SHIPPING INSTRUCTIONS

Transcription

1 SHIPPING INSTRUCTIONS Amsterdam RAI C/O AMSTERDAM RAI Europaplein 2 22 / P9 NL GZ Amsterdam Phone: +31 (0) Mail: fairs.amsterdam@dbschenker.com Version: November 2012

2 Dear exhibitor, Dear standbuilder, As the event at Amsterdam RAI venue is approaching, we kindly would like to familiarize you with the shipping and delivery process for this event. Schenker is sole official onsite handling partner for this show. That means that utilization of motorized equipment may only be provided by Schenker. In case you require forklift services, on-site storage prior, during or after the show please get in contact with us. In order to smooth processes and guarantee timely delivery we kindly would like to ask you to follow described service: Order form: Please place your booking via attached order form or mail. Phone: As a requirement of Amsterdam RAI, credit card details need to be transmitted when ordering logistics services. Labeling (Please use the label example in the attachment): c/o name of exhibition Hall.Stand / exhibitor name Europaplein 2-22 / P GZ Amsterdam The Netherlands Pre-advice: When sending cargo to our warehouse (via truck, courier or any other mode of transport), Waybill / Tracking number / Cargo info need to be transmitted to fairs.amsterdam@dbschenker.com Non pre-alerted cargo which is arriving at our warehouse will be debited with extra charges. In case you are sending cargo from outside the European Union to the event, please contact us in advance in order to insure that all relevant customs documents and information are transmitted to us. Please also advice requested date and time of delivery to your booth. You need a specific quotation or special services? Please do not hesitate to contact us. We are looking forward to meeting you in Amsterdam. Your SCHENKER team. Page 2 of 11

3 Agenda Page 1. SCHEDULE FOR AIR AND SEA FREIGHT ADDRESSING REGULATIONS LABELLING / PACKAGING DOCUMENTATION CUSTOMS AND IMPORT REGULATIONS HANDLING OF EMPTY PACKING MATERIAL, INTERMEDIATE TRANSPORTS AND RETURN TRANSPORTS LIABILITY AND INSURANCE TERMS OF PAYMENT FAIR SPECIFIC INFORMATION YOUR SCHENKER TEAM AT AMSTERDAM FAIRGROUND HALL PLAN... 9 ORDERFORM LABEL Page 3 of 11

4 1. Schedule for air and sea freight To guarantee in time delivery of your exhibition goods to the booth on the fairgrounds below deadlines have to be met: Sea freight (LCL) = at the latest 14 days prior to the exhibition opening at the Port of Rotterdam Sea freight (FCL) = at the latest 14 days prior to the exhibition opening at the Port of Rotterdam Air freight = at the latest 10 days prior to the exhibition opening at Amsterdam Schiphol airport Notification Please send us by fax or all dates of the transport (i.e.: AWB, B/L, Consignment, Tracking Numbers for courier shipments) in advance before shipping. For not pre-alerted shipments arriving at our warehouse or shipments arriving after above mentioned deadlines, a late arrival surcharge of 50,00 is applicable. 2. Addressing regulations Please address your exhibition goods as follows and use the labels as attached: Commodity Description: fairs and exhibition goods for name of exhibition, Amsterdam Road freight / courier: Consignee: c/o Amsterdam RAI Europaplein 2 22 / P9 NL GZ Amsterdam Notify: Air Freight: Consignee: Notify: Sea freight: Consignee: Notify: <Name of exhibitor> c/o Name of exhibition <hall / booth> Fairs & Events Fokkerweg 300 NL 1438 AN Oude Meer <Name of exhibitor> c/o Name of exhibition <hall / booth> Fairs & Events Nieuwe Sluisweg 250 NL KV Rotterdam <Name of exhibitor> c/o Name of exhibition <hall / booth> Page 4 of 11

5 3. Labelling / Packaging Please label your exhibition goods with below address or use the label in the annex: c/o name of exhibition Amsterdam <Name of exhibitor> <hall / booth> Number of packages: etc. 1 / 4 Dimensions Gross / net weight We recommend not using cartons for packaging but stabile, waterproof and re-closable packing material. These materials should also resist the storage of empties as well as return or further transport. All packing must be equipped with skids for handling by forklift- and pallet truck. Wood packing requirements apply in the European Community. Fumigation must be arranged for all wooden packing materials in the country of origin before shipping to Amsterdam - exception for packing made entirely of plywood / wood chip board. To verify that the wooden packing has undergone heat treatment or Methyl Bromide treatment the following data should be marked / stamped onto the outside of the wooden packing clearly visible. IPPC Logo ISO country code (= xx) unique number assigned to the company that has carried out the fumigation, namely a national plant protection organization (= OOO) method of fumigation (=YY) - HT: heat treatment / MB: Methyl Bromide 4. Documentation Each shipment has to be accompanied by a full set of documents, as following: Sea freight 2 original and 3 copies of Bill of lading 3 copies of commercial / proforma invoice 3 copies of packing list (if available) 1 copy of insurance policy (if available) 1 original of certificate of origin / preferences (if applicable*) Airfreight 2 copies of air waybill (AWB) 3 copies of commercial / proforma invoice 3 copies of packing list (if available) 1 original of certificate of origin / preferences (if applicable*) Road freight In order to avoid any problems with customs authorities, please present all necessary customs documents such as T-form, Carnet ATA etc., certificate of origin / preference (if applicable*) to our office upon arrival at Amsterdam. *(G.S.P. FORM-A, EUR.1, ATR.1) Page 5 of 11

6 Commercial invoice / packing list As aforementioned, commercial / proforma invoices are required. These should contain at least the following information: full address of the exhibitor, hall and booth number (as consignee or notify) detailed description of the goods (incl. model and serial number/s) value of every single item as well as total (CIF)-value country of origin or manufacture It is also possible to use a combined commercial invoice/packing list. This form should contain the above mentioned details as well as number of pieces, weight and dimensions. It will be of assistance to categorize the goods as follows: exhibits display stand materials brochures, gifts and other give away items Non-European Shipments For non EU shipments a direct representation form (Power of attorney) and commercial invoice is required for customs clearance. Please get in contact with us in case you intend to send goods from outside of the European Union. 5. Customs and import regulations On entry / importation non-community goods, which are imported from third countries must undergo a customs procedure. If you wish DB Schenker to take care of your customs clearance, we require a signed and stamped power of attorney. Please request the necessary document when placing the order. Permanent import The release for free circulation either takes place upon entering the European Community or following transit procedures. When importing third country goods customs duty and import turnover taxes have to be paid. In addition, for certain commodity groups such as coffee, tobacco, spirits and sparkling wine excise taxes have to be paid (detailed information below). Temporary import By placing a transit procedure a security equal to the import duties has to be deposited at the customs office of departure. After the proper execution of the transit procedure the security will be reimbursed by the customs office of departure. The customs clearance can be either handled by us or a customs agent. Page 6 of 11

7 6. Handling of empty packing material, intermediate transports and return transports Sale of exhibition goods Goods may be sold during the exhibition, but they must under no circumstances be removed from the fairgrounds before duty/tax has been paid, permanent customs import procedures have been completed and the exhibition is over. Empty packing material We pick up empty crates, boxes and packing material directly at the booth at the end of the installation period. At the end of the exhibition we will deliver the stored empties automatically to the booth. Intermediate transports If transports are necessary during the exhibition period from a depot to the booth please do not hesitate to contact our staff at our exhibition office on-site which is located between hall 1 and 5 (see attached hall plan). Re-packaging At the end of the exhibition we will automatically deliver your empties to the booth. Surly we can assist with the re-packing if you require this additional service. A supervisor has to attend the packing who will afterwards confirm the proper packing. Specifically, we would like to acknowledge you that all Schenker performed packing services are only executed on behalf of you and at your own risk. Return transport Our staff will make contact during the exhibition to all exhibitors to collect instructions regarding the forwarding and return instructions as well as to inform about necessary formalities. 7. Liability and insurance Our liability ends upon delivery of the exhibition goods to the booth and only resumes again with the acceptance of the goods at the booth. We do not assume liability for any goods left in the empty crates, boxes or packing material. Possible damages etc. have to be acknowledged immediately and in writing to our on-site exhibition office between hall 5 and 7 or to your responsible Schenker branch office. The goods are not insured by Schenker International B.V., unless written on the order services are always at the risk of the customer. All transactions are subject to the Dutch Forwarding Conditions, including arbitration clause, in the latest version deposited by FENEX at the Registry of the District Court at Amsterdam, Arnhem, Breda and Rotterdam. The general conditions are at all times available for inspections, can be consulted via and will be sent to you upon request free of charge. Our liability starts and ends with pick up at your address and the delivery at the booth, even without presence of the exhibitor. Waiting times according the rules of the fair organisation are not our responsibility. We recommend signing a global fairs and exhibition insurance agreement to ensure you against any losses or damages of transportation as well as during the exhibition. Surely, we can arrange such an insurance if required. Page 7 of 11

8 If you renounce this comprehensive insurance protection we would like to acknowledge you that in this case the continuous liability on the basis of the Dutch Forwarding Conditions (FENEX) will be effective. 8. Terms of payment Our invoices are raised to the forwarding agent charges according to our tariff and are calculated on a net basis. They are due for payment straight after receipt. If your shipment is not handled by us, we have to ask you for payment of extra/additional charges on site. Major credit-cards are welcome. Following up processes required by Amsterdam RAI, every exhibitor and standbuilder requiring logistics services will have to fill in a credit card form for payment security. 9. Fair specific information 10. Your SCHENKER team at Amsterdam fairground Name Function Phone Mail Jan Wegner Team leader Jan.wegner@dbschenker.com fairs national 104 Peter v/d Pol Operations Peter.vandepol@dbschenker.com 346 Darryl Gase Operations Darryl.gase@dbschenker.com 424 Justin Koppies Operations Justin.koppies@dbschenker.com 654 Roelof Dozy Customs Roelof.dozy@dbschenker.com DB SCHENKER wishes you every success for the exhibition and a pleasant stay in Amsterdam. If you have any questions, need assistance for special arrangements or if you require further information, please contact us anytime. Page 8 of 11

9 11. Hall plan Schenker s main on-site office is located between hall 1 and 5 on the upper level. You will find our service desks announced in the halls as well where you can place orders and request additional information and services. Page 9 of 11

10 ORDERFORM Exhibition: Hall.stand / exhibitor: Invoicing address: / VAT No. for EU clients.: Shipment details Volume, weight, pieces: Transport company: Tracking number: On-site Handling Direct unloading (date / time) (pieces, weight, volume) Unloading via warehouse stand delivery (date / time) (pieces, weight, volume) Direct reloading (date / time) (pieces, weight, volume) Reloading via warehouse stand delivery (date / time) (pieces, weight, volume) storage of empties or full goods during the fair priority service for empties / full good Credit Card Information Credit Card Type: American Express Mastercard Visa Card holder Card number / / / Valid till: / Security Code: Contact Contact person on-site: Mobile phone: Place, date signature, stamp All transactions are subject to the Dutch Forwarding Conditions, including arbitration clause, in the latest version deposited by FENEX at the Registry of the District Court at Amsterdam, Arnhem, Breda and Rotterdan. The general Conditions are at all times available for inspections can be consulted via and will be sent to you upon request free of charge. Page 10 of 11

11 Shipper Company: Address: Contact person on-side Phone of on-side contact Number of packages: / Dimensions: x x Consignee c/o, Amsterdam exhibition name exhibitor name Hall: / Stand: Europaplein 2 22 / P GZ Amsterdam The Netherlands Gross / net weight: kgs