FREIGHT FORWARDING AND CUSTOMS CLEARANCE SERVICE - GUIDELINES NPE 2015 - Orlando March 23-27, 2015 - Map Your Show
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DB SCHENKERfairs
FREIGHT FORWARDING AND
CUSTOMS CLEARANCE SERVICE
GUIDELINES
NPE 2015 - Orlando
March 23-27, 2015
Schenker, Inc.
DB SCHENKERfairs
Chicago, USA
Herbert Kaltschmid
January 2014TABLE OF CONTENT
TABLE OF CONTENT 2
1 INTRODUCTION 3
2 FACTS AND FIGURES 4
2.1 Important Dates 4
2.2 Contacts 4
3 SHIPPING INSTRUCTIONS 5
3.1 Deadlines for Freight Shipments 5
3.2 Deadlines for Pre-advices 5
3.3 Documentation 6
3.4 Consignment Instructions 7
4 CUSTOMS CLEARANCE 9
4.1 Trade Fair Entry 9
4.2 Temporary Import Bond 9
4.3 Carnet ATA 10
4.4 Permanent Import 10
4.5 Special Goods Regulations 10
4.6 ISF Filing Information
5 PACKING AND MARKINGS 12
5.1 Packing 12
5.2 Markings 12
5.3 Wooden Packing Material 13
6 ONSITE HANDLING AND RE-EXPORT PROCEDURES 14
6.1 Onsite Handling at the exhibition site 14
6.2 Proof of Export 14
7 APPENDIX 15
2|Page Schenker, Inc.
DB SCHENKERfairs1 INTRODUCTION
We are proud to inform you that Schenker, Inc. has been nominated as the official freight for-
warder and customs house broker for NPE 2015 to be held in Orlando, FL from March 23 – 27,
2015.
In the following guidelines we outline all our services tailored to the needs of international exhibi-
tors in NPE 2015. The services include transportation services (air- and/or ocean) to and from the
USA, customs clearance services and the delivery to the convention center in close cooperation
with the general contractors for the exhibition.
The following instructions must be read very carefully. Failure to comply may result in de-
lays with the Customs clearance and subsequently lead to additional charges and/or late
delivery to show site.
The manual outlines the customs policies, shipping instructions, and delivery information.
Please contact our experienced staff with any questions you might have regarding our services
for NPE 2015.
3|Page Schenker, Inc.
DB SCHENKERfairs2 FACTS AND FIGURES
2.1 Important Dates
Depending on your location within the exhibition venue, you have been assigned a target date by
the general contractor for NPE 2015. Your shipment has to be delivered to your booth area on
this date in order to avoid “OFF-TARGET PENALITIES” and interruption of move-in procedures
and services. Our below mentioned shipping schedule is based on your assigned target date.
If you have requested a change in target dates and it was approved by the organizers and the
general contractor, please provide us with a copy of the approval correspondence, in a timely
fashion, so any delivery changes can be made as soon as possible. Thank you for your kind un-
derstanding and consideration.
2.2 Contacts
Overall coordinating office:
Schenker, Inc.
380 Littlefield Avenue
South San Francisco, CA 94080
Attn: Herbert Kaltschmid
Tel.: 1-650-745 7737
Fax: 1-650-745 2244
Cell: 1-415-279 2021
e-mail: herbert.kaltschmid@dbschenker.com
Operational team (customs entries/delivery coordination)
Schenker, Inc.
1333 South Mt. Prospect Road
Des Plaines, IL 60018
Ms. Kathleen Adamson
Tel: 1-847-954-4903
e-mail: kathleen.adamson@dbschenker.com
Ms. Julie Reed
Tel.: 1-847-954 4902
e-mail: julie.reed@dbschenker.com
4|Page Schenker, Inc.
DB SCHENKERfairs3 SHIPPING INSTRUCTIONS
3.1 Deadlines for Freight Shipments
All freight shipments must arrive in the USA not later than the dates stipulated below. Shipments
which do not meet these deadlines cannot be delivered on-time. Target date = exhibitor’s as-
signed booth delivery date.
Type of Shipment Deadline for arrival in Orlando / Miami
International ocean freight LCL (Less 12 working days prior to target date
Than Container Load - groupage)
International ocean freight FCL (Full 10 working days prior to target date
Container Load)
International Roadfreight 5 working days prior to target date
International Airfreight 5 working days prior to target date
Domestic Transports 2 working days prior target date
3.2 Deadlines for Pre-advices
The Pre-Advices should be sent as soon as possible to the following email addresses:
Herbert.kaltschmid@dbschenker.com – Julie.reed@dbschenker.com – Kath-
leen.adamson@dbschenker.com
Mode of Transport
Seafreight Consignments: 3 days prior Departure of Vessel at Origin Port
Airfreight Consignments: Date of Departure of Airplane at Origin Airport
Roadfreight Consignments: Date of Departure of Freight from country of origin
ISF Filing Information – 5 working days prior to the departure at the port of origin (ISF Fil-
ing information is mandatory for all ocean freight shipments bound for the USA).
See our information on ISF Filing following these guidelines.
5|Page Schenker, Inc.
DB SCHENKERfairs3.3 Documentation
3.3.1 Air Freight
Cover Letter of Pre Advice – see Appendix
Proforma Commercial Invoice & Packing List or Carnet ATA - see Appendix
Master Airway Bill
House Airway Bill
Power of Attorney - see Apendix
Non-Resident Corporate Certification
ISF Simple Data form
Lacey Declaration
TSCA Statement, if required
FCC forms, if required
FDA forms, if required
3.3.2 Ocean Freight
ISF filing - see Appendix
Cover Letter of Pre Advice – see Appendix
Proforma Commercial Invoice & Packing List or Carnet ATA - see Appendix
Master Bill of Lading
House Bill of Lading
Power of Attorney – see Appendix
Non-Resident Corporate Certification
ISF Simple Data form
Lacey Declaration
TSCA Statement, if required
FCC forms, if required
FDA forms, if required
Effective January 26, 2009, US Customs requires all ocean freight shipments arriving via
U.S. Ports are subject to Import Security Filing (ISF) 5 days prior vessels departure. Failure
to comply will result in US Customs issuing a min. $5000 penalty per shipment/bill of lad-
ing.
ISF Filing has been fully enforced as of July 9, 2013. Any ocean freight shipment bound for
the USA and subject to late filing penalties can no longer be cleared under a Trade Fair
Entry, in case this is the wish of the exhibitor. Instead, these shipments would be either
cleared under a TIB or Consumption entry, after consulting with the exhibitor/shipper. All
ocean freight shipments, which are subject to late filing penalties will be subject to a POA
and Corporate Certification from the shipper/exhibitor and a Letter of Credit in the amount
of US$ 10,000.00 in favor of US Customs. This LC requirement is mandatory for all late ISF
filings, subject to penalty. The LC will serve as the ISF Bond for late filings.
In addition, ISF late filings will result in “customs holds” at the port or arrival, thus delay-
ing customs clearance and jeopardizing the timely delivery to the booth area.
As you can see it is of utmost importance to provide the ISF filing information at least 5
working days prior to departure at origin. Any exhibitors using the global Schenker ocean
services will be supported by a sophisticated filing system provided by Schenker avoiding
late filing penalties. Please contact your local Schenker representative for further infor-
mation.
6|Page Schenker, Inc.
DB SCHENKERfairsDetailed information can be found on:
http://www.cbp.gov/xp/cgov/trade/cargo_security/carriers/security_filing/
3.3.3 Ground Freight from Canada
Cover Letter of Pre Advice - see Appendix
NAFTA Certificate + Invoice & Packing List or Carnet ATA- see Appendix
Bill of Lading with P.A.R.S. number
Power of Attorney – see Appendix
Non-Resident Corporate Certification
ISF Simple Data form
Lacey Declaration
TSCA Statement, if required
FCC forms, if required
FDA forms, if required
NOTE: For certain shipments / products special permits are necessary – see Chapter 4.5.
3.4 Consignment Instructions
3.4.1 Air Freight
Destination Airport: Orlando (MCO) or Miami (MIA)
MAWB Consignee: Schenker, Inc.
Chicago Branch
1333 S Mt Prospect Rd
Des Plaines, IL 60018
HAWB Consignee: Exhibitor Name
c/o NPE 2015 - Orlando
Booth Number
Orange County Convention Centre
9800 International Drive
Orlando, FL 32819
Notify Party: Schenker, Inc.
Fairs and Exhibitions
1333 S Mt Prospect Rd
Des Plaines, IL 60018
Attn : Julie Reed/Kathy Adamson
3.4.2 Ocean Freight
Destination Port: CY Orlando or Port of Miami
MAWB Consignee: Schenker, Inc.
Chicago Branch
1333 S Mt Prospect Rd
Des Plaines, IL 60018
7|Page Schenker, Inc.
DB SCHENKERfairsHAWB Consignee: Exhibitor Name
c/o NPE 2015 - Orlando
Booth Number
Orange County Convention Centre
9800 International Drive
Orlando, FL 32819
Notify Party: Schenker, Inc.
Fairs and Exhibitions
1333 S Mt Prospect Rd
Des Plaines, IL 60018
Attn : Julie Reed/Kathy Adamson
3.4.3 Trucking Freight from Canada
Bill of Lading Consignee: Exhibitor Name
c/o Schenker, Inc.
Attn: Julie Reed/Kathy Adamson
Delivery Address: NPE 2015 - Booth Number
Orange County Convention Centre
9800 International Drive
Orlando, FL 32819
8|Page Schenker, Inc.
DB SCHENKERfairs4 CUSTOMS CLEARANCE
US Customs has set up the following regulations for the import and export of goods for NPE 2015
in Orlando, FL:
The regulations for temporary imports include 3 alternatives:
1) Trade Fair Entry
2) Temporary Import Bond
3) Carnet ATA
4.1 Trade Fair Entry
The U.S. Department of Commerce has designated the NPE 2015 a bona fide Trade Fair under
the Trade Fair Act of 1959, which permits international exhibitors to enter equipment and machin-
ery for exhibition purposes--without duty payments in the exhibit halls, if they export them at the
end of the Fair. Exceptions are items consumed at the Fair, printed matter, advertising material,
give-away items and all equipment that has been sold prior to the fair. The duty free status for
goods under a Trade Fair Entry lasts for 90 days starting at the date of import in the USA, During
the 90 days; the goods are allowed to be in the exhibition hall and designated bonded areas by
US Customs.
Goods entered under a Trade Fair Entry cannot be sent to potential customers, after the show, for
demonstration or testing purposes. Within the 90 days the goods can be sold to US Customers or
they may be re-exported from the USA. Trade Fair Entries cannot be extended past the 90 day
validity.
A significant advantage to utilizing this method of importation allows the exhibitor to make a deci-
sion during the show regarding the final disposition of goods.
4.2 Temporary Import Bond
Temporary imported goods are subject to the payment of a deposit. The T.I.B. cargo must return
in the same condition, quantity and weight as for the importation. The goods must be exported
from the USA within the time limit specified on the entry (up to 12 months). Should any goods
remain in the USA, all relevant import regulations must be met and full duties and taxes must be
paid. A TIB Request Letter has to be signed. Please see appendix
A Power of Attorney has to be signed by the client to authorize Schenker to clear customs for a
shipment as designated broker. The Power of Attorney needs to be submitted only once per cus-
tomer. Please see Appendix.
Invoice / packing lists must include the following information: Please see Appendix
A detailed description of the goods in English including the name by which each items is
known.
The International Harmonized Code
Include serial / or model numbers where applicable
For manufactured products, please specify the component materials (i.e. wood, plastic)
List of quantity of each item
List the weight, dimensions, and contents of each package
Please indicate the country of origin of all goods within your consignment
If the goods have been pre-sold in the U.S. and will enter on a consumption basis (duty
paid) , please provide the name and the address of the ultimate consignee
9|Page Schenker, Inc.
DB SCHENKERfairs Literature and give-away items must be listed on a separate invoice with individual val-
ues indicated and should be separately packed. These items are normally subject to
import duties. Do NOT indicate “No Value – For Exhibition Purposes Only”. All goods
MUST have a value.
IMPORTANT: Entries cannot be filed when invoice indicate lump sum value only. In
these circumstances entry will be delayed until a detailed invoice can be obtained from
the shipper. Please follow the instructions above to avoid delays and additional expens-
es.
4.3 Carnet ATA
An A.T.A. Carnet can be used on shipments that will be re-exported. Any brochures or giveaway
promotional material must be invoiced and entered separately. U.S. Customs does not allow mer-
chandise entered on an A.T.A. Carnet to remain in the country.
4.4 Permanent Import
This type of entry will be done on all items that are to remain permanently in the U.S. for example:
literature, brochures, giveaways and any items sold to a U.S. buyer prior to importation. All rele-
vant import regulations must be met and full duties and taxes must be paid.
4.5 Special Goods Regulations
Many commodities are subject to additional controls by U.S. governmental agencies. The follow-
ing items require additional documentation, permits, or licenses before admission:
Alcohol, tobacco, foodstuff, plants, seeds, clothing, textiles, items containing leather or
animal parts, transmitters, receivers, certain telecommunication equipment, television or
computer monitors, toys, chemicals, medicine, drugs, medical equipment and appliances,
items used in preparation / distribution of food, weapons or ammunition, “defense” related
items, motor vehicles and parts, and nuclear material and its by-products. Please contact
Schenker, Inc. for additional instructions if you intend to include any of the above men-
tioned items in your consignment.
4.5.1 Electronics
In order to import certain machinery, implements, cutlery and tools of metal, glassware, ceramic
products, kitchenware, medical, TV’s, laptops, monitors, microwaves, printers, CD roms and other
related electronics pls ask your customer to sign the FDA forms and letters. Please see Appendix
4.5.2 Lighters, Toys, Children Products
Pls contact the fairs department for further advice!
If your customer is considering sending any of the above mentioned items to the USA pls ask
them to sign the Consumer Product Safety Certification. Please see Appendix
The Product Safety Certification needs to be printed on company letterhead.
4.5.3 Food
10 | P a g e Schenker, Inc.
DB SCHENKERfairsIf you are considering sending any food items to the USA, please make sure that the manufactur-
er’s facility is registered with the FDA prior to shipping. This should be done by the manufacturer /
importer and may be done online. This is a rather long and costly process and should be avoided
if it is not necessary.
For further information and registration, visit:
http://www.fda.gov/Food/GuidanceComplianceRegulatoryInformation/RegistrationofFoodFacilities
/default.htm
FDA requires advance notice on shipments containing any imported food. Shipments without prior
notification will not be allowed into the country.
If the shipping of food is absolutely unavoidable, the following steps must be taken in order for
your shipment to be allowed into the country:
Prior Notice must be electronically received and confirmed by FDA before a food ship-
ment arrives at the first port in the United States (although no more than 5 days before
the shipment arrives)
The deadline depends on the mode of transportation used for the shipment (air or sea).
To submit Prior Notification, deadline information and more, visit:
http://www.cfsan.fda.gov/~pn/pnoview.html
Please see Appendix
4.5.4 Plant
The Lacey Act requires to collect information on the importation of plant material, using a Plant
and Plant Product Declaration (Lacey Act Letter + Declaration). The quantity and unit of measure
of the imported plant material must be declared. Please see Appendix
4.5.5 Pens, Pencils, Cleaning and Waxing Solutions, Paint and other chemical products
In order to import above mentioned items please ask your customer to sign the TSCA statement.
It has to be printed on the Shippers Letterhead. Please see Appendix
4.5.6 Wireless Telecommunication Equipment
Exhibitor may, on a temporary basis, bring in, install and use radio frequency / wireless telecom-
munication equipment. Please ask your customer to fill out the FCC Form. Please see Appendix
4.5.7 Textile items, T-shirts, rags, umbrellas, bags and other related products
In order to import above mentioned items please ask your customer to provide manufacturer’s
complete name and address as well as the fiber content of the item.
11 | P a g e Schenker, Inc.
DB SCHENKERfairs5 PACKING AND MARKINGS
5.1 Packing
Proper packing of the cargo is the key to providing a safe transport from origin to destination.
Goods for temporary import and goods for final import should be packed separately and listed
on separate invoice / packing list in order to avoid any delays in customs clearance proce-
dures.
Goods for re-export after the event should be packed in road cases or sturdy re-usable boxes
with bolts. For cases / flight cases with locks or padlocks the shipper has to provide a copy of the
keys. Schenker will not take over any responsibility / liability when cases will incur damage due to
customs inspection while keys for locked cases have not been provided in advance.
To facilitate on-site handling, please ensure that:
All cases or crates are BOLTED as opposed to nailed or screwed
Al cases or crates are fitted with sling irons or skids
Center of gravity is marked on all cases exceeding 1,000 kilos
Wherever possible the use of plywood should be avoided, since it is difficult to repair this
material.
Goods in transit pass through climatic changes and, therefore, should be packed taking
care to use humidifying materials.
Where machines are bolted to the sides, it is recommended that nuts be on the upper
side of the base.
5.2 Markings
All cargo must be clearly marked and numbered for easy freight identification at any point during
the transport. Each case should be marked:
Name of Exhibitor
C/O NPE 2015
Booth Number
Orlando Convention Center
9800 International Drive
Orlando, FL, 32819
Made in ...
The marks shown on cases / crates have to correspond exactly with the details mentioned on the
Invoice / Packing List.
Exhibition
Shipper
Consignee
Booth #
Mode of Transport
Case/Crate Number (i.e. case 1 of 6)
Weight in kgs
Port of Origin
Port of Destination
A template of the label for Exhibition Cargo is available see Appendix
12 | P a g e Schenker, Inc.
DB SCHENKERfairs5.3 Wooden Packing Material
Effective September 16, 2005, USDA revised the import regulation for wood packing material
(WPM). The regulation requires WPM coming into the U.S. to be treated and marked. If your
WPM is not treated and marked, your cargo may be subject to immediate export.
http://www.aphis.usda.gov/import_export/plants/plant_exports/wpm/index.shtml
All wooden packaging materials should be treated already at origin according to the ISPM 15 reg-
ulations. It is mandatory to put the IPPC mark on two opposite sides of the wooden packaging
material.
All cargo arriving in the USA has to comply with the following requirements for wood packaging
under ISPM 15, i.e.:
all wooden packaging must be bark free
all wooden packaging must have been subjected to a treatment (heat or fumigation)
the treated wood packaging shall bear a mark (see example below)
The mark shall at minimum include:
IPPC Symbol as reproduced above;
XX ISO two letter country code (e.g. Germany = DE)
000 unique registration numbers assigned for the company that manufactured or treated
the wood packaging
YY IPPC abbreviation disclosing the type of treatment (e.g. HT for “Heat treatment” or
MB for “Methyl Bromide”).
For a complete description to the rules please refer to the ISPM 15 regulations.
If the wooden packaging material arrives without the approved mark or with approved mark but
intercepts the live harmful pest the material can be handled as follows (against costs):
Treatment of wooden packaging material
Disposal of wooden packaging material
Return to origin
For goods that are not packed with wood packing materials or are not loaded onto a wooden pal-
let the customer is required to complete a declaration of non-wooden packing materials. Two orig-
inals have to be issued showing the company stamp and signature. One original must be at-
tached to the AWB or B/L. The second original should be sent to SCHENKERfairs.
13 | P a g e Schenker, Inc.
DB SCHENKERfairs6 Onsite Handling and Re-export Procedures
6.1 Onsite Handling at the exhibition site
All on-site services, such as unloading of trucks, booth delivery services, unpacking services,
storage of empty shipping crates, labour and equipment services are provided by the general
contractor for NPE 2015.
Please study their service manual carefully and order with them directly to meet all your on-site
needs. Traditionally they will collect their fees from the exhibitor, directly during the show.
If you need our assistance in dealing with the general contractor, we will be more than happy to
help you.
6.2 Proof of Export
US Customs require export documents that describe the goods in sufficient detail in order for a
customs officer to verify that the goods that were exported were the same as those goods that
were imported temporarily. The description of the goods on the import invoice, for example, must
be the same as on the export paperwork.
The re-export Proforma invoice must be consistent with import Proforma invoice. It will facilitate
the re-export process and avoid unexpected delay.
Terms & Conditions:
FMC 911F. All business undertaken subject to terms and conditions of Schenker, Inc. Text avail-
able upon request.
14 | P a g e Schenker, Inc.
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