Shipping Instructions
World Stroke Congress, Hyderabad | WSC 2016 SHIPPING INSTRUCTIONS FOR EXHIBITION GOODS General Information Dear Exhibitor/Stand Builder, Hermes ‐ is the official handling agent for WSC 2016 in Hyderabad, India. We are a full door to door service company, and sole on site logistics contractor. As such, we are pleased to update you regarding the services and guidance as how we dispatch shipments to the event. Door to Door Shipment We offer companies services from starting point to venue as part of consolidated international shipments for the congress. This will assist in reducing costs and ensuring a timely delivery. Onsite Handling Due to security, insurance and organizer policy, Hermesr is the exclusive handler inside the venue. No other company is permitted to handle cargo within the venue. Please note that companies, stand builders & PR companies may make their own arrangements to deliver and retrieve goods directly to the warehouse/venue entrance. Contact Details: Hermes Exhibitions & Projects Ltd. Contact: Ms. Zehavit Akerman Tel: + 49 6173 966 95 28 Mobile: +972 52 511 4982 E‐mail: zehavitak@hermes‐exhibitions.com The following instructions have been prepared to clearly outline the requirements for importation of both ‘Temporary and Consumable’ items for Indian Exhibitions and should be read carefully. Failure to comply with the following can jeopardise the clearance and delivery of your exhibits and incur additional charges. All Exhibitors shipping directly into Hyderabad by sea or air should note that temporary imports and consumable imports should be packed, invoiced and shipped separately. Failure to comply with this rule will cause major problems and possibly non‐clearance of shipments. We strongly propose the use of our recommended / approved Agent in your country who is fully conversant with the necessary procedures and can guide you on all aspects. 1 IMPORTANT INFORMATION ON TEMPORARY IMPORTATION OF EXHIBITS (1a) temporary importation of exhibits is allowed only for ITPO or Government of India approved shows. Re‐display at other shows in India has to be permitted by Indian customs. To obtain this permission R.E. Rogers India Pvt. Ltd will require a detailed letter from the exhibitor to present to customs for their ruling. We must point out that the customs decision is beyond our control. Please contact us to discuss. (1b) the Temporary import is only allowed on exhibits where the organisers, by issuing a certificate of participation confirming that the shipper / owner of the exhibits is a bonafide exhibitor at the event. The certificate of participation is must for customs clearance of exhibits. (1c) the value on ATA carnet will be treated as FOB unless it is specifically mentioned CIF. ATA carnet must be in English language. Literature and consumables should not be mentioned on ATA carnet. Indian customs do not accept the transit vouchers to transport the goods with in India. (1d) bank Guarantee / ATA Carnet – One of these documents is necessary for temporary clearance of the exhibits. These documents are accepted by Indian customs Customs for 6 months from the arrival the arrival of shipments with a condition that the cargo would be re‐exported back within this period. (1e) literature, catalogues, brochures, leaflets or other kind of printed material (not in book or magazine forms) meant for free distribution for promotional purpose is exempted from the customs duty up to a CIF value of Indian Rupees 2000 per exhibitor. All other consumable items such as small valued samples, gift items and advertising material are dutiable and should be included in guarantee value. (1f) the goods must remain in our control until these are re‐exported, duty is paid or as permitted by customs authorities. (1g) RETURN FREIGHT: Please note all freight is returned on Freight collect basis as per Airlines prevailing rates. The airfreight rates quoted in advance are for budgetary purpose only and could vary during affecting the actual shipment. (1h) all shipments should be sent on Freight Prepaid basis. (1i) service Tax @ 14.50% ‐The Govt. of India has levied a service tax on handling charges to be invoiced by all freight forwarder and handling agents. Therefore, the same shall be charged accordingly. 2 Airfreight – Direct to Hyderabad Airport Air Freight Should arrive at Mumbai Airport – 13 working days prior to opening of show or your intended work commencement date on‐site CONSIGNEE For single exhibitor/category NOTIFY Name of Exhibitor……………………………... Same as consignee C/o Name of Exhibition……………………... Venue………………………………….. NOTE: Please note in order to collect “delivery order” from the airline, an authorization letter addressed to the airline on the exhibitors Letter Head in favour of R.E.Rogers India Pvt. Ltd, Mumbai, would be required. Please fax us the same prior to arrival of shipment and send the original along with the shipment (Please see Form ‐ 6) AWB Inst: Please handover the original Documents and Delivery Order to R E Rogers India Pvt. Ltd. without insisting any further authorization. CONSIGNEE ON INVOICE / PACKING LIST (Please do not use the Phrase Proforma anywhere) EXHIBITOR NAME……………………………………………………… C/O EXHIBITION NAME……………………………………………... HALL NO…………………….STAND NUMBER…………………… VENUE………………………………………………………………………. The below description must be mentioned on Invoice / Packing List clearly. 
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Quantity in numbers, type, serial numbers, model numbers Individual values Customs tariff number Total C.I.F. value Country of Origin Unit price HS Codes Invoice Number and date It should be signed and stamped by the exhibitor 3 DOCUMENTS REQUIRED FOR CLEARANCE OF SEA / AIR FREIGHT SHIPMENT S.No. DOCUMENTS Form No. 1. 2. 3. 4. 5. 6. 7. 8. 9. 10. 11. 12. 13. Pre Alert – Original Invoice / Packing List – 05 copies of original invoice Customs declaration – 3 copies Authorisation letter to handle ATA Carnet or any other document ( POA) 1. ATA Carnet Or Bank Guarantee 3. Bill of Lading (for Sea only) – 1 original and 3 copies 5. Organizers letter of participation 7. Insurance certificate along with contact details of insurance company in India 9. Cargo/container Manifest in case of FCL/LCL or consolidated air freight shipments 11. Product Catalogue / Write up 13. Phytosanitory Certificate 15. Authorisation letter to the airlines, if required– 1 original 17. List of documents for completing the commercial Clearance after the show 3 7 & 8 1 2 & 5 2. 4. 6. 8. 10. 12. 14. 16. 6 18. 9 DOCUMENTS DISTRIBUTION All documents must be faxed / e‐mailed before sending the original for our approval / confirmation in advance before sending the original. For airfreight – After our approval, all original documents must be attached to the airway bill. INSURANCE It is the exhibitor's responsibility to insure the exhibits from his premises to stand, duration of exhibition /storage and return to premises. Details of the local representative of Insurance Company must be intimated in the event of loss or damage HAND CARRIED‐ Hand carrying of exhibits is not recommended. Exhibitors who are willing to do so should discuss with R.E. Rogers India (Pvt) Ltd. COURIER SHIPMENTS – Neither we recommend any shipment by courier mode, nor will we be in a position to assist its clearance, if the material is stuck in customs for want of any documents or clarification. PACKING OF EXHIBITS Consumables and exhibits under Bank / Guarantee and ATA Carnet should be packed separately: The exhibitor shall be responsible for the consequences of improper packing. Please note that the exhibits are to be repeatedly loaded and unloaded by different parties. During the long distance transportation shocking / bumping will sometimes be inevitable. Moreover, the exhibits will be placed outdoors many times, including open‐air storage at the exhibition center before and after the exhibition sometimes even without a tarpaulin. Therefore, we strongly recommend the Exhibitor to take necessary precautions against damage and rain, especially when the return exhibits are to be packed with original packing materials (the case as well as aluminum foil, plastic covers etc. may be damaged already during unpacking) 4 Case Marking Each case should be clearly marked as follows: EXHIBITORS NAME STAND NUMBER NAME & LOCATION OF EXHIBITION CASE NUMBER (This should tally with your packing list/invoice) Categories: (1) Insert‐for participant bags (2) Marketing/promotion material‐for unmanned display (3) Exhibition goods‐for exhibition stand only PROCEDURES AT THE END OF EXHIBITION Sale of exhibits Sale of exhibits is allowed after the exhibition. Exhibits will be transferred to bonded warehouse / warehouse till the sale procedures are completed. Exhibits covered under ATA Carnet can also be sold Documents required for sale: ‐ See Form 9 All charges from close of exhibition till handed over to buyer are for exhibitors account unless agreed otherwise. Destruction of Materials This is strictly at the discretion of Customs Authority and can only be ascertained on receipt of information relating to the material. Please contact us on this subject. Do not assume this is possible. Goods lost or not accounted for Exhibits lost, given away or consumed that are under temporary import will be subject to duties and taxes and a full enquiry by customs. FORMS FOR COMPLETION The following documents are to accompany your shipping documents apart from Form 9. a) Form – 1 : Declaration Form –applicable for exhibits under Bank Guarantee b) Form – 2 : ATA Carnet Letter of Authorisation c) Form – 3 : Pre‐Alert d) Form – 4 : Undertaking on exhibitor’s letterhead for customs bond e) Form – 5 : Letter of authorization for customs (on Exhibitor’s letter head) f) Form – 6 : Letter of authorization for the Airlines (on Exhibitor’s letter head) 5 g) Form – 7 : Format ‐ Commercial Invoice g) Form –8 : Format – Packing List h) Form – 9 : List of documents for completing the commercial Clearance after the show TARIFF INDIA 2016 Please find our rate in your attached format. Kindly give us final weight and dimensions of the shipment, to quote you precisely. International Tariff All rates are in € (Euro) IMPORT Airfreight From fee arrival Bombay airport unto advance warehouse Min 1‐1000 Kg Euro 1.3/kg (Min. Euro 300.00 per shipment) 1000‐2000 kg Euro 1.17/kg (Min. Euro 300.00 per shipment) 2001 and above Euro 1.05/kg (Min. Euro 300.00 per shipment) Transportation to Venue (Hyderabad) Min 1‐1000 Kg Please provide weight & Dim. Of shipment Courier shipments only custom cleared Min ( up to 20 kg ) Euro 125.00 Additional charges Communication per HAWB/ Exhibitor Euro 65.00 ATA Carnet intervention Euro 110.00 Process of octroy Exemption Euro 110.00 6 RE‐EXPORT Cancelation of ATA Carnet Euro 110.00 Communication per HAWB/ Exhibitor Euro 60.00 R‐Form cancellation Euro 110.00 Transportation from Venue (Hyderabad) to Mumbai Airport Min 1‐1000 Kg Please provide weight & Dim. Of shipment Repacking, reloading of shipment, Custom clearance and re‐export formalities Min 1‐1000 Kg Euro 1.3/kg (Min. Euro 300.00 per shipment) 1000‐2000 kg Euro 1.17/kg (Min. Euro 300.00 per shipment) 2001 and above Euro 1.05/kg (Min. Euro 300.00 per shipment) Remarks Handling of empties (including storage) Euro 75.00 / CBM (Min 2 CBM) Forwarding commission ‐ per order / shipment Euro 75.00 On‐site representative for service / support Euro 55.00 All other charges: Delivery order, airport handling will be charges as per outlay + 15% All air shipments arrive less than 13 working days before delivery date, are subject to 35% late arrival fee We cannot guarantee delivery Service tax @ 15% on top of all charges 1 CBM= 300 KG, 1 LDM =4 CBM Overtime The above rates are for services provided from Mon – Fri, 08:00 – 17:00 Overtime surcharge (17:00 – 22:00) – additional 35% on total move in/out charges. Overtime surcharge (20:00 – 08:00) – additional 50% on total move in/out charges. Saturday Sunday & Holidays – additional 100 % on total move in/out 7 INSERTS
For Congress Bags
Exhibitor's Name
Show name
wsc 2016
Dates
Oct 26-29
Hyderabad International Convention Centre
Novotel & HICC Complex (Near Hitec City)
Hyderabad – 500 081
India
WSC 2016 / Oct 26- 29, 2016
Box No. _______ of _______
Marketing/Promotional Material
For Congress Unmanned Display
Exhibitor's Name
Show name
wsc 2016
Dates
Oct 26-29
Hyderabad International Convention Centre
Novotel & HICC Complex (Near Hitec City)
Hyderabad – 500 081
India
WSC 2016 / Oct 26- 29, 2016
Box No. _______ of _______
EXHIBITION GOODS
For the Exhibitor's Stand Only
Exhibitor's Name
Show name
wsc 2016
Dates
Oct 26-29
Hyderabad International Convention Centre
Novotel & HICC Complex (Near Hitec City)
Hyderabad – 500 081
India
WSC 2016 / Oct 26- 29, 2016
Box No. _______ of _______