India Engineering Sourcing Show – V
Mumbai
24th – 26th November, 2015
Official Freight Forwarders
M/s BIG LOGISTICS INDIA Pvt. Ltd., N. Delhi
Registered office :
C4C/235, Janakpuri,
New Delhi-110 058, India
Tel. # +91-11-42437383
Fax # +91-11-2852646
guptau@brightindiagroup.net
sujeet@brightindiagroup.net
raj.kapoor@brightindiagroup.net
BIG LOGISTICS INDIA PVT.LTD.
H.O.: C4B/292A, Janakpuri, New Delhi–110 058, India
Tel.: +91-11-42437383, Fax: +91-11-28526468
DETAILED SHIPPING MANUAL
FOR
INDIA ENGINEERING SOURCING SHOW - V
24TH – 26TH NOVEMBER 2015
BOMBAY EXHIBITION CENTRE
MUMBAI, INDIA
Presented By:
Big Logistics India Pvt.Ltd.
Fair & Events
C4B/292A, Janakpuri
New Delhi – 110 058, India
Tel : +91-11-42437383
Fax: +91-11-28526468
Email:
neelu@brightindiagroup.net
Email: info@brightindiagroup.net
URL: www.brightindiagroup.net
1.
DOCUMENT & CONSIGNMENT DEADLINE
All exhibits must arrive:
Sea shipments at MUMBAI PORT “JNPT”
Air shipments at MUMBAI AIRPORT
Pre-alert
Copies of bill of landing & Commercial Invoice, Packing
Lists for SEAFREIGHT shipments
Arrival of exhibits shipped by SEA FREIGHT
Copies of AWB, Commercial, Invoice/Packing List for
AIRFREIGHT shipments
Arrival of exhibits shipped by AIRFREIGHT
Arrival of films, video tapes/Discs by COURIER
As per below details
LCL – 25 Days before delivery required
FCL – 20 Days before delivery required
LCL – 20 working days before delivery required
FCL – 15 working days before delivery required
15 Days before delivery required
10 Days before delivery required
20 Days before delivery required
2. CONSIGNMENT INSTRUCTIONS
All exhibition goods dispatched either by sea and airfreight shall be consigned as follows on
“Freight Prepaid basis”
SEA FREIGHT CONSIGNMENT
CONSIGNEE :
EXHIBITORS NAME :
FOR : SHOW NAME
DATE :
VENUE :
AIR FREIGHT CONSIGNMENT
CONSIGNEE :
EXHIBITORS NAME :
FOR : SHOW NAME
DATE :
VENUE :
Notify Party :
BIG Logistics India Pvt. Ltd.
4, Laghu Udyog Kendra
I.B. Patel Road,
Near BHD Petrol Pump
Goregaon (East),
Mumbai 400 063
CTC : Mr. Sudhir Surve
MOBILE :+91-7710014193
Notify Party :
BIG Logistics India Pvt. Ltd.
4, Laghu Udyog Kendra
I.B. Patel Road,
Near BHD Petrol Pump
Goregaon (East),
Mumbai 400 063
CTC : Mr. Sudhir Surve
MOBILE :+91-7710014193

Note for consol shipments containing more than one exhibitor, please ask
MAWB/HAWB OR MBL/HBL Instructions:

IMPORTANT NOTATION ON AWB : PLESE ISSUE DELIVERY ORDER TO NOTIFY
WITHOUT ASKING FOR THE ORIGINAL AUTHORITY LETTER FROM CONSIGNEE.
3.
CASE MARKINGS
All packages shall be marked as follows:
Show Name
Name of exhibitor
: …………………………………………………………
Stand Numbers
: ………………………………………………………….
Case numbers
: …………………………………………………………
Gross Weight/Net Weight
: ………………………………………………………….
Dimensions
: ………………………………………………………….
*THE CASE NUMBER SHOULD TALLY WITH YOUR INVOICE/PACKING LIST.
4. DOCUMENTATIONS
Following documents are required:
a- 1copy of ITPO approval of the show / OR any ministry’s approval (MUST)
b- 1 original & copies Airway bill / bill of landing.
c- 3 copies Performa Invoice (As per format enclosed )
d- 3 copies of packing lists
e- 1 copy of Insurance Policy
f- Letter of authority in favor of BIG LOGISTICS INDIA PVT.LTD. (As per format
enclosed )
g- To clear the exhibit son temporary basis Indian Customs need one of the following
document
(i)
Bank guarantee: 100% of duty amount +RE-export Bond for 150% of CIF Value
of Bank Guarantee for three months as clamming periods required by customs.
(ii)
Embassy Bond :150%of CIF Value
(iii)
ATA-Carnet(original)with 2copies of authority letter format no. 4
h- Partipation letter from the organizer in respect of foreign exhibitor.
i- Catalogues / Broachers & Technical write-up of Machines / equipments.
j- Any other necessary document related to Exhibits / Any permission (Suggest please
advise us the details of exhibits prior to sending the shipment).
k- Fumigation certification of wooden pkg. /exhibits.
EXPLANATORY NOTES: For completion of the lists of Exhibits (LOE)/Invoice form as
format enclosed are as follows:
To enable us to handle clearance of your consignment, we require 5copies of your normal
commercial invoice/packing list for each of the categories.
The consignment must be consigned as follows:
Exhibitors Name: ……………………………………………………
Stand Number: …………………………………………………….
Name of the Exhibition, venue and dates: ………………………………………………
a- All entries must be in English languages.
b- A full description of the items must be given as mentioned below:
 Quantity, type and serial number
 Individual values
 HS Codes numbers
 Total C.I.F Value
 Country of origin
c- Every individual item, including giveaway items and broachers , is to be given a value
based on a CIF value & expressed in U.S. Dollars .Do not mention” No Commercial Value “
d- The following Declaration must be indicated. “The invoiced goods are of ……(Country)……
Origin and are intended for display purposes only at the exhibition site in India.
Original documents for air shipments should be attached with AWB with shipments for sea
shipment these document should be sent to below address, however please check with
BIG LOGISTICS INDIA PVT.LTD. Prior to sending the original documents.
Notify Party:
BIG Logistics India Pvt. Ltd.
4, Laghu Udyog Kendra
I.B. Patel Road,
Near BHD Petrol Pump
Goregaon (East),
Mumbai 400 063
CTC : Mr. Sudhir Surve
MOBILE :+91-7710014193
Goods cannot be clear without original documents
For consolidated containerized sea shipments, (more than one exhibitors item in the
container), the following additional documents must accompany the bill of loading, list of
exhibits (LOE):
3 copies of House Bill of Lading
3 copies of container manifest
These two additional documents are required so that the container can be imported into,
ICD Delhi try port as a FCL container without it being de-stuffed in the port, and taken out
as loose cargo
For Consolidated Air shipment, a a House Airway bill for each exhibitor and a
consolidation manifest must be issued. PLEASE ASK FOR CONSIGNEE INSTRUCTION FOR
SUCH SHIPMENTS.
5 . PACKING
Exhibitors are advised to provide strong cases for the transportation of the exhibits, which
can with stand unpacking and repacking operation. For main exhibits we recommend bolted
Returnable type of cases to be used. This is to avoid unnecessary repair and reconstructions
of cases in the event of damages due to handling whilst in transit.
Fumigation is required for wooden packages / exhibits contain wooden items.
6 . CATALOGUES AND PUBLICITY MATERIALS AND VEDIO TAPES-CENSORSHIP
It is stipulated by the Censor Board of India “Advertising Material and technical information
material ls including films, lantern slides, recording tapes, photographs, maps, illustration
and other publicity materials, shall be allowed for display or use at the exhibition only you
have presented beforehand the above mentioned materials to customs officers for
inspection and approval”.
Therefore you shall not make use of these materials before censorship. For this purpose you
should send sample of literature (2 copies each) and souvenir (2 pieces each) to BIG
LOGISTICS INDIA PVT.LTD. together with the list of exhibits (LOE)/Invoice. All these
materials will be handed over to the Indians Customs for inspection in advance.
7. CONSUMABLES:
Literature: subject to the organizers of the exhibition obtaining the relevant permissions
such items are exempt for customs duty up-to a value of Indian Rupees 2000 per exhibitors
so mention with a special clause for distribution ‘free of charge’ at the exhibition .
Consumable items: including give away is not free of duty and should be invoiced in your
guarantee value to Indian Customs.
Restricted items: Restricted imports, calculators, watches, clocks, and other electronic
items together with foods and beverages wherever possible we suggest you avoid shipping
such items (Edibles / Liquor / Food items etc.)
It is advisable to send all videotapes and slides (or your scripts and description) to BIG
LOGISTICS INDIA PVT.LTD. for censorship in India.
8. LOCAL TAX – (SUCH AS OCTROI TAX, ENTRY TAX, ETC.)
Local tax is applicable in some parts of India: Octroi tax in Mumbai & entry tax in Bangalore.
Subjects to the organizers obtaining the relevant exemptions, this may not applicable.
However, we must stress that this is an organizers responsibility. If no exemptions are
obtained this will be passed on at cost plus outlay charges.
9. HAND- CARRIED EXIHIBITS
Exhibitors are strongly advised not to hand-carry goods for the exhibition as they may be
detained by the Indians Customs and considerable time and efforts will be required to clear
them out in time for the exhibitions. Any risk taken will be at the exhibitor’s responsibility.
10. EXIHIBIT LAYPUT PLAN
For large or heavy exhibits layout plan is required by us in advance in order to position such
exhibits during the early stage of the build-up period.
11. STORAGE OF EMPTY CASES
Empty cases will be stored with us . Your cases will be marked and stored systematically
under shelter during the exhibition period in order to facility quick and early retrieval at the
end of the exhibition,
12. ATA Carnet INSTRUCTIONS:
If the shipment will be under ATA Carnet, it should be issued as per the instructions
required by the Indian Customs with the details of the Carnet Holder Representative &
purpose / intended use etc.
The Carnet should issue as per below instructions:
A. INSTRUCTIONS FOR ATA Carnet:
CARNET HOLDER & ADDRESS
Exhibitor’s Name (must be a foreign company) & their address
REPRESENTED BY
Carnet Holder and / or BIG LOGISTICS INDIA PVT.LTD. OR any other authorized
representative,
PURPOSE / INTENDED USE OF GOODS
Fair/Exhibition/meeting/Conference
Show Name: ……………………….
Show Date: …………………………
Venue: ………………………………..
B.
INSTRUCTIONS FOR AWB / B / L:
Shippers:-ATA Carnet Holder Name with complete address
Consignee & Notify:
As per our consignee instructions
Kindly note, we require authority letters from carnet holders for customs purpose (as
Per the format enclosed).
13. RE-EXPORT
Exhibitors must indicate on the list of exhibits (LOE), the items that will be re-exported as
well as the items that will be the disposed off / consumed or given away at the end of the
exhibition.
We will be circulating a Disposal Instructions Form to u in due course for your completion so
that we can plan the return shipments after the exhibition. Re-export formalities will require
at least 7 to 10 days to process before shipments can be shipped out.
Exhibits waiting for re-export instruction or solid will be shifted & stored at customs bonded
ware house on chargeable basis. Charges quoted in handling tariff.
14. FORMALITIES / INFORMATION FOR SOLD GOODS IN INDIA
a) Exhibitors are requires to submit a copy of the contract, buyer company name, address
and contact number to BIG LOGISTICS INDIA PVT.LTD.
b) After receipt of the above, BIG LOGISTICS INDIA PVT.LTD. will register this
information into the customs.
c) Customs will only allow buyer to process permanent import procedures one week after the
completion of the exhibition.
d) Buyer is required to present to customs the Import Export code number (I.E.C no.),
Invoice/Packing list and contract for the calculation of duty and taxes and other revalant
documents.
e) After the duty and taxes have been paid, buyer will be allowed to take delivery of the
goods from the customs bonded warehouse.
f) For solid exhibits, all duty/taxes must pay and all import formalities must be completed
within 1 month time. If not, cargo will be forfeited by customs.
g) For exhibits that are pending sale or awaiting signing of the Sales contract, the exhibits
will be kept in the customs bonded warehouse. The time allowed is Three Months. After
the period of three months, the exhibits must be either be re-exported and sold.
h) For shipments arrived on ATA-carnet and sold partially or completely required prior
permission of Ministry of Home , which is against fee (non-refundable) & the above
procedure will follow once the permission obtained , it normally it takes 3 -4 weeks. Till
the ATA carnet permission / sales clearance formalities are completed the goods are kept
under storage. Rest of items will remain in storage.
If partial shipment is required to be re-exported, customs will only allow it , one requisite
permission for sold goods is received and full duty against sold goods paid.
15. Disposal of MATERIAL: - This is strictly at the discretion of the Customs Authority
and can only be ascertained on receipt if information relating to the material. Please
contact us on this subject to discuss.
16. Goods Lost or not Accounted For:-Exhibits lost, given away or consumed that are
under temporary import will be the subject to duties and taxes and a full enquiry of
customs.
17. Goods Left Pending Sale Or Instruction :- Due to problems on past Exhibition
Indians Customs now require full details of the buyer name to be registered with them
within fourteen days of the close of show. The holding of the goods pending instructions
(for six months) is not permissible.
18. Insurance:As a 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 in not included in our charges.
It is the responsibilities of each exhibitor to arrange Marine (Transport) 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.
19.
FORMS FOR COMPLETION
The following documents are to be accompany your shipping documents
1) FORM – 1: Letter of Authorization for collecting delivery order from Airline/Shipping
line.
2) FORM – 2: ATA carnet Letter of Authorization.
FORM 1
AUTHORITY LETTERS FOR SHIPPMENTS WITHOUT CARNET
To be printed on exhibitor’s letters head
TO WHOM SO EVER IT MAY CONCERN
Reg: Authority letter
We hereby authorize Big Logistics India Pvt.Ltd. to collect the Delivery Order & further
arrange customs clearance on our behalf.
Your Kind co-operation in this concern will be highly appreciated.
Thanking You
For exhibitor’s name
Authorized Signatory
FORM 2
AUTHORITY LETTER FOR ATA – CARNET SHIPMENT
To be printed on carnet holder’s letter head
TO WHOM SO EVER IT MAY CONCERN
Reg: Authority letter to handle Carnet No. ………………… And customs clearance of our goods.
We hereby authorize Big logistics India Pvt.Ltd. to collect the delivery order, handle
carnet & further arrange customs clearance on our behalf.
Your Kind co-operation in this concern will be highly appreciated.
Thanking You
For Carnet holder’s name
Authorized Signatory
COMBINED INVOICE & PACKING LIST
NAME OF SHIPPER
:
CONSIGNEE
:
__________________
STAND NO. :
_________________
INVOICE NO. :
DATE :
:
ADDRESS
HALL NO. :
___________________
______________
TELEPHONE :
FAX
:
REMARKS
A : RE-EXPORT AFTER EXHIBITION
B : DISPOSED OF/CONSUMED
C : GIVEN AWAY/SOLD
NOTIFY
CASE
NO
DIMENSIONS (Cm)
Pcs X (
L
X
B
VOLUME
X
(M3)
PLEASE TICK ( X ) WHERE APPLICABLE
WEIGHT (KG)
GROSS
DESCRIPTION OF GOODS (IN ENGLISH)
NETT
QUANTITY
WITH H.S. CODE NO.
VALUE (USD)
UNIT
TOTAL
TOTAL FOB VALUE
Page
1 of
1
The declared goods are of _________origin and are intended
for display purpose and will be distributed during the show
Signed for and on behalf of
Date :
Country
Authorized Signature with stamp
Name in Block Letters
(To be signed in blue ink )
REMARKS
A
B
C