General Shipping Instructions for your Tradeshow, Expo, Conference or Event
Tools, Tips, Deadlines, and Specific Instructions
The following instructions are provided to assist you in the planning of your shipping arrangements. As an Exhibit Transport customer, you will benefit from our 24/7-customer service staff accessibility and our web based project management solution to track and trace your shipment from anywhere.
Exhibit Transport, is a provider of international and domestic exhibition transportation and logistics project management. Offering complete foreign and U.S. Customs clearance formalities, supervising the delivery to and from each facility.
Exhibit Transport will also supply pre-printed shipping labels to and from each event.
Table of Contents
- Shipping Tools Links
- Documentation Requirements
- Case Marking/Packing & Fumigation Requirements
- How to Mark Your Boxes
- Cargo Restrictions
- Types of Customs Importation
- Export Licenses for Controlled Materials
- Hazardous Goods
- Return Shipments
- Cargo Insurance
- Payment Terms
Consolidation Instructions:(PLEASE READ BEFORE SHIPPING TO THE CONSOLIDATION ADDRESS)
Please make sure to ALERT us when you send a shipment to our warehouse facilities via a third party carrier or courier. Please let us know how many pieces you have sent, an estimate of the weight, and a tracking number or way bill from your selected carrier. To avoid any confusion, ask Exhibit Transport for a cost estimate to collect your goods from your door and deliver to our consolidation address(s) below.
You can send your ALERT information by visiting www.exhibittransport.net and clicking the “Support” button on the left hand margin. You may call, FAX, or write this info to our contact information on the first page or on the footer below. If you do not receive a confirmation of alert with in 24 hours please re-alert.
Failure to ALERT us to your incoming packages, you could incur costs for refusal of delivery or extra delivery fees if we miss your delivery.
Links to Exhibit Transport's Shipping Tools:
Credit Card Authorization Form
Export Power of Attorney
Customs Power of Attorney
Shipper Supplied:Temporary import, permanent import and give-away items sent to ITALY are to be invoiced and packed separately for customs purposes.
An original commercial invoice is required for the export of your shipment. The commercial invoice must provide accurate information regarding quantity, description, dimensions, weight, value of each item shipped and country of manufacture. Quantities and contents listed on your commercial invoices must match exactly those actually being shipped. Please indicate the Schedule ‘B’/Harmonized Tariff Code for each item shipped. If you require assistance in determining the code for the goods you are shipping, please visit the Bureau of the Census-Foreign Trade Division website: http://www.census.gov/foreign-trade/schedules/b/
VERY IMPORTANT Advance copies of Commercial Invoices (for review and classification) must be e-mailed or faxed to our office.
Original documents must accompany your shipment to our warehouse. Place the invoices in an envelope marked “Export Documents” and adhere to the outside of the cases.
Exhibitors are advised to use sturdy, strong, reusable containers to protect against the rigor of international transport. Cardboard cartons are not recommended, especially if the goods are to be re-exported at the conclusion of the show. Ask about out our “Green Box” solution for your shipping container needs, available for both rental and purchase. Exhibit Transport will provide each exhibitor a set of shipping labels to and from each show on the tour.
MAKE SURE YOUR CASES ARE UNLOCKED it is imperative to allow Customs to inspect the contents. Cases need to be unlocked.
IMPORTANT NOTE: Temporary import items should be packed and invoiced separately from permanent import items. Please enclose a copy of the commercial invoice/packing list inside of each carton. ALL CARGO IS SUBJECT TO INSPECTION AND MIGHT BE OPENED AND COMPARED TO THE DETAILS LISTED ON YOUR COMMERCIAL INVOICE(S). DISCREPANCIES WILL CAUSE DELAYS AND POSSIBLE ADDITIONAL COSTS AND FINES.
All materials used for packing your freight (pallets, crates, etc…) made of SOLID WOOD must be fumigated in the country of origin. The outside of your wood packing must be stamped with the following quality/treatment mark issued by accredited inspection agencies:
- IPPC (International Plant Protection Convention) Logo
- XX (ISO country code)
- 000 (Code assigned to the company carrying out the fumigation procedure by the National Plant Protection Organization)
-YY (Fumigation method-either HT (Heat Treatment) or MB (Methyl Bromide)
****Packing Materials made from plywood or plastic are exempt from the above regulations.****
Please watch our video to prepare your pallets for international shipping.
The proper marking and labeling of your shipment is key to it arriving at an international destination in complete and free of any customs delays. Exhibit Transport provides all customers with pre-printed shipping labels for the round trip journey that your cargo will make.
If sticking our labels to cardboard or plastics shipping containers, there is no need to add any adhesive or place any tape over our labels. They are weather proof and very durable. However, if attaching to any wood articles, please place a staple or two in the corner of each label to insure that they stick for the entire journey.
Packing Materials:If you require eco-friendly, export complainant, packing materials, just let us know! Exhibit Transport is a leader in providing our clients with 21st Century solutions to reusable packing supplies.
Ask us about:
- Plastic Pallets
- Eco Friendly Bubble Wrap
- Re-Usable Green Boxes
- Stretch Wrap
- Packing Corners
- Recycled Packing Tabs
- And Much More...
Items for permanent importation into ITALY will require payment of customs duty and vat. This includes any and all give away items, including literature, brochures, catalogs, etc…
Certain products (seeds, grains, foodstuffs, textiles, leather and some defense related products) require special permits and certificates issued by an appropriate E.U. Government Ministry prior to their arrival in ITALY. Exhibit Transport can assist in obtaining these permits. We require an advance completed commercial invoice and if possible, a copy of your advertising or sales brochure for each product being shipped.
Items for temporary importation into The E.U. (any item which will be re-exported from The E.U. at the end of the show) must be packed and invoiced separately from those items that will remain in The E.U. (sold, distributed or given away).
Descriptions for all items being sent to The E.U. should be simple and easily understood. The description must also indicate model and serial numbers and they must match the actual items being shipped. Any discrepancies discovered by E.U. Customs will result in the seizure of the entire shipment. Neither Exhibit Transport nor our agents are responsible for the accuracy of the documents prepared by the exhibitor; therefore, we cannot accept any responsibility for seizures that are the result of inaccurate invoices.
We do not recommend exhibitors hand carry exhibit materials to the show. E.U. Customs may or may not elect to search your baggage and any items deemed not to be personal effects might be detained. If you must carry on or check something as baggage, let us know and we can suggest some tricks or the trade.
If this happens, (Customs takes issue and seizes your goods) you will need to enlist the assistance of a Customs broker to lodge a formal clearance to obtain release of your goods. This process can be expensive and may take several days to complete. Exhibitors attempting to hand carry items do so at their own risk.
E.U. Customs will not accept the term “No Commercial Value” for any item. For giveaway items, we suggest you use the lowest possible realistic value. For sellable material, your commercial invoice must reflect the price at which you actually plan to sell the item. Once a value is stated on an official document it cannot be changed. E.U. Customs reserves the right to determine commercial value, should they consider the value proved to be false.
Exhibit Transport, our agents and carriers are not responsible for broken glass, the condition of any perishable goods upon delivery to the show site or any other freight deemed insufficiently packed.
Exhibitors are strongly advised to fully insure all exhibit Materials and displays during transportation to and from the show, including the period when the goods are actually on display. Please see or limits of liability below. I you would like to carry cargo insurance and increase the declared value of your goods, let us know and we will be happy to quote you.
Any material that is entered into The E.U. on a temporary must remain in the custody of Exhibit Transport and/or our designated agents/carriers until:
The goods are either returned to our terminal, a U.S. destination airport or the goods are returned to a destination outside of E.U.
The goods are entered permanently into The E.U., whereby The E.U. importer of record must make a permanent entry with E.U. Customs referencing the original temporary entry and proving payment of all duty and tax.
The E.U. does participate in the ATA Carnet program. Depending on the size, value and type of items you are shipping, an ATA Carnet might be appropriate. Exhibit Transport can assist with or obtain on behalf of the exhibitor an ATA Carnet, when appropriate. Please contact us to determine if an ATA Carnet is the best way to ship your exhibit materials.
Please check to see if any portion of your shipment requires a U.S. export license prior to it leaving the country. For clarification, we suggest that you contact a trade specialist at your district office of the Department of Commerce, the Washington office of the Department of Commerce, or the U.S. Department of State. Further information can also be obtained at the websites listed below. It is the exhibitor’s responsibility to obtain the applicable license prior to the goods leaving the USA.
Department of Commerce: http://www.export.gov/regulation/index.asap Bureau of Industry & Security: http://www.bis.doc.gov/
Shipments containing hazardous goods require special handling and documentation. Many steamship lines, airlines and trucking companies have strict regulations which dictate that such shipments be moved separately, properly documented and packed in strict accordance with current laws and regulations.
All of the goods that you ship back to the U.S. will be subject an E.U. export clearance process. Return transit times are affected by mode of transport, customs status, and security issues. In order to comply with E.U. regulations, exhibitors are required to determine their return freight requirements prior to the event and advise Exhibit Transport, LLC. Our on site project coordinator will liaise with each exhibitor to insure we have an accurate account of all items being returned to the U.S.
Exhibit Transport, LLC Liability for loss or damage of materials entrusted to them for shipment is limited to that of the carriers and/or agents employed to provide such services. All work is undertaken at the owner’s risk and otherwise in accordance with our terms and conditions, a copy of which is available upon request.
Exhibit Transport can provide full transportation declared value coverage for your goods while in transit. If do not choice to insure your goods, our limit of liability is $.60 per pound, per piece of cargo that is damaged under the control of Exhibit Transport or it authorized agents.
ALL INBOUND CHARGES ARE DUE PRIOR TO THE OPENING OF THE SHOW, UNLESS CREDIT IS ESTABLISHED WITH EXHIBIT TRANSPORT, LLC. RETURN CHARGES FOR CONSIGNMENTS BEING SENT TO ANY INTERNATIONAL DESTINATION ARE DUE PRIOR TO THEIR DEPARTURE FROM THE E.U..OUTBOUND HANDLING CHARGES FOR SHIPMENTS RETURNING TO THE U.S. ARE DUE IN FULL PRIOR TO ANY GOODS BEING RELEASED.
All invoices will be in U.S. dollars. Duty, tax and all handling charges for goods staying in The E.U. must be paid in full before anything is delivered to the buyer. Payment can be made via wire transfer, company checks drawn from a U.S. bank or by credit card American Express, VISA or MasterCard.
In the event of non-payment, for any reason whatsoever, that should result in the use of collection agencies for recovery of outstanding monies, Exhibit Transport, LLC reserves the right to full recovery including any deductions of costs imposed by the aforesaid agencies. The aforementioned terms and conditions shall be construed according to the laws of the State of California. It is further agreed that in the event of any suit to enforce any of the terms and conditions hereof, then that instance the prevailing party shall be entitled to reasonable attorney’s fees and costs as fixed by the court.