KEEP IT SIMPLE CSS LOGISTICS, LLC For ALL your Tradeshow Freight Needs

Transcription

1 KEEP IT SIMPLE CSS LOGISTICS, LLC For ALL your Tradeshow Freight Needs Discounted Show Freight Rates Time Critical Automatic Tracking Notification No Detention Charges Outbound Ground No additional charges for weekend/after hours pickups Bill of Ladings and shipping labels ed to you Ground Air Domestic/Canada International CSS LOGISTICS, Inc 1921 Bellamah NW Albuquerque, NM p f

2 INTERNATIONAL FREIGHT INSTRUCTIONS INTERNATIONAL AND CANADA INSTRUCTIONS (REQUIRED DOCUMENTS) The following information is required to begin the process of setting up a pick up: 1. Complete Page 1 of the Order Form in its entirety including Cargo Description: Cases, boxes, crates, how many of each type (remember no wooden packing without IPPC stamp) 2. 3 copies of a commercial invoice with detailed description of items inside the cargo along with value in USD EXAMPLE: a. 1,000 Pens, Ink = Value $ b. (2) Banner material graphics = Value $ c. (1) Framed pop up exhibit = Value $ 3. Packing list of all the above without Value $ 4. Consumables (printed materials, samples, giveaways) need to be on their own invoice, include the country of origin or manufacture on the same line as your detailed description 5. Does the company have a US Customs Assigned Number from importing to the USA previously? Y / N a. If yes what is it? 6. What service(s)? Door to Show ; Show to Door ; Airport to show; Show to Airport. At the close of the show to return freight NOT shipped in by CSS Logistics, LLC. but you desire to have CSS Logistics return your freight, please provide all above information as well as the following: 1. Provide Import Broker name, phone number &

3 INTERNATIONAL FREIGHT IMPORT ORDER FORM / REQUEST FOR QUOTE INTERNATIONAL AND CANADA IMPORT FREIGHT SERVICES Show Name: Booth # Shipper: Pick Up Address: City State Zip Available for P/U (Date Time AM / PM) Destination Airport: Shipping Method Desired: Air (Circle One) SPECIAL SERVICES NEEDED / REQUESTED (CIRCLE ALL THAT APPLY) Home Pickup / Delivery Liftgate Required Y / N High Rise Business office Y / N Limited Access Y / N Remote Area Pickup / Delivery Hazardous Materials Y / N Type: Food Y / N Poison Y / N No. Pieces Pkg Type: Carton/ Fiber/Crate/Skid Description of articles, special marks and exceptions (Provide details on Packing List & Commercial Invoice) Consumable Y / N Dimensions CIRCLE ONE centimeters / inches EST Weight Kf or Lb CREDIT CARD AUTHORIZATION (DRAWN ON US BANK) Your credit card must be on file to move your freight off the show floor. Providing a credit card affirms you have received and agree to the attached Uniform Bill of Lading Terms and Conditions All freight charges are paid in full at time of weight verification (approx. 24 hrs after pickup) Visa (begins with 4) Mastercard (begins with 5) American Express (begins with 3) Credit Card Number Expires mo/yr CIV Code Billing Zip Code Signature Print Name on card CLEARLY Emaiil

4 UNIFORM STRAIGHT BILL OF LADING TERMS & CONDITIONS Sec 1. (c) (d) Sec 2 Sec 3 (b) (c) (d) Sec 4 (b) The carrier or the party in possession of any of the property described in this bill of lading shall be liable as at common law for any loss thereof or damage thereto, except as hereinafter provided: No carrier shall be liable for any loss or damage to a shipment or for any delay caused by an Act of God, the public enemy, the authority of law, or the act or default of shipper. Except in the case of negligence of the carrier or party in possession, the carrier or party in possession shall not be liable for loss, damage or delay which results; when the property is stopped and held in transit upon request of the shipper, owner or party entitled to make such request; or from faulty or impassible highway, or by lack of capacity of a highway bridge or ferry; or from a defect or vice in the property; or from riots or strikes. The burden to prove freedom from negligence is on the carrier or the party in possession. Unless arranged or agree upon, in writing, prior to shipment, carrier is not bound to transport a shipment by a particular schedule or in time for a particular market, but is responsible to transport with reasonable dispatch. In case of physical necessity, carrier may forward a shipment via another carrier. As a condition precedent to recovery, claims must be filed in writing with: any participating carrier having sufficient information to identify the shipment. Claims for loss or damage must be filed within nine months after the delivery of the property (or, in the case of export traffic, within nine months after delivery at the port of export), except that claims for failure to make delivery must be filed within nine months after a reasonable time for delivery has elapsed Suits for loss, damage, injury or delay shall be instituted against any carrier no later than two years and one day from the day when written notice is given by the carrier to the claimant that the carrier has disallowed the claim or any part or parts of the claim specified in the notice. Where claims are not filed or suits are not instituted thereon in accordance with the foregoing provisions, no carrier shall be liable, and such claims will not be paid. Any carrier or party liable for loss of or damage to any of said property shall have the full benefit of any insurance that my have been effected, upon or on account of said property, so far as this shall not avoid the policies or contracts of insurance, PROVIDED, that the carrier received the benefit of such insurance will reimburse the claimant for the premium paid on the insurance policy or contract. If the consignee refuses the shipment tendered for delivery by carrier or if carrier is unable to deliver the shipment, because of fault or mistake of the consignor or consignee, the carrier s liability shall then become that of a warehouseman. Carrier shall promptly attempt to provide notice, by telephonic or electronic communication as provided on the face of the bill of lading, if so indicated, to the shipper or the party, if any, designated to receive notice on the bill of lading. Storage may be, at the carrier s option, in any location that provides reasonable protection against loss or damage. The carrier may place the shipment in public storage at the owner s expense and without liability to the carrier. If the carrier does not receive disposition instructions within 48 hours of the time of carrier s attempted first notification, carrier will attempt to issue a second and final confirmed notification. Such notice shall advise that if carrier does not receive disposition instructions within 10 days of that notification, carrier may offer the shipment for sale at a public auction and the carrier has the right to offer the shipment for sale. The amount of sale will be applied to the carrier s invoice for transportation, storage and other lawful charges. The owner will be responsible for the balance of charges not covered by the sale of goods. If there is a balance remaining after all charges and expenses are paid, such balances will be paid to the owner of the property sold hereunder, upon claim and proof of ownership. Where carrier has attempted to follow the procedure set forth in Section 4, subsections 4 and (b) and the procedure provided in the section is not possible, nothing in this section shall be construed to abridge the right of the carrier at its option to sell the property under such circumstances and in such manner as may be authorized by law. When perishable goods cannot be delivered and disposition is not given within a reasonable time, the carrier may dispose of property to the best advantage. (b) Where a carrier is directed by consignee or consignor to unload or deliver property at a particular location where consignor, consignee, or the agent of either, is not regularly located, the risk after unloading or delivery shall not be that of the carrier. Sec 5 (b) Sec 6 Sec 7 (b) (c) Sec 8 Sec 9 In all cases not prohibited by law, where a lower value than the actual value of the said property has been stated in writing by the shipper or has been agreed upon in writing as the released value of the property as determined by the classification or tariffs upon which the rate is based, such lower value plus freight charges if paid shall be the maximum recoverable amount for loss or damage, whether or not such loss or damage occurs from negligence. No carrier hereunder will carry or be liable in any way for any documents, coin money or for any articles of extraordinary value not specifically rated in the published classification or tariffs unless a special agreement to do so and stipulated value of the articles are endorsed on this bill of lading. Every party, whether principal or agent, who shops explosives or dangerous goods, without previous full written disclosure to the carrier of their nature, shall be liable for and indemnify the carrier against all loss or damage caused by such goods. Such goods may be warehoused at owner s risk and expense or destroyed without compensation. The consignor or consignee shall be liable for the freight and other lawful charges accruing on the shipment, as billed or corrected, except that collect shipments may move without recourse to the consignor when the consignor so stipulates by signature or endorsement in the space provided on the face of the bill of lading. Nevertheless, the consignor shall remain liable for transportation charges where there has been an erroneous determination of the freight charges assessed, based upon incomplete or incorrect information provided by the consignor. Notwithstanding the provisions of subsection above, the consignee s liability for payment of additional charges that may be found to be due after delivery shall be as specified by 49 U.S.C 13706, except that the consignee need not provide the specified written notice to the delivering carrier if the consignee is a for-hire carrier. Nothing in this bill of lading shall limit the right of the carrier to require the prepayment or guarantee of the charges at the time of shipment or prior to delivery. If the description of articles or other information on this bill of lading is found to be incorrect or incomplete, the freight charges must be paid based upon the articles actually shipped. If this bill of lading is issued on the order of the shipper, or his agent, in exchange or in substitution for another bill of lading, the shipper s signature on the prior bill of lading or in connection with the prior bill of lading as to the statement of value or otherwise, or as to the election of common law or bill of lading liability shall be considered a part of this bill of lading as fully as if the same were written on or made in connection with this bill of lading. If all or any part of said property is carried by water over any part of said route, such water carriage shall be performed subject to the terms and provision and limitations of liability specified by the Carriage of Goods By Sea Act and any other pertinent laws applicable to water carriers OP-088 6/07

5 ***3 Copies required*** COMMERCIAL INVOICE Shipper/Exporter Customer Ref No: Customer Ref No: Customer Ref No: B/L, AMB No. Country of Origin Date of Export Consignee Notify: Intermediate Consignee Forwarding Agent Export References SAMPLE Items highlighted in yellow are required Air/Ocean Port of Embarkation No/Type PKGS Unit Quantity Gross WGT Kilos / lbs Detailed Description of Merchandise Unit Price USD Total Value USD Fiber Cs 1 65 lbs Give Details - EXAMPLE: Exhibit Booth Table Top Exhibit, expandable frame, fabric banner, manufactured in Germany $236 $236 CONSUMABLES SHOULD BE LISTED ON THEIR OWN INVOICE TTL PKG 1 TTL WGT 65 lbs Package Marks: Misc. Charges (Packing, etc..) $ Transportation Cost $ Insurance Cost Other INVOICE TOTAL (USD) These commodities, technology or software were exported from the United States in accordance with the Export Administration Regulations. Ultimate destination Diversion contrary to U.S. law prohibited. $ $ $ AUTHORIZED SIGNATURE THIS INVOICE IS CERTIFIED TRUE AND CORRECT

6 0 PACKING LIST Exporter/Beneficiary Marks Applicant/Ultimate Consignee Deliver to Name, Address, Telephone, AWB/Bill of Lading Number: Invoice No Invoice Date Exporting Carrier Description of Goods List Items and Quantity Separately (Indicate consumables) Packed As: (pick one) Crates, Cartons, Cases Total Gross Weight In: (ie.kilos, lbs) Country of Manufacture:

7 GENERAL INFORMATION FOR SHIPPING TO A TRADE FAIR OR EXHIBITION IN THE USA To locate a Port of Entry: US Customs and Border Protection Information: TYPES OF ENTRIES FOR TRADE SHOW EXHIBITS 1.ATA CARNET (best choice): An ATA Carnet is an international customs and export-import document required whether hand carried or shipped. It must be acquired from the country of origin. It is used to clear customs without paying duties and import taxes on merchandise that will be re-exported within 12 months. The ATA Carnets do not cover consumable or disposable items (promotional and marketing items) 2.TEMPORARY ENTRY: A temporary import bond or TIB is another option for importing tradeshow booths into the United States without payment of duty, by posting a bond to guarantee that they will be exported. The amount of the bond is usually double the estimated duties. Goods imported under a temporary import bond can remain in country without the payment of duty for up to a year. These goods must be brought back to the country of export before the expiration of the bond period to avoid the assessment of liquidated damages in the amount of the bond. If the goods are not exported, the bond is forfeited, usually in the amount of twice the value of the customs duties that would have been payable on the products. A TIB does not cover consumable or disposable items. 3.CONSUMPTION (permanent entry): items such as promotional giveaways, brochures, or samples remaining in the USA and subject to duties and tax. These items should be packaged separately, listed on their own invoice, and listed in detail including description of each item, with quantity and value, with country of manufacture or origin noted. Example: Line 1: Pens made in China ea $ Line 2: Brochures made in India eac - $ SHIPPING BILL OF LADING AND LABELS COMPLETE BILLS OF LADING FOR ADVANCE WAREHOUSE RECEIVING AS FOLLOWS: (see Convention Services of the SW, Inc. Show Service Kit for dates) Consignee: Notify Party: Exhibitor and Booth # Associated Global Systems c/o CSS / YRC AKA AGS Address Dave Rossi, dave.rossi@agssystemscom city/state/zip Sue McNutt, sue.mcnutt@agssystems.com USA Tel: Fax:

8 COMPLETE SHIPPING LABELS FOR BOXES, CRATES OR OTHER CONTAINERS: Exhibitor Name: c/o Show Name Name of Hotel or Convention Center: Which Exhibit Hall Booth # Street Address City, State, Zip Code, USA Item of (example: 1 of 5, 2 of 5) Made In (country of origin/manufacture) FOR FASTER CLEARANCE OF YOUR MERCHANDISE: 1.Ship Early: Ship to the Advance warehouse to allow extra time for customs and shipping delays 2.Send all documents prior to shipment: Send CSS a copy of your commercial invoices, bills of ladings and other necessary information to avoid delays. 3.Include all information required on your customs invoices. INVOICES MUST be in English and valued in US Dollars. 4.Prepare your invoices carefully. Type them clearly. Allow sufficient space between lines. Keep the data within each column. 5.Make sure that your invoices contain the information that would be shown on a well-prepared packing list. 6.Mark and number each package so it can be identified with the corresponding marks and numbers appearing on your invoice. 7.Show a detailed description on your invoice of each item of merchandise contained in each individual package. 8.Mark your goods legibly and conspicuously with the country of origin unless they are specifically exempted from country-of-origin marking requirements, and with such other marking as is required by the marking laws of the United States. Exemptions and general marking requirements are detailed in Chapters 29 and Comply with the provisions of any special laws of the United States that may apply to your goods, such as laws relating to food, drugs, cosmetics, alcoholic beverages, radioactive materials, and others. (See Chapters 33, 34 and 35.) 10.Observe the instructions closely with respect to invoicing, packaging, marking, labeling, etc., sent to you by your customer in the United States. He or she has probably made a careful check of the requirements that will have to be met when your merchandise arrives FREQUENT ERRORS IN COMPLETION OF COMMERCIAL INVOICE: Foreign sellers or shippers must exercise care in preparing invoices and other documents used to enter goods into the commerce of the United States in order for their importers to avoid difficulties, delays, or possibly even penal sanctions. Each document must contain all information required by law or regulations, and every statement of fact contained in the documents must be true and accurate. Any

9 inaccurate or misleading statement of fact in a document presented to a CBP officer in connection with an entry, or the omission from the document of required information, may result in delays in merchandise release, the detention of the goods, or a claim against the importer for domestic value. Even though the inaccuracy or omission was unintentional, the importer may be required to establish that he exercised due diligence and was not negligent, in order to avoid sanctions with consequent delay in obtaining possession of goods and closing the transaction. (See 19 U.S.C ) 1.The shipper assumes that a commission, royalty, or other charge against the goods is a so-called nondutiable item and omits it from the invoice. 2.A foreign shipper who purchases goods and sells them to a United States importer at a delivered price shows on the invoice the cost of the goods to him instead of the delivered price. 3.A foreign shipper manufactures goods partly with the use of materials supplied by the United States importer, but invoices the goods at the actual cost to the manufacturer without including the value of the materials supplied by the importer. 4.The foreign manufacturer ships replacement goods to his customer in the United States and invoices the goods at the net price without showing the full price less the allowance for defective goods previously shipped and returned. 5.A foreign shipper who sells goods at list price, less a discount, invoices them at the net price, and fails to show the discount. 6.A foreign shipper sells goods at a delivered price but invoices them at a price f.o.b. the place of shipment and omits the subsequent charges. 7.A foreign shipper indicates in the invoice that the importer is the purchaser, whereas he is in fact either an agent who is receiving a commission for selling the goods or a party who will receive part of the proceeds of the sale of the goods sold for the joint account of the shipper and consignee. 8.Invoice descriptions are vague, listing only parts of numbers, truncated or coded descriptions, or lumping various articles together as one when several distinct items are included. PACKAGING TIPS: Pack and invoice your goods in a manner which makes a speedy examination possible. Always bear in mind that it may not be possible to ascertain the contents of your packages without full examination unless your invoice clearly shows the marks and numbers on each package (whether box, case, or bale) and specifies the exact quantity of each item of adequately described goods in each marked and numbered package. A critical aspect in facilitating inspections is how the cargo is loaded. Palletizing cargo loading it onto pallets or other consolidated units is an effective way to expedite such examinations. Palletization allows for quick cargo removal in minutes using a forklift compared to the hours it would take manually. Another example is leaving enough space at the top of a container and an aisle down the center to allow access by a narcotic-detector dog. Except as mentioned hereafter, whenever articles subject to different rates of duty are so packed together or combined such that CBP officers cannot readily determine the quantity or value of each class of articles without physically separating the shipment or the contents of any package, the combined articles will be subject to the highest rate of duty applicable to any part of the commingled lot, unless the consignee or his agent separates the merchandise under CBP supervision.

10 WOOD PACKING MATERIALS: The US Department of Agriculture s Animal and Plant Health Inspection Service (APHIS) has set standards for wood packaging material imported into the US. 7 CFR Importation of Wood Packaging Material.This rule states that all regulated wood packaging material shall be appropriately treated and marked under an official program developed and overseen by the National Plant Protection Organization in the country of export. The rule requires marking of the following wood packing material such as: Pallets, Crates, and Boxes. The approved treatments for wood packaging material are: Heat treatment to a minimum wood core temperature of 56 C for a minimum of 30 minutes OR Fumigation with methyl bromide. To certify treatment, the wood packing materials must be marked with the following International Plant Protection Convention (IPPC) logo. Paper certificates of treatment will not be accepted: For more information about APHIS WPM regulations, visit For information pertaining to heat treatment and marking requirements, visit For information pertaining to fumigation and marking requirements, visit RESTRICTED AND DIFFICULT ITEMS TO IMPORT TO THE USA: The following items are either prohibited or restricted. Please contact CSS should you desire to ship any of these items to the US for your Tradeshow. You can find more information on Absinth (Alcohol) Alcoholic Beverages Biologicals Ceramic Tableware Cultural Artifacts Defense Articles w/military Applications Dog and Cat Fur Drug Paraphernalia Firearms Fish and Wildlife Food Products, fruits and vegetables Game and Hunting Trophies Merchandise from Embargoed Countries Plants and Seeds Textiles and Clothing Televisions & Computer Monitors Vehicles

11 ANIMAL OR WOOD PRODUCTS: Under the LACEY ACT, it is unlawful to import, export, sell, acquire, or purchase fish, wildlife or Plants that are taken, possessed, transported or sold: 1) in violation of the US or Indian law, or 2) in Interstate or foreign commerce involving any fish, wildlife, or plants taken possessed or sold in violation of State or Foreign Law. In 2008 the LACEY ACT was amended to INCLUDE illegally logged woods for import. If you have wood products you would like to import as part of your exhibit you will need a special permit. For information regarding what wood products are prohibited, protected or restricted, please visit: CONTACT INFORMATION: If you have any questions concerning your shipments coming into the United States for your tradeshow booth, do not hesitate to contact CSS LOGISTICS at CSSL@cssabq.com