scheduled o Commercial ihe is ta be coespleied sham mnang by FRohsbOuled mena or deere Pigh Amisnl flight Plat seceor or Caprio aba Fignt numer j g tz Erra Depanues epee fac arzeri Nama bei Arey Lamp Amai hrs ag 0 Det aui gl LOGOO tardes HL Figure 10 Opt out of LOCOG transfer To finish the group booking click on the Save button 14 Arrivals and Departures system user guide After saving the website will redirect to the original Manage group bookings page and the new group booking will have been added to the table on the Manage group bookings page see figure 11 below E M E d hate Arrivals nnd Deportures LA uts Erdiry Rimage aihama dsrpasrdinma Danis fume uisi Sath Manage Gau Ghisa p ba Tren tection f grep ad 20r mere i arra ORS bi uni pm Per Ate ace Departures deleganong ars parili 1m pia gorp becki cca ether pleted cu cortlimei im Tie sceeson ma kem JU bes wh ee ee in ion jo adde pauc grad are peri eee mu eed i mee uu gmgs Deck F gWaewiaed grad GEGE per eet nob thom Paca red specu Egy Sb e nob aes buf aibun Phea gjotuambE qared Lage Cc apart Anivala Drap ny re p zi ard mined baggage per pasan U epee bow henge Aeon paces of viandurd aired hagqage per pesca OF CQ tae amp mmja jedke rats j i iaer Figure 11 Results displayed in Group bookings table a Arrivals and
36. editation validation transport logistics meet amp greet services and other services required for Olympic Family members LOCOG Arrivals and Departures team strongly recommends electronic submission of all arrivals and departures information If you have any queries about arrivals and departures for London 2012 please email A amp D London201 2 com 1 4 Arrivals and departures information timeline Action 15 January 2012 User Account Application Form deadline for submission From 27 December 2011 Access to the Arrivals and Departures System ADS within two weeks of LOCOG s receipt of a completed User Account Application Form 1 July 2012 Arrivals and departures information deadline for submission 16 July 2012 15 August Full arrivals and departures services in 2012 operation 4 Arrivals and Departures system user guide 2 Submitting arrivals and departures information While the data submission deadline is 1 July please inform LOCOG of all changes beyond this date Please note however that while LOCOG will endeavour to provide support if changes are made within 48 hours of travel this cannot be guaranteed There are three ways to provide arrivals and departures information online via the Arrivals and Departures System ADS spreadsheet Microsoft Excel manual form 2 1 Submitting information online via the Arrivals and Departures System ADS The ADS is the web based programme that has be
37. ei io Ears ups Usage Auras and Varas Jesarusas ales nesegaas bo be 220r abed ip 4 rr p pranah aded va Danae Gp oong once thes amp cciedrape Fegartuanaen tas been enpeis Deia sd kr retried iu rre Pin e oir ind peg eter ni NN mri e ip Plank cows auos Pe apa ee don ee ey Uia iion Digi biis di caris ler an ciudad m yag Sl betcha ab Pn adt Pha Aud Brno bation i adis arb h m Fa d priua aisi pies Crap Basis er lar cada dee Busca mkr kapica Aw in change bly gdorgiad eel c gemap areas inae prs ieee an Selec eres ATH bo eee a cy atocated eden ar qeoup af cece irem thew apra Eger pran esr Leet Accammcdaten obo haed T8 xcormect Sami Emai Foor ors elie poy to pei mr ama Tr am armies rad m nuuc od al ranaig Fast My amber Per Trip cheat Thus bool eae eee lr ere eee Ieee lage arri ADIT IET D E ia wiper urgcetard Dus dotada o baggage ad wheosicham uas ap jaiei Friars rhe page Giles scit ach decus te parin wisch special baggage Hay tal aa eed i anri cci duras day tee vs Marurga Anivala Accede pn d lanus Accimiiaia oh cai eger Enpi hf Aus elo Att heat chia LAL Pa ar T4 AH 202 TAI VELA LONDON Figure 26 Delegate details as imported from the Accreditation System 26 Arrivals and Departures system user guide 8 2 Sorting the results It is possible to sort the data within the table by selecting the different headings Figure 27 Sorting by table headings example by Accreditation 8 3 Filtering for thos
38. emh Hapri Amivel teot Cagaetum twil E cal kept Baggage Information PENA EJF ec eee lege fon can te sianed ta a ppe Deleg of a repeenertatee such ax a fea OBc is ip trace eth mut ple Saga oo bera of a rueter of deegokes then tur m ato GEHIE Pima iha elcid oer ard intkzrzsed tasas mieriisn i mul esed Reem ing Bom the Marge Armia A Cepat yer padi Legs atama bus Lain Floats gt Daria er sat presa Pisani meei coe ef foe Aleem criar br code por agnam Steal iniii Figure 44 Additional standard and or special baggage b 4O Arrivals and Departures system user guide This baggage will then display in the table at the bottom of the page LLTIIITE TRITEETIPCHUIBEEITETELT IEEE rs TITIO iniit E a mL Brae ije ja hi CEEE ECT Peqraslie pei Caini egne Baggage infenmatan Pane BRE acy EHEH This can fee ected to m urge Cele cef a pope eee such am g Tuam Oca im 1D eed ash mufipis bega on bee of a number of dalegares ian han px BD ee Hte Chat fief aa unam amid ai scecuadbed emp ange efoto r resi eariad hien dud Ben fhe Menage Area k Geet Blur reno Baggage cherie bw Earn Pisae Dami net yet pradei Cum Gece uc EP e loda nimc ja ale qaos DE ce Siyi bepa omiy mamam of 2 kage D Ata URI anc ieee baggage 67 Ain Dimndani m Figure 45 Additional standard and or special baggage c If travelling with large or specialist equipment that is not listed please select Oversized from Type drop down list Please
39. en developed especially for the planning and management of all London 2012 arrivals and departures All Responsible Organisations are strongly encouraged to provide their arrivals and departures data via the web based ADS which has been especially designed to make the process of providing data as smooth and simple as possible Only where access to the web based ADS is not possible should the manual form be completed for accredited participants Before accessing the ADS organisations are required to complete the User Account Application Form so that a username and password can be provided Each organisation is limited to one username and password however this can be shared with others and more than one individual can use this login at one time Only organisations that have completed the User Account Application Form to request a username and password will have access to the online Arrivals and Departures System ADS The ADS can be accessed either through a link on the London 2012 Exchange the official London 2012 extranet or directly through the dedicated web address https arrivalsanddepartures london2012 com LOGIN html Responsible Organisations will only be able to view records related to their own accredited delegates For ease of data entry we will automatically import delegate information from the Accreditation System and associated accommodation information from the Accommodation System Flight timetables are also availa
40. equired to export select the relevant records and click on Export See figure 66 54 Arrivals and Departures system user guide W n kiibhima breit depte AA ATHLETES Dua Fep Tran d Fpi i Tiam a ih mra diaig p With deze Hime Tinne ET ea am TSE decorus DEOR dunk E undi T r i EHE TEH mas his ea Val Fin tions Te Tle a fel Harm pi Tt aqua ves Duiady Tir uL ENE FH Clete usi be eT Hiern 18 xdi 207 71500 ee E Oo Fig Lata TH Der dag Wile Lites Sarti Cow Citi HA Meru et b s HATA Mg Dudas War lth Tei pepe Vaga DEN iien rd ay i iagi Fani T i Cala War HzDatatk TH Tipe Harg k Lais rpi Haas Barn Datei bret Marlee tan r Vale tanm lage ARM EI Figure 66 Exporting individual arrivals departures results to a Microsoft Excel file A window will pop up for you to open or save the Excel file see figure 67 Arrivals and Departures system user guide 55 56 2 fe a ia M 7a ICE Ees alt ee H EEA eee eee eee Minit Zacar Aime i wd Ma cn atm m TRE TL eee ees E Do pra wumd do oper or nam thee File T Mae AOEMTUDRD db Tepe Mann Dur Geet 87 2003 Weribrrl L8 3458 Puno cide pant enr e am OF Sarees aac pai one opens ru ripa zie p Piss bree he inaran rar beet wore thes ow priera 9 Ramer peuc suu Vy cal nk Rem ewm Fo et we fhe oat he eme i Fog et 1 ad 2012 Be LO De Trl e Sarg Vilage is arid Geri berag M Gain Tyree Hamer A Trini lage fern Viiga Figure
41. geben Eur Lee Ae g rem ues De Lgs Lame Soares t Fur wma Pa Lis outa Asiu ort mim he LED m Wa dhzas iri marry Ley wm mii itii rem Cente dd Eripe Gaina Asin Por wita Da DE aa Per thes liner Sx rad nro dupring Gorn a peur ituri Pan LI B riae by deste aire pads ups hus s Tic hee g Cored m Ae Char rie zr Pie opium Bede of banmpor Cour Duswim irn E apeta i dp Se cnmail wan aima by a Dormeda traen bon Conran Eirg Ais asl miis joe ing Inrgartuim zip Tian manie leet gtation Adhd isis Digatuigireisg ED lie ere jug LIH Herne m sas o20ke pares U Da md oF CRC treater VP Figure 15 Ground Eurostar train travel data Where drop down menus are shown within either the Departure station or Arrival station fields please select the appropriate station to indicate the start and end of your journey Enter the number of seats booked or expected to be booked with Eurostar 18 Arrivals and Departures system user guide IF choosing to make your own way from the entry port to your accommodation please select Yes to Opt out of LOCOG transport to indicate that you are opting out of LOCOG transfer where LOCOG transport services are officially available Examples include where an organisation s entourage may choose to meet a delegation and provide their own transport see figure 16 below Date Eriry Te bsp Ge Hinsge AES Lames ime e nme geni ieee Hepes Anjya isni iepen iw Baral mert Add gr vup booking Arrival Fe
42. he link and how to use It Please follow the link to the London 2012 Arrivals and Departures System and complete your travel wheelchair and mobility details where requested to do so Note that the link is to be used only once so please have your travel itinerary to hand when proceeding to the link The first name of the individual is automatically included in the Greeting text so does need not be added Once complete select the Send Emails button 50 Arrivals and Departures system user guide Bisina departires Damri en oa rairs apni Airai fe Hipmi incl Erud Pak te amire l arme Sen Emai Parr Lina isa yog dc peret gn arma ho am ein s qeoop of ahaa peri h the compete dha tree aea dieci wthut the ayrim Lomplete fre brih below sth a eeni ds ma ew trae baggage sfieeic him wef mobbey detiak qa Poel Piaras mote that an ndeiduM cam why ente thew aca on 0n DCCIISOR The isbrvan decl whoa be used m gudaece shes Crate tha emus Tn anari contaeang fre ink im the ones Ere Tha helps explaer The purpose of Tha brk amd how in ura H rence Frame ii ades bi Ee d zin DT Amar an Decatur Siecle and aae pr Pone ete art ote damha p mem puted ju dis n nie Pul Ae ak ott bn Fo cn only oem ior plaar hive pas Prae oey fo Pared eter poci fa Fr bed Acceaditermoe di III part E sail address oe Tarh Josh phramh ani pem 1050003 Dew Locy daba Stephane Arr herGjienden ttt rae TG Cuamger anat i ane igang horn cam For Wer l Cait Jsi Bami
43. igure 73 Arrival tool detail When finished simply close the window 60 Arrivals and Departures system user guide Cutzeg Eaparsu Ades Datei Rari latini Harm il Saal 2320304 Sie nggape Cates ampi Caan Aee Dibi Warme hr Reval et l5 Hiya id liN Bes med lot Ape Hil H aso a nigra Aan tiis A eon ell hoot Reque For those wanting to provide their complete arrival and departure details in Microsoft Excel such as Zeus users an Excel template of the fields required can be downloaded from the link within the ADS 16 Excel import Please follow the instructions on the first tab within the Excel file on how to complete your data noting the baggage advice requirements Once complete the whole file is to be emailed to A amp D london2012 com tor LOCOG to upload on your behalf As explained in the instructions within the spreadsheet template all delegate records not only changes and additions are to be provided to LOCOG this ensures that there are no mismatches with individual records An email will follow your submission of information to confirm it has been successfully uploaded Arrivals and Departures system user guide 61 17 Logging out of the You can logout of the system at any time by selecting Logout in the top right hand corner of the system See figure 74 below Arrivals and Departures System ADS Arrivalz and Depertures Dati Emir Tacit Manage giup E II Barwa a
44. is ima Hohi Agree lai rri yr mm gr iinrdbmm prem ruly evel ec es rmm ETETEN ur hg uea g ru PER r Sect kapaca Areal in charge a eros atocadasd ecb zr gemap ul da ipae arabs Ead pan Cebol Hurra Sgt ba ewe eid aduccbcd dec or ge a edhe deus hs mepris tomes pipa Talka E Secreta dL gpl tare Coe Forumi Foenn em eee prm n empi eem ee Jn om eesti nur ge ee eee rapena frry hat ee hana Pee Pe ole ain hem Irri mr pihen erm pais Po mj Clean fie el fees ere uad rides Rae i GU Zia pifo pried tud deel dl baggage and eich nag dim 390 Firmen hg page sias edi ac i p corem auch specul Gees upp ead ieee asit aut roris debadg of Safy eee sg Rare Armas Accnede pm d ATEM ii liga Fg Tem dl Bec ee oe ey Armen Gece Gyi Harag duima Figure 49 Wheelchair Mobility advice a Use the filters to search for individuals or groups of individuals Under the Wheelchair Mobility advice user column the results display as follows in bold Yes details required advised as a wheelchair user within accreditation registration and details remain to be advised Yes confirmed to be a wheelchair user and or have restricted mobility and details advised No confirmed not to be a wheelchair user and or have restricted mobility Arrivals and Departures system user guide 43 Locate the required individual and click on Edit in the Wheelchair Mobility advice user column see figure 50 e AA wh Category Bpod Diisi rd z anti d
45. itional standard and or special baggage a Arrivals and Departures system user guide 39 A drop down box for Type of baggage will display This list will be appropriate to the individual only for example if competing in a Shooting discipline only the related competition equipment will display as options as detailed in figure 42 however if the individual was a Team Assistant then a choice of all the equipment will be displayed see figure 43 m trie m lex T ama LITE Maren je broken L TELLE CCUCFOE de t Diii f i era IL Ditties Sritead bail fea tel Eintal eget Bag gag mhemm Pegs pirar s ee eee b gairgt hin con te a scKed to g angie Delegate or a repisasriatis auch qs a fear Sca iip reel sert mft ple bags oo beu al a number of detegores then then i N30 aHa Fiore that shesichaa uses aed ax rocabed Sagpege mima Hn mx eceried hee bur from the Munage Areata Departures liter rut Baggage enims ta Linn Fre Dima rit prt peueiizad Pas sea ew of oe ie mnie js Aa por beogare D Band Eapceape any mure of 2 bag 4j E Gdanna iadh aol i Aidtonal Stamin Aiii aa fl ETE HEC Pr a f pat Erama Z2 Pup Ssang F esanma Aer Pali n onn EET baal Gute 1 1 Figure 43 Related competition equipment To add additional baggage requirements select the required Type add the Quantity and click the Save button see figure 44 1 Data Err Teale EZ aimma Mismaga pap binge I BT hanaga STILI Lans erue corel
46. m thes aoa doe bg Dejo briac edhar Ar Docneduted cr Cee Ae Carta a Preis pr Coed Coote Dore ud Cs eee nunt aped buen eee Bet Cee Jarberm Boar Quicucke Tee Dno ua Lhaurrd Freire et etl LPs Lie Gimi Avril fort adada ha LAL m Tas dhizam irisi bey en mid iind Bie Cottier Eo Diii Aveta Eor wia he LK an fer thee iaeia Ex rad or toad deparing beri a pord mihai the LH Shoei by deste aire paaa uis hus Ar Siete E Cred m Ae Chal cr Pie pon kde of benicar Gow Lamyu Tran Capnia ip Se corel ied atan aa Ij d Dimmie traen fon Content Even Aus asi miis jo ig hrgartuim dile Ti rri ate gamin Parka eae Capertee jeg 1451 Ate rm Ju qj OD hirni F be ceed o Da mud pL DCN traf U Figure 16 Opt out of LOCOG transfer To finish the group booking click on the Save button After saving the website will redirect to the original Manage group bookings page and the new group booking will be added to the table see figure 17 below Jatzs Er ry TET TID bla e epar rs Ca Gare art pu Hopi i lirga tul fore mpri kimsa Grup Elek n ke the pecerding of gauzu ef 2 or est Ta anabis C dn tari pim fer Anasa eet Deere aiagjatzna mb paal ja ahaa piip hacaeson erue athe Die eet rg or weed For ike d dniacpri ion cua Sere 100 adim wih a cheated aie ir mh pa ache poe actua ant Cepeda peu eee mia Lhe mrija oP dd sl dang wine bee pes erc Pee Dna oe mri ee eee ee nzb hes ixi wie args Aan wu erag Deserts Aria Drip Bichri ETT Anani
47. med Feat inpe a oda adarirer ruby ruote TES ondas eth i c Erde ed aea ri un ds Aiken pru adtugd acci patioj deletes mem douse io miens Pad areata gmeisd oP abet iiel Lage per petzicm Paa biiga ard iiec Eau xa d iod rici am ind wap Gre Arr mw roges COT Fe Anny ae Graf Bee bro erage seer DF bmd biy ei Sees yar ces P i bja ET TETTE i rara ee T r ditm ds A Cei i SETuRAgA fe Goyer Pore 15 TDi it AME LEI HEA TH bat We ad apu ri fame Purnia Timm 18 miB019 AB ws HIT cree HATS an ae Char ce Priva Peo 2d Ad r2 5 HMA STAMETEDILOMEGON TT PRISATE agil rip 3 ret Seng bare wem LE s Ares Laing Wage idi Dmm irang iur guide DU Be CALAIS IJI DER na Figure 25 Deleting a group booking To delete the group booking in this instance first remove the delegates allocated to the group by following the steps under section 8 7 2 Delete an arrival Arrivals and Departures system user guide 25 e e 8 1 8 Managing arrivals Allocating individuals to a group booking and departures Once you begin your accreditation registration please return to the ADS to advise of individual s travel plans Click on Manage arrivals or Manage departures whichever is applicable from the Home page Details of delegates that are registered within the Accreditation System will automatically have been imported into the ADS and will display as shown in figure 26 Piarum Manage gnuup Baatini hi ye aril Cag Bers tome arth Ynjarh lis bead bol Ebr
48. n the UK When a group is arriving in a private vehicle from within the UK to the same accommodation such as travelling from a pre Games training camp please enter the travel details via Ground Arriving from within the UK Enter the accommodation that you will be travelling to noting that Non LOCOG Accommodation should be selected if staying in private accommodation see figure 20 below lata Eram Tock las wor aps Mdus me deparmrua fgemaps puri COURT leaps Hopon mjr Boa Charen fort Ducal imperi Add group booking Armvad Figh Dae dep dive hil bios ania ether Se Shedd oe Cote fr Chat a P uae muse Eve T omn cif thei diki ed pty Tien drat hin Grud Areg tert iud arde ifr WK o eee Artery Bere wedfert giei LIK Drai Sura inse uade he LER ri For hopi Thiele by a m s amd read iim Coster Suton Ground Ama iom wither the LK ri fer thor traeniing Jy rad or road dgningi Mus a part withen shin W Kira ty Qomemac mera paran ane Hee Aur chaduled pr Corer a E CONG Mace gf 11a esl Cb mu Lire Tem miifa LIF Gari AT uae foam often he LE fo be cum pni fev tho fiery bye ode ei Po ar ped witfun Thw LL ts pewileny sy domei amena miha The LIK pena da tet una Thi onda ai Trot ined pee dete ete he Fa Scheibel Figi a Aa Cheat Figa cgi Accel deviate dart a T Dhyne ising Village Arii chaste 2 Ju BHF bn ander be pan air bet then Y ellage puins pees Pus hicar mwa sea az OT Mis phies n ee a y an rei d Du pis Gg ran HE Ihe Gt anc e
49. n the example below the flight number has been used as the search filter and the results display only those delegates travelling on flight BA1 12 Klaraj Aciwals Dai imm ag fin Eu Figure 36 Search filter example Select the delegates whose travel is to be changed using the tick box on the left hand side and then select Replace Arrival see figure 37 34 Arrivals and Departures system user guide 96 Ja ITI Be E EELIF LG LE HE ATHREN ie Srhquidad mr unarna higi if JUI ee Dai Damn Ong Disig equat d BELG LOMCE HEATHRUCSN ia Gots eee Hen 1b hd BS im Resi Cans Spd eee BL Won eee mr Sonos or Cpnemaneng Page 35 m 2012 EA Taye Ayaan E Cane Gp pe Dares E mms LOND Meo EO Lire Bear SOM Lana Pugmrd Re EAS LE 3xang amu Las EREA BLEG qon HEATIACHN Am Sched orem fiat 35 du A nite omens Canosa Spnmi ile Figure 37 Replace arrival Follow the steps in section 8 5 Managing arrivals travelling by Air Scheduled or Commercial Flight and 8 6 Managing arrivals for other modes of transport to assign the new travel Arrivals and Departures system user guide 35 8 7 2 Delete an arrival To delete an arrival follow the same steps as outlined in section 8 7 1 Replace an arrival however for the last step select Remove Arrival see figure 28 Figure 38 Remove arrival A pop up window will then display asking Are you sure you wish to remove the arrival details of the selected people
50. number please replace the number showing and press Save see figure 23 Aniwals Deeper kis mh L lane Hi rp perma bn iin Peery roam i Ame das ing hmm Eirvri Tiam a FAHIB LORD ELE aR EL kL ug rH Figure 23 Average baggage per person Arrivals and Departures system user guide 23 7 9 Changing a group booking It is possible to make changes or delete a group booking after you have created one in the system To make a change select the Edit button for the associated group booking make the appropriate changes and select Save Figure 24 Changing a group booking To delete a booking first ensure that there are no delegates allocated to the group booking by ensuring the Seats allocated column displays a value of O Select the Remove button for the associated group booking A pop up window will then display asking Are you sure you wish to remove this arrival Select OK to proceed 24 Arrivals and Departures system user guide If there are seats allocated and delegates have been added to this group booking via Manage Arrivals then the Remove button will not display and Edit is the only option possible as shown in figure 25 Dara Emy Lass decem viele lisp te a La Frane CUTE su Hopi TERT ES Legere od cel imperi Wasa Gamp onog m ke the recording of gouge gi Z o Tun 1n enable LOCOS to beat mn te vrais amd Decerturer delegalues av mquenied bo mine Qn bookings once ether paene or canfe
51. of online screens to fill in their travel details If data has already been entered into the ADS such as travel details then they will not be requested to provide this data 2 Games time contact The Games time contact is the person that will be responsible for your 52 organisation s arrivals and departures data during the period of the Games Details of how they are to be contacted should be available here LOCOG will use these contact details if there are any queries about your data that could impact on your service if unresolved The details for the Games time contact default in the system to that of the ADS User Account holder If the contact during Games time will be different to that of the ADS User Account holder please change the details idi e F i i i Ee Arrivals nnd Deportures ENS j m Data Eriry Paina fidit conici dated bs d Ceri Soe nf ced ee Pd be Rel la A m Deets Jua fura a perm ci Hi Car Figure 63 Games time point of contact Arrivals and Departures system user guide 13 Search The search feature is available for you to review the data entered into the system No changes can be made here it is a tool for reviewing data only lata Erary Toc rA llenas gnii Eea rigi hieng mmirat lizmmwat drp es Cees Ee etch Paja Aidad foe Djath til liis Tha Saath feb du neess aii imepaa eed iwf Sorwrpord po Thr reni Fn a Pe Bor yaur Lee usn E pereki m ein ey Thee Mial hara ad eae Aare pr haitu rian
52. ona io ndca s your carae Etandard baggage ariy masas af 2 haga CO WO Adina amini avin pica Exe VU Tea Tugagan ana l Figure 47 Additional standard and or special baggage d The delegate s special baggage data will now change in the Manage arrivals results table to reflect additional information as shown in figure 48 F BE rrr pees Peale ripara Ez Cirt cu oer Cofi ru manm d Ig kel SOS BANI TArt baing Ciltapa Tais amii Deja eiu d Tanp rg I pi Dutadn ered Ergi Aim E Can Ger Caisin epn m ae Dod EX Figure 48 Additional standard and or special baggage 42 Arrivals and Departures system user guide 10 Wheelchair and Where an individual is a wheelchair user or has restricted mobility please el i record details here for transport planning purposes mobility advice Both the special baggage and wheelchair mobility records are the same for both arrivals and departures Wheelchair and mobility advice can therefore be edited in either the Manage arrivals or Manage departures tabs a Manage gioup Peai jigs Missy vat la ieee cepa me Jer Fuge COREE a Hopoii Anha bal HERE Ewesl imgpori Use Puro aed Janage lengua g eras Aaaa n ba soe io a grp pee y ace vul Lane Lp Solos once they Aone Reggie tma been complete Dartads of ar rides ci rnbedualz teeing Tz ianape res preesvaly adepsd e Namaqe Cee Gece cee mug ew added hee ERG Pus Decay Liege iha big IEEE ic H 1 Pua ary pubem T meg Lp fiw 1 mej Hren Pr
53. p bookings page and the new group booking will have been added to the table see figure 21 below Jata Ermrn Tocds p Lim Depr fon ii Ame dafs inves i Care Tagen boched par tata PALE ane dr Figure 21 Results displayed in Group bookings table e 7 7 Manage group bookings Departures Add a new departure from the Manage group bookings page Repeat the above arrivals process for all departures group bookings JU IJ LESE Res ag T Cea ons ka Aridi Anni amp i Core ii Faeries feed sons fla aire ee Cigar Lee mane Figure 22 Adding a new group booking for departures 22 Arrivals and Departures system user guide 7 8 Average pieces of standard baggage Also shown within the main Manage group bookings page is the Average pieces of standard sized baggage per person set to a default value estimated for your delegation Note that a different number can be set for arrivals and departures travel Standard sized baggage is identified as that usually stored in the hold of an aircraft during travel for example the team issued kit bag Dimensions should be no more than 90 centimetres x 75cm x 43 cm 35 5 inches x 29 5in x 16in including handles pockets and wheels Please note that the number of pieces of standard baggage is an average number for your whole delegation and additional standard bags can be added later to an individual s details under Manage arrivals see section 9 To edit this
54. peered Of atarubaed piled kee jur m V7 Save Ta he r a ier Sched of Ca nemanciai Fare Ld BOLT iG Ae a LONDOR HES THR ip Cour of Pria Figi mm IU FERE GHELEE DE TF FANTE oh ALL am mu S Figure 17 Results displayed in Group bookings table c Arrivals and Departures system user guide 19 15 Adding a group booking travelling by Ground Arriving from outside the UK For those groups travelling from continental Europe in a private vehicle to the same accommodation please advise travel via Ground Arriving from outside the UK Add the arrival and departure dates and port details within the appropriate fields Include the accommodation that you will be travelling to noting that Non LOCOG Accommodation should be selected if staying in private accommodation see figure 18 below Jam riry Teed Add poup booking Anse From he ap desi liz 3 mg teu d EMEN IDEE um igna F tiimi 5 mrbna pienie iih Bartunl debi Figure 18 Ground Arriving from outside UK arrivals details IF the vehicles used for arrival will be travelling to one of the Olympic Villages please provide the vehicle registration number licence plate where possible LOCOG will then be able to prepare your Vehicle Access and Parking Permit VAPP Please also advise if the vehicle is pulling a trailer such as a boat trailer These two fields are not mandatory and can be completed closer to the Games To enable LOCOG to
55. roe Toss of hass On TO BOph fen Get fee Grune gt Aen dorm cone fis UK pr Coe Arne fee vein tva LI Tatar Amang bum marema then LIE a tu ihesa bomen bey pis ed mad Bnet Caminan si amps Driana seed hrn aed ri thee LIK ri ia hasa Perg Py imd un raid apiti ee jx mhn Bos LE Piditesiing by dornaww mira shames gus jhe Li Conheeshdas op Conreria Fee on fie Dhea or Props Feyi Segun Dia te eer eed you wal Heri be bahen JA a ba 3f all pingi ectered Groop Beoknga a an agian dn add a Mee boating Add arrival detaih for the follonting people liane Jeroen Michael Argent Sener Gren iry iner dme Feis Mie Tin hiihii Elke Dua Exwan Palat doses Ruth Cane Fu Einin Maisi Made of tractor Am Scheduled o Corctertial Figa pe Charte gr Pera Mhh Ground Ema Tiam Liza orbem Tp hide LE Cis Atm bom unifen LIK Figure 31 Manage arrivals mode of transport a Arrivals and Departures system user guide 29 A list of existing group bookings for that mode of transport will then display along with the option to create a new booking as shown in figure 32 Add arrival detasa for the falloning people Clete ae png fam dd erram tabe Trai j ri cT ras ena rcio plsin hots aio qued CH pert tLe Dum adr Figure 32 Manage arrivals mode of transport b 3O Arrivals and Departures system user guide Select either the required group booking and click on the Save button see figure 33 or follow the s
56. rt to ensure the superior handling of electric wheelchairs Each will be given specific information on how to handle each type of chair including volumetric measurements weight what parts are removable and how how the chair should be secured in the hold enabling them to plan for the hold area of the aircraft more effectively Whilst not mandatory organisations are requested to advise the manufacturer and product type for electric wheelchairs from the list provided Note that the product list is determined after first selecting the manufacturer see figure 53 Arrivals and Departures system user guide 45 I Brut Srey LITE LILCHDBESI Li it l ash Hannpes SUITE Cia Ge Ils Somer a PET LT Ru Fiii demi Wheelchair informateon Fo al ehencha unge pelis miam the ing Vihesicras miana ke Jahn Set arg vim Ee Wiame Ene 1 Titrinfeccanee A f Cines ir Ebanga Gimer Far Archies pama khna any ACMA Compete whsecichacs That Thal e pabang sp fe nc Comparto usa tipa Quanti Walny Toraan Passe cna i you hia B du or mob dy expaecerr of am unable Dr gtand fe dong peeoda H lema Figure 53 Advise of electric wheelchair manufacturer and product 10 3 Preference for individual transport transfers Select a drop down option from the Transferable option if the individual would prefer to transfer to a vehicle seat for onward transport to accommodation Yes or remain in their wheelchair No see figure 54 z 3 ijm
57. td y One Churchill Place ne N re cyc Canary Wharf gen N When you have finished with London E14 5LN Ec b IN this publication please recycle it Switchboard 44 0 20 3 2012 000 Dm Fax 44 020 3 2012 O01 po EN london2012 com ION J iw l N B N N N N Pp p This publication i is available on request in other languages and formats To obtain these please quote reference number LOC2012 AAD 1722 Email info enquiries london2012 com Phone PV 0 845 267 2012 This document can be found in the publications section of london2012 com p Pp This document is correct as of 15 05 2012 Thig document and the official Emblems of the uim 2012 Games are london Organising Committee of the Olympic Games and Paralympic Gpmes Limited 2007 2012 All rights reserved p Plinted on recycled material made from 100 FSC certified post consumer waste and manufactured in the UK This job was produced at a printer certified with ISO 14001 En ivironmental Management Standard FSC www fsc org RECYCLED Paper made from recycled material FSC
58. teps for a new commercial flight as per section 7 2 Adding a group booking travelling by Air Scheduled or Commercial Flight Add arrival detasa for the following pecp Figure 33 Manage arrivals select group booking Arrivals and Departures system user guide 31 Once saved the travel details will update in the table as shown in figure 34 ff Lekir m unrtaeeablFus 7 av Dii peed Coe BEL Guen Lucr Agi Bude ad Conrad Pld a 4 Lmiuuaz datu idl ape TELE LOM HE RTHRV Taas Ani Des Aw Soups sp rrpmacz F sn 18 i A BAR Deme Haag i canes bo tect His guru Ec i BS LORDIN HEATHA DA ines Polar I Aw booed er Caremdrcg Might 5 4i P712 BAS Cimpina A anos Dori lace Ding ieee di BELmE LODS HERTHRIE Ezimd Dare Aw Miei ar amea Fan Thu 2002 A hmm Garey ili ya ims Cy ie a1 ir Eide a ee ugh 35 DN Capit Has d Canca pei iea Dee reed EE Lees Nac id 2 Te Figure 34 Manage arrivals results If you return to the Manage group bookings page the arrivals table will have been updated to reflect any additions to original group bookings as per figure 35 where the two 2 individuals are now allocated 32 Arrivals and Departures system user guide lok zit Tocds dr SLUPILP EL Mime crure ees aes ihe ee Tena 88 Mirpur ta Mahai bend pi m ETITTLEETTUITI Lur m kiez Grasp Belong m Ey tie miming al grouse di or mom Ta sha LOCO 15 baai Glas ier Amman and bou daaa ie apaa a aa Gt bn ses edher pn pr ra Por n
59. use over the symbol which is shown throughout the ADS will display additional information to help you complete that particular section 3 Arrivals and Departures system user guide 11 7 Manage group bookings When your organisation is given access to the ADS you may not know who your individual delegates will be However you may have made a booking or plan on making a booking for delegates with an airline or Eurostar To assist with LOCOG s planning Responsible Organisations are requested to enter the details of these bookings via the Manage group bookings tab Once the members of your delegation are known the quickest and easiest way to add travel data to the system is to first add a group booking and then allocate individuals under Manage arrivals and Manage departures A group is defined as two or more people travelling together to the same accommodation 7 1 Adding a group booking To add a group booking click on the Manage group bookings tab IF you have not yet added group data both the Arrivals and Departures tables will display with no data as shown in figure 8 Arrivals and Departures arrivals kimie rd Fao fle vi an aper atium Dats Eriry LLL x Arrnmid Be Arrie in P Petree bones ioc acl ba wa Artmud dates Amm in ia iif iom E Figure 8 Manage group bookings For either arrivals or departures click on the Add New button to make a group booking From the
60. user guide jata Evary Masia njesi p dle pate ee ae Gre ra ra I Anrhe termed lagaprture qol Poca impori Add grows booking Arial E rom ras dup deam Rat baise pahed bdr Oo chen zc Cremec Ae Lhacdeeesd cob emis H CHELE uate Ka bf themed dei Pe inppry han aider Bien Cute Anri de airh Ha LIE er ortis Arte Oreo tian Tes LEK Lurznad rud Bex teie Da DE ra Bor heh Haag oy Get ated rcd Farm Cosibsantal Sens Dhimmi o erred fom ad bur ea L ii Pi Helio Fm vgl Praed il Fs ha artem i pem d Fes LL Pima by eee rira q spus GR uer Zclbheddel un Commercial prs Charhuesd of Prada poto Basis of iranran Sa Changes dn mam Figh T Chater ar Payane Mhgnt a io be completed shen among by AET or paa emun ce ame gt hive thad the Pig Mamae can amp e the Ragaitribon lumber d mora apprcprade ged the Arm emaro can ba lel hia P rai ran Arrival light Lass serma only Deparia rate T au 2613 t Figi mardi je g DAZ Tru darse IT PRIVATE Afi IHEE Divpariurs ert PARS CHARLES DE GAULLE eas DG Arva anser STANSTED LONDON Code ETI Ard rarmns hi A Arval chain i c4 Mami humus a g Sid Bumbar mi sean Dostsdiosasnad i Ot nut ii LOCDO tarie UN Figure 13 Opt out of LOCOG transfer To finish the group booking click on the Save button After saving the website will redirect to the original Manage group bookings page and the new group booking will have been added to the table see figure 14 below LEE EL Teala i TET ESSI
61. vaults or massage tables that require additional handling Please enter details of all items of special baggage to enable LOCOG Logistics to plan for the movement of your bags even if travelling privately so that we can be best prepared Both the special baggage and wheelchair mobility records are the same for both arrivals and departures Baggage can therefore be edited in either the Manage Arrivals or Manage Departures tabs Note that it is possible to allocate multiple baggage to one individual in a travelling group such as a team assistant rather than assigning to all individuals 9 1 Adding baggage requirements Click on either Manage arrivals or Manage departures tab whichever is relevant Use the filters to search for individuals or groups of individuals Under the Special baggage column the results display as follows in bold Details required no data advised and details remain outstanding No confirmed not to be travelling with special baggage Yes confirmed to be travelling with special baggage Locate the required individual and click on Edit in the Special baggage column see figure 39 Arrivals and Departures system user guide 37 Bc Mi Cy Donal CI CHI DT i hina ALTO MR fie pi 7 Bn Bip Ae ATFTAM ACC Carr EEA pani Luce ig Boeij m Gemman fiait 18 Ad Sea CHrmpi Sling Malaga LE LO FE a ee Ges Pees Caves Soret ar hisi m Concerta 15 24 2072 ha Arp Airey amp Canes pri age EU LOMO
62. will be taken to the Home page The screen displays a number of selectable tabs in grey that are separated into two groups Data Entry and Tools Data Entry includes the sections that you are required to enter arrivals and departures data in Tools includes sections that assist with the completion of your data such as a Search function and Reports These sections are non essential and are offered as a means of assistance Arrivals and Departures lata Eiry Tagit lore Maga aphal Manage departas Ci e ai Tah apara Arealas Oepacretonl Excel kapori Figure 5 ADS Home page The Home page includes instructions on how to complete your data A table the Arrivals and departures details completed summary towards the bottom of the page shows the level of progress that has been made with your arrivals and departures data entry Manage puup Bexshings Phasa tale aly T Lai rime Comat ia EM us PLIEET ES sssrin tnl fel mewt Tha Jara and Caprie ea Syrie iu bo captus tha irassi ipae of as gccoedogd Gurney meaty arteredex ihe Laeron 2013 Gip aed Pate Games in ebion ip ira freres Papua MEOH KEEFE 3nd whlch uae infoematon pi ata capneed Tii ries LOCO To pluri dar pai feal min acid dear wrpecanm d a porem arrugas zi ad iba ery ed An delecti mm eed dm tian her riari dla hia he yil am cneng sla am poe ed hii care dp retzr Ez the eye ped Lig hee ee bea rude hz arg dimos The Ebrwrg aps coo s Entel wen ender Hili Tiap TE or pee co ee a ee e
63. zo oe added here NI 3 nae DOOR L us Iw raa Luca lU N a b ibik Dd ial DU Medie Duu em PRORT arr RTI Rl KC Um a Dg p pa y sil ee de ipaa br D L ias a Tair Rapip Jure 1n change a pry shoo eed qup x cadens iran mung el an fae Wars Anal ea m pasara aera sys ee ein a quleuh aig iram ria epi imam plan Dale Exil hcnrrmmatldidem dd 1l bigeye r eT Tesi Emal Farm Lie siomi pras te and an eri 12 ann ndnidus or gro ol indiiuala esae alins that ley icici bhar irpo nb Tha bool mabisa fica b erar thee Iro baggage and wheats DECA S descr Y is rh purtin hy ipon 1h iai cl lege and ove te ias arm ied Fri Tin pice purum po amu h iid lu Cot wach apwria Gee We kcu Lene a T Ei ce dbwlaedu zl hy teh nr Altea denda Ameti cc Does Cela eed Srp waza Deam Peer Ceti requ Figure 58 Email link to online form Arrivals and Departures system user guide 49 The screen as per figure 59 will then display Manage dipakai Games lina cemiect foorh Hapus AnWalies Geperieminct Frcel imperi Emad fink te ondire form Figure 59 Email link to online form request page Supply an email address for each individual and then compete the Subject text Complete the message Body with a request that the individual or group of individuals enter their travel baggage wheelchair and mobility details as required The page includes guidance text as below that can be copied and pasted into the message Body to help explain the purpose of t

Arrivals and Departures system user guide

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