SHIPPING GUIDELINES. INTERSOLAR INDIA 2016 Oct 19-21, BEC Mumbai

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1 SHIPPING GUIDELINES Important tips for transport, handling and insurance of your exhibits INTERSOLAR INDIA 2016 Oct 19-21, BEC Mumbai Schenker Deutschland AG Fairs & Exhibitions Paul-Henri-Spaak-Str Munich, Germany Tel.: / -308 Fax: stefan.becker@dbschenker.com thomas.ernst@dbschenker.com We operate exclusively in accordance with the Allgemeine Deutsche Spediteurbedingungen 2016 ( ADSp 2016 ) (German Freight Forwarders' General Terms and Conditions 2016) or, to the extent the logistics services we provide are not covered by ADSp 2016, then the General Terms and Conditions of Logistics-Services Providers March 2006 ( Logistik-AGB ) will apply. Pursuant to clause 23 of ADSp 2016, liability for loss and damage of goods, which is limited under Section 431 of the German Commercial Code (HGB) to 8,33 Special Drawing Right per kilogram (SDR/kg), is further limited to the higher of Euro 1 Million and 2 SDR/kg per claim provided that all claims per event are limited to the higher of Euro 2 Million and 2 SDR/kg; and where multimodal transport with sea carriage is involved to 2 SDR/kg.. 1/9

2 We take pleasure in informing you that Schenker Deutschland AG - Branch Office Munich - has been appointed by the organizer as their forwarder. Exhibitors are therefore requested to consult Schenker Munich for any matter concerning forwarding of exhibits to Mumbai fairground and/or regarding on-site co-ordination. Schenker Deutschland AG and their branch office in Mumbai are entitled and responsible for going through all customs formalities and handling exhibits - after their arrival in Mumbai. To ensure smooth handling of exhibits, please read carefully all points in this guideline. Failure to comply with these points is likely to create problems and additional expenses. Communication You are kindly requested to address all your correspondence to: Schenker Deutschland AG Stefan Becker Thomas Ernst Fairs & Exhibitions Tel.: Tel Paul-Henri-Spaak-Str. 8 Fax: Fax: Munich stefan.becker@dbschenker.com thomas.ernst@dbschenker.com Germany Deadlines and Collection Period Deadlines for shipments from Germany Airfreight: Indication of Transport volume latest by Pick up from your warehouse in Germany latest by Airfreight to Mumbai latest by Seafreight LCL/FCL: Indication of Transport volume latest by week 33 Pick up from your warehouse in Germany latest by week 34 Seafreight to Nhava Sheva latest by week 35 2/9

3 Deadlines for International shipments To ensure smooth delivery of your exhibits, the following deadlines for documents and exhibits, reaching at our office, should be read carefully. We will not be responsible for any consequences due to the late arrival of documents or exhibits. a. Unless agreed your seafreight shipment must arrive at Nhava Sheva port (2 weeks for FCL shipments and 3 weeks for LCL shipments) prior to delivery of the exhibits to show site or your intended set-up date on-site. b. Your airfreight shipment must arrive at Mumbai airport 2 weeks prior to delivery of the exhibits to show site or your intended set-up date on-site. Consignment Instruction SEAFREIGHT Destination port Nhava Sheva Please note that the de-stuffing of containers for LCL shipments in Nhava Sheva port is the shipping line s / CFS responsibility and take some days. Until the container is de-stuffed and released, we cannot initiate customs clearance of cargo. For FCL container only 3 days free time is allowed after arrival at port. Thereafter demurrage / detention charges will apply. Please issue Bill of Lading for FCL/LCL or LCL/LCL freight prepaid. FCL/LCL is only possible provided total shipment is for temporary import only (i.e. either on one ATA Carnet or one Bank Guarantee or one Embassy Guarantee). AIRFREIGHT destination airport Mumbai Goods which are for temporary import should be packed separately from literature and give-aways separate AWBs have to be issued freight prepaid. Instructions for Master BL / Master AWB as follows Consignee on BL / MAWB Schenker India Pvt Ltd Unit No 301/302, 3 rd floor, Ackruti Star, M.I.D.C. Center Road, Next to Marol telephone exchange MIDC Andheri (E) Mumbai , India On Behalf of : (Exhibitor Name) Intersolar India /9

4 Consignee on House BL / HAWB Exhibitor Name Intersolar India BEC Mumbai Hall Booth No Notify: Schenker India Pvt Ltd Special Instructions on AWB: Urgent exhibition goods Exhibition Documents All documents must be faxed / ed for our approval / confirmation before sending the originals Without following ORIGINAL DOCUMENTS goods cannot be cleared through customs: a) 2 originals / 2 copies of BL or AWB/HAWB b) 5 Original Invoice / packing list with product overview and HS code, CIF value c) Insurance Certificate and contact details of Insurance company in India d) ATA Carnet & Power of Attorney f) Original Authority Letter (Format will be provided) g) Original Custom permission letter (format will be provided) h) Organizers letter of participation i) GATT and import declaration form for permanent clearance j) Copy of ITPO letter furnished by organizer to exhibitor k) Product overview with HS Codes & catalogue l) Fumigation certificate The necessary forms and authorization letters will be provided prior to shipment. MUST BE ATTACHED TO THE AIRWAYBILL OR TO BE COURIERED IN CASE OF SEA SHIPMENTS 4/9

5 INVOICE / PACKING LIST Invoice/packing list must be consigned as follows: Shipper Consignee Notify actual shipper (complete address) Exhibitor Name Intersolar India BEC Mumbai Hall Booth No Schenker India Pvt Ltd Unit No 301/302, 3 rd floor, Ackruti Star, M.I.D.C. Center Roiad, Next to Marol telephone exchange MIDC Andheri (E) Mumbai , India Invoice/packing list must be in English language showing full description of the goods as listed. DO NOT USE THE WORD SAMPLES as this will be confused with give-aways. The phrase No commercial value is not permitted. i) Quantity, type, serial numbers, model numbers ii) Individual values - unit price per item in USD iii) Customs tariff number (HS Codes) iv) Total C.I.F. value v) Country of Origin vi) Invoice number and date vii) It should be signed and stamped by the exhibitor Catalogues, display materials, gifts & give aways must also be specified with exact quantity & value in this form. You will be fined if you put other things inside your case other than items you have declared. ATA CARNET FOR TEMPORARY IMPORT The ATA Carnet is recommended for temporary importation and must be in English language. Literature and consumables should not be mentioned on ATA Carnet. Carnet Holder Sender / Exhibitor (complete address) Represented by Schenker Deutschland / Schenker India or any other authorized representative Intended use of goods Fairs and Exhibitions 5/9

6 Catalogues, Advertising Materials and Foodstuff Literature, catalogues, brochures, leaflets or other kind of printed material (not in book or magazine forms) are declared for free distribution for promotional purpose upto a certain value. All other consumable items such as small valued samples, gift items and advertising material are dutiable. Food and Beverages SHOULD NOT BE SHIPPED. Hand-Carried Exhibits Hand carrying of exhibits is not recommended. Exhibitors who are willing to do so should contact us. Courier Shipments Courier shipments are not advisable as per our past experience, there are always unforeseen problems causing delays with high duties & delayed deliveries. We do not have any control on courier Clearances. Exhibits of Dangerous Nature Exhibitors need to fill out and send to us a special form for dangerous goods. Such forms will be provided upon request and the completed forms should reach us before shipment is dispatched. As for airlines, shipment will be accepted only to a limited extent. Exhibitors shall be liable for the consequences of shipping such items to Mumbai without consulting us prior to dispatch of cargo. Heavy and Oversize Exhibits If you have heavy and oversized exhibits, we recommend that representative of your company must be on-site early to direct the operation of uncrating and positioning before move in. If crane or forklift is required for installation of equipment, please send your requirement to us in advance so that we could arrange contracting of such equipments accordingly. Packing of Exhibits Temporary imports & consumables must be packed & invoiced separately. The exhibitor shall be responsible for the consequences of improper packing. Failure to comply with this rule will cause major problems & possibly non-clearance of shipments. Protection against Damage and Rain As the exhibits are loaded and unloaded during transportation; shocking/bumping will sometimes be inevitable. Moreover, exhibits will be placed outdoors many times, including open-air storage at the exhibition center before and after the exhibition. Therefore, exhibitors must take necessary precautions against damage and rain, since we cannot assume any responsibility for the damage, especially when the return exhibits are to be packed with used-packing materials. 6/9

7 Wood Packing Material Regulations All cargo with wood packing material (WPM) to India should be treated as per standard of actual IPPC ISPM regulations. Wood Packing - such as wood block cases, lath cases, wood pallets, wood frames, wood drums, wood axes, chocks, stow-wood, crossties etc., fumigation must be arranged in the country of origin before sending the cargo to India. To ensure the WPM is properly treated as per IPPC regulations either by Heat Treatment (HT) or Methyl Bromide (MB), following information MUST be marked or stamped clearly visible on the outside packing as per sample: IPPC Logo ISO country code (XX) Unique number assigned to the company (which carries out the fumigation procedure) by the national plant protection organization (000). Fumigation by either Heat Treatment or MB - Methyl Bromide (YY) The original copy of the fumigation/ heat treatment certificate that is issued by the relevant authority in the country of origin must be attached to the original Master BL or Airway Bill or courier to our local office in India. Please get your actual information on Wood packing regulations from your country. Shipments arriving in India without ISPM-IPPC valid document or packing there is no guarantee that exhibits can be delivered to the site before opening of the show. Marking of the Package The following marking must be written on two opposite sides of each case: Intersolar India 2016 Net Wt. Kgs Gross Wt. Kgs Dimensions L x W x H = CBM in cm Company Stand-Nr Case-Nr 7/9

8 Customs Clearance in India (a) (b) (c) The temporary importation of exhibits is allowed only for the ITPO approved or Indian Government shows. The temporary import is only allowed on exhibits where the stand space has been paid for in foreign exchange and the organizers confirm that the shipper/owner of the exhibits is an exhibitor at the event. The organizers are aware of this fact and you should ask for a Certificate/Letter of Participation from them, which should accompany your shipping documents. Bank Guarantee / Embassy Guarantee / ATA Carnet One of these document is necessary for temporary clearance of the exhibits. These documents are accepted by Indian Customs with a condition that the cargo would be re-exported back within 6 months from the date of importation of shipments. Instruction of Sold Goods Sale of exhibits is allowed after the exhibition. Exhibits will be transferred to bonded warehouse till the sale procedures are completed. All charges from close of exhibition till handed over to buyer are for exhibitors account unless agreed otherwise. The steps of the sold goods after the exhibition Following documents for filing the SALE BILL OF ENTRY have to be provided by the buyer / exhibitor: - Purchase order from the buyer to the seller showing the intention to buy the exhibits. - Seller s acceptance letter or sale deed against buyers offer. - Bank attested fresh Commercial Invoice on Buyer s name. - A statement in writing, explaining the mode of payment to the seller, by the buyer. - Required import license. In case the item falls under the O.G.L category a declaration that the item falls under O.G.L - A short write up on the function of the equipment along with the catalogue. - A photocopy of the Import Export Code of your company. - Authority letter to us for handling the Sale of Entry. - GATT declaration & Bill of Entry declaration duty signed and stamped. IMPORTANT NOTE - Though we will try our best to clear the consignment as quick as possible but in case of any delay of documentation or other unforeseen circumstances due to customs or other authorities involved, we should NOT be held responsible. Service Tax The Government of India has levied a service tax of 14,5% on handling charges to be invoiced by all freight forwarder and handling agents. Therefore the same shall be charged accordingly. 8/9

9 Insurance As our tariff is computed on the basis of volume or weight and has no correlation with the value of exhibits, it follows, that the cost of insurance cover is not included in our charges. It is the responsibility of each exhibitor to arrange a full Marine (Transport), Handling, Storage Insurance covering transport to the exhibition, during the exhibition, and the return of the exhibits to domicile, including the period the exhibits are handled by us, and also ensure that Transport Insurance is arranged for exhibits sold locally. All work is undertaken by us is at owners risk. The original insurance certificate should be available on site. Payment For exhibitors who send exhibits through our overseas agents, all opening and closing charges should be settled with agent directly. For exhibitors who send exhibits by themselves, all charges should be settled by the exhibitor with us directly prior to opening or closing of the show. Terms of Payment All invoices, raised for this exhibition, are due for immediate payment upon presentation, unless you have engaged the services of our overseas branches, in which case you will be invoiced by them directly. Details of our bank account UPON REQUEST. Alternatively, you may settle the account by charging to your Credit Card, or Cash at our On -Site office. Acceptance of Credit Cards UPON REQUEST. All payments must be made without any deduction or deferment on account of any claim, counterclaim or setoff prior to Show opening. Handling Conditions Furthermore, all work is undertaken at owners risk, the exhibitors are liable for damages and additional cost resulting from the incorrect declaration of the weights and measurements of the packages, as well description of content of cargo mentioned on invoice/packing list. The tariff is not claimed to be comprehensive. Our liability terminates with the placing of the consignment on the exhibition booth (or as close as possible), and begins with taking over of consignments from the exhibition booth, regardless whether the exhibitor or his representative is on-site or not. 9/9