SHIPPING INSTRUCTIONS ISPOR 2013 The Convention Centre Dublin 2 nd 6 th November 2013

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1 SHIPPING INSTRUCTIONS The Convention Centre Dublin 2 nd 6 th November

2 CONTENTS Introduction Page 3 Show Contacts Page 3 Deliveries to Page 3 Advance Warehouse Page 3 Direct Deliveries Page 3 Consignee Details Page 4 (Air & Sea, and Road Freight, Direct Deliveries) Page 4 Local Agents Page 5 Courier Shipments Page 5 Customs Clearance Page 5 Documentation Page 6 Freight Arrival Dates at Port, Terminal, Warehouse Page 6 Case Marking Page 7 Packing Page 7 On Site Handling Page 7 Empty Case Storage Page 7 Insurance Page 7 Tariff Page 8 Additional Notes Transport and Handling charges Page 8 Payment Page 8 Order Form Page 9 Commercial invoice and Packaging list Page 10 Label sample Page 11 2

3 INTRODUCTION Interflow Logistics Ltd has been appointed by as the sole official freight contractor for freight handling, onsite lifting and handling for. The following instructions are to assist all exhibitors / contractors with the smooth flow of freight to and from the event. YOUR SHOW CONTACT You can contact our team for all your enquiries on the following lines of communication info@interflow.ie Telephone: +353 (0) DELIVERIES TO In order to avoid waiting time and problems accessing the site, Interflow will be operating an advance warehouse facility. All goods can be consolidated at this point and transferred to the stand. As the official agent, we will have priority access during the build up and break down periods to the halls. This will ensure timely delivery to your stand. We strongly recommend that you make use of the advance warehouse facility. ADVANCE WAREHOUSE All shipments arriving at our advance depot must be sent with a pre-advice to the above contact details. Advance warehouse delivery address: *** Please ensure that each item is clearly labelled with your company name, hall and stand number. As per attached label sample. DIRECT DELIVERIES If you wish to have a consignment delivered directly by an independent forwarder to your stand, please ensure that somebody from your organisation is present to accept your delivery. A strict delivery schedule is in place so booking is essential. CONSIGNEE DETAILS: ALL SHIPMENTS MUST BE SENT PREPAID We cannot give any guarantee of on-time and correct handling of any shipments of which the consignee instructions are not respected. 3

4 1- AIR FREIGHT MAWB must be consigned as follows: Airport of destination Dublin 2- SEA FREIGHT (LCL and FCL) B/L must be consigned as follows: Port of discharge must be Dublin Preferably Express B/L are to be used. 3- ROAD FREIGHT for shipments arriving before build up: Road shipments arriving prior to the official build-up date can be delivered into our warehouse in Dublin. CMR must be consigned as follows: LOCAL AGENTS has a global network of partners and freight agents to assist the exhibitors with Shipping to and from the event. The agent s contact details are available upon request and we strongly recommend that you use one of these specialised agents. They will be able to assist you with all shipping queries & quotations. Exhibitors / contractors using their own shipping company must ensure a pre-advice detailing all the necessary information is sent to us in advance of the goods arriving. This will ensure speedy customs clearance and avoid high storage charges being incurred by airlines and shipping lines. 4

5 COURIER SHIPMENTS Any shipments that are sent should be on a delivery duty paid (DDP) basis i.e customs cleared and all charges including taxes and duties billed to the shipper. Please consign all your courier shipments to the advance warehouse address. cannot be held responsible for any consignments addressed directly to your stand. Please note that shipments sent through courier companies will not be placed under our Customs Guarantee. Exhibitors are advised not to send high value goods this way. CUSTOMS CLEARANCE For shipments outside of the EC, please note the following information: Permanent entries: Goods to be consumed during the show, such as consumables, giveaways, catalogues etc. Any permanently entry is subject to payment of import tax and duties, calculated off the CIF value of the goods (CIF value = declared value + freight costs). An additional 10% will be charged as Interflow deferment fee. Temporary entries: Goods returning to origin after the show Please note that the venue does not have a free bond status, therefore we strongly recommend the use of ATA carnet. With this document you will save extra costs and delays on delivery of your items to the stand. All exhibits / material entered under temporary importation are subject to control and examination by Irish customs for Inward and Outward movements. Goods under temporary bond cannot be sold during the show, any sale operation must be reported to Irish Customs Authorities, otherwise heavy penalties might incur. Please contact to Interflow staff in the case you intend to sell any temporary goods. Temporary & permanent materials must be packed separately, in different boxes. Invoice must be addressed to: INTERFLOW LOGISTICS LTD. For Dublin convention centre Exhibitor name / Stand no. Unit 1, Ace warehouse Blakescross DOCUMENTATION For EU Shipments: Detailed packing list is required. Please describe nature of goods; amount of pieces; volumes, gross/net weight per item; value per item. Non EU Shipments: 1. Carnet ATA is recommended for all non EU shipments that need to be imported temporarily. Goods on Carnet ATA must be re-exported after the exhibition. 2. For non EU shipments not covered by Carnet ATA, a detailed pro forma invoice is required according to the attached example, which we can to you in an Excel-file. All fields in the invoice sheet need to be filled in obligatorily. Invoices must be faxed to us for approval before departure of the shipment. 5

6 DISTRIBUTION OF DOCUMENTS: SEAFREIGHT: Copy express B/L by fax or 2 original + 1 copy of B/L 1 original + 9 copies of invoice These documents need to be couriered to us latest 7 days before arrival of vessel in Dublin AIRFREIGHT: Copy of MAWB 1 original + 9 copies of invoice These documents need to be scanned to us latest 2 working days before arrival of freight at Dublin Airport. ROADFREIGHT: CMR freight letter 1 original + 9 copies of invoices / packing list These documents need to be scanned to us latest 2 working days before arrival of the truck in our warehouse in Dublin. FREIGHT ARRIVAL DATES AT PORT, TERMINAL AND WAREHOUSE SEAFREIGHT: Dublin Port - LCL Shipments must arrive at least 10 working days prior to the show. - FCL Shipments must arrive at least 7 working days prior to the show. AIRFREIGHT: Dublin Airport All shipments must arrive at least 5 working days prior to the show. ROADFREIGHT: latest arrival for deliveries into warehouse before build-up All shipments must arrive at least 5 working days prior to the show. IMPORTANT NOTICE: ANY SHIPMENTS ARRIVING AFTER THESE DATES ARE SUBJECT TO A 10% SURCHARGE. CASE MARKINGS All pieces should be clearly marked on at least 2 sides with the following: Exhibitor Name: Exhibition: Stand Number: Case Number Example 1 of 5, 2 of 5 etc Gross Weight in KGS Net weight in KGS Dimensions in CMS 6

7 PACKING We advise strong, bolted, wooden crates or cases for exhibits and displays. Furthermore we recommend pallet size cartons for all loose materials and that the pallet is sealed with plastic wrapping film. Heavy equipment must be placed on skids and provided with lifting or hoisting resources (hoist bolts, skids which can be handled by forklifts etc). All wooden packaging coming from outside the EU must conform to current regulations the following information must be marked or stamped on the consignment: ISPM15 Logo ISO Country Code Licence number assigned to the company that performed the fumigation Fumigation method (HT or MB treatment used) ON SITE HANDLING orders must be in writing and received at least 48 hours in advance For all orders for on site services, we must have the following details before any work is carried out: Dimensions and Total gross weight Weight of the heaviest piece Type of equipment / manpower required ( crane, fork truck, labour etc ) Please contact us via the methods stated on page 3 to make your booking EMPTY CASE STORAGE will operate a two tier system for the return of the empty case storage: Priority Storage To be returned within 4 hours of allowed access into the halls Standard Storage Will be delivered after the return of all the priority storage INSURANCE It is the responsibility of the exhibitor to ensure that they have adequate insurance for their goods whilst in transit to and from the exhibition, whilst there and / or in storage and also in transit to other destinations. Interflow Logistics Ltd can insure your goods for you but this is on a request basis. TARIFF Comprehensive quotations will be supplied upon receipt of consignment details where requested or a copy of our basic tariff can be sent via . For further information, quotations and guidance, please do not hesitate to contact us. 7

8 ADDITIONAL NOTES - TRANSPORT & HANDLING CHARGES Inward or outward tariff for standard parcels not exceeding 1000 kg or 5 CBM or of particular dimensions (for heavy or voluminous pieces, or special dimensions), please ask for quotation. Including: All operations from place of arrival up to delivery on stand Excluding: T.H.C. at port of arrival (must be prepaid) Delivery or removal over working hours and working days (please refer to overtime surcharges paragraph) Unpacking, repacking Transfer charges for shipments received through 3rd party (consolidator) : these charges will incurred + 10% Dispatching on several stands Grounding of containers Demurrage and detention costs for containers arriving too early PAYMENT Unless freight is routed via our appointed agent or you have an account with us, we will require immediate payment of all charges immediately upon receipt of our invoice. Bank details are specified at the bottom of the invoice. Credit cards are also accepted for account settlement. or their appointed agents will not accept any responsibility for loss or damage on products or materials left unattended on a stand or items that are inadequately packed. or their appointed agents will not accept any responsibility for delay in clearance or delivery for shipments that have not been consigned as per our instructions, shipped without the requested documents or arriving after the mentioned deadlines. 8

9 ORDER FORM QUANTITY DESCRIPTION L x W x H (METRIC) WEIGHT (KILOGRAMMES) We will require the following services: Please delete as appropriate* Customs Clearance Formalities Crane/forklift* to Offload Unpacking/Packing* Date: Time: Empty case storage Crane/forklift* to Reload Date: Time: Erection/Dismantle* of Exhibits Date: Time: Transport from: To Exhibition by air/road/sea* COMPANY NAME: STAND No.: ADDRESS: TELEPHONE: FACSIMILE: VAT NUMBER: STAND REPRESENTATIVE: MOBILE: WEB www: All business is undertaken in accordance with our Conditions of Trade, copies of which are available upon request. 9

10 COMMERCIAL INVOICE AND PACKAGING LIST Exhibition Name: Venue: Convention Centre Dublin Permanent Import (please tick the box) Exhibition Date: 2 6 November 2013 Temporary Import (please tick the box) Exhibitor Name: SHIPPER / EXHIBITOR CONSIGNEE NOTIFY Hall: Stand number: CASE No ITEM No DESCRIPTION OF GOODS QTY UNIT PRICE TOTAL PRICE WEIGHT KILOS DIMENSIONS CM VOLUME DISPOSALS L W H CBM C R S TOTAL We certify that the goods are of And the above description is true and correct. The Value given is for customs purposes only. origin Authorized signature: Name of Signatory: C: Consumed S: Sold R: Returned

11 SHIPPER / EXHIBITOR: CONSIGNEE: For Stand name: Stand number: Hall: AIR SEA ROAD COURIER CASE No: TOTAL Cases:

All documents, such as Bill of Lading or Air Waybill must show the consignee as indicated above.

All documents, such as Bill of Lading or Air Waybill must show the consignee as indicated above. International Shipping Instructions DATE START TIME FINISH TIME BUILD-UP 23 rd October 2016 8am 8pm BUILD-UP 24 th October 2016 8am 10pm SHOW OPEN 25 th October 2016 10am 6pm SHOW OPEN 26 th October 2016