Understanding Material. Handling Procedures. Packing List

Transcription

1 Understanding Material Handling Procedures Exclusively for the Partners & Offices of the Rogers Worldwide Group T hose new to exhibiting in the U.S. find it difficult to understand how the cost to deliver freight from the dock to the stand can sometimes be higher than the ocean freight costs to transport the materials to the U.S. The answer lies in general contractor exclusivity and a history of trade union intervention. Both factors have resulted in higher labor costs and contributed to the higher cost of material handling services as compared to the same services rendered outside of the U.S. When international shipments arrive at exhibition halls outside of the U.S., they are generally unloaded, delivered to the stand, lifted into place, unpacked and empties removed to storage by the freight forwarder who has handled the shipment from its point of origin. Exhibitors receive one invoice from one company for door to stand service. In the U.S., shipments arrive to the convention center and are automatically given over to the officially appointed and exclusive general contractor. Exhibitors receive two invoices; Rogers Worldwide Hawthorne Blvd., Suite 200 Torrance, CA Packing List VOLUME 1 - ISSUE Understanding Material Handling Procedures Customs Updates Operations Notes Calendar of Events Scenes from OTC General contractor exclusivity and trade union intervention have contributed to a higher cost of material handling services in the U.S. In contrast to the material handling systems established decades ago in the U.S., procedures in Europe, Asia, the Middle East and elsewhere universally favor a right to work attitude. In other words, exhibitors, freight forwarders and lifting contractors are allowed and encouraged to work simultaneously along side one another in a non-exclusive environment. The result is lower costs, the exhibitor s ability to pick and choose among individual services and service providers and more control over the process by the freight forwarder and ultimately the exhibitor. one from the freight forwarder and one from the general contractor. Exhibitors at international shows customarily choose among the different types of material handling services offered by the contractors. For example, the invoices are often itemized with individual charges for loading/unloading (from the vehicle), delivery to the stand, lifting (to position while in the stand), unpacking (removal of exhibit materials from crates), and storage of empties. The exhibitor can pay for only those services he uses. In the U.S. exhibitors pay one all-inclusive price for unload- continued on page 2

2 Our Staff Ron Burchett, President Tel: Cell: Jeanette Mucha, Director of Sales, Chicago Manager Tel: , ext. 226 Cell: Dave Williams, CFO Tel: Cell: Michelle Bruno Director of Marketing Tel: Cell: SALT LAKE CITY Mireya Bolanos Export Operations Specialist Tel: Wandy Ortiz Import Supervisor Tel: , ext. 225 Cell: Natalie Blain Marketing Support Specialist Tel: Ker Garin Internal Sales Specialist Tel: Sherri Pelc Broker/Operations Specialist Tel: LAS VEGAS Sherry Huang Import Operations Specialist Tel: Nancy Trittau Import Operations Specialist Tel: Hiromi Kumagai Accountant Tel: Tony Lear, European Liaison Tel: (49) Fax: (49) BREMEN Material Handling Procedures ( from pg 1) ing, delivery to the stand and storage of empties whether they require the services or not. Outside the U.S., the low cost and high availability of labor for material handling is one factor that contributes to the flexibility of the process. The absence of organized labor to drive labor costs upward and the relatively higher unemployment in many countries provides a steady source of workers for material handling services. The opposite situation exists in the U.S. where some labor markets are tight and trade unions drive wages effectively upwards. In the U.S., the general contractor is most often a one-stop shop for everything from freight to furniture to displays. The length of time given for move-in and move-out of the events is another factor that influences the costs of the material handling procedure. At large events overseas, the movein periods can be several weeks. In the U.S., the period is often shortened to a few days. In the U.S. the move-in and move-out periods are much shorter, forcing the process to become more highly organized necessitating or at least setting the stage for, the use of one exclusive contractor. There are trade-offs associated with the flexible material handling systems installed at overseas events. While exhibitors can pick and choose among different material handling services, they may end up paying more for other services such as furniture rental or booth decoration. And, while they are able to contract with different service providers, they may not want to for convenience sake. Americans exhibiting outside of the U.S. are often frustrated at having to deal with multiple companies on site. In the U.S., the general contractor is most often a one-stop shop for everything from freight to furniture to displays. Freight forwarders are often the best source for information on the procedures and union arrangements in a particular exhibit hall. Call or Rogers Worldwide with any questions you may have. Customs Updates U.S. travelers to Canada, Mexico, the Caribbean and Bermuda will need passports to return to the United States by 2008 under a new terrorism prevention policy. The Western Hemisphere Travel Initiative, to be phased in by 2008 in three proposed stages, will also require nationals of those countries and territories to present passports when entering the United States. Many North American cross-border travelers to and from the United States and Canada now need only drivers licenses or other identification. But from Dec. 31, 2007, passports or their equivalent will be the only documents accepted under the Intelligence Reform and Terrorism Prevention Act of Under a proposed timetable that will be formalized later this year after a public review period, the passport rule will be imposed on air and sea travel to and from the Caribbean, Bermuda and Central and South America on Dec. 31, It will be extended to Canada and Mexico on Dec. 31, Rogers Worldwide 2005 Global Glimpse is published by Rogers Worldwide, Hawthorne Blvd., Suite 200, Torrance, CA Questions and comments can be forwarded via to Michelle Bruno, Director of Marketing, Rogers Worldwide at mbruno@rerogers.com or by telephone at (801) This publication can also be viewed on our web site at: 2 GLOBAL GLIMPSE

3 Operations Notes Use of Harmonized Numbers Please pay special attention to the correctness and inclusion of harmonized tariff numbers on your commercial invoices. If the shipment has been shipped to the show previously through Rogers Worldwide, let us know and we can look up harmonized numbers from the previous year. Including the harmonized numbers guarantees the speed and likelihood of on time clearance. Ship Early With port congestion and delays still posing a major challenge, observing the deadlines for arrival listed in the Rogers Worldwide shipping instructions is becoming extremely important for guaranteeing on time deliveries especially with ocean freight shipments on through bills of lading. Most freight can be delivered to the drayage contractor s warehouse several weeks in advance. Please urge exhibitors to ship early to avoid such delays. U.S. Customs Stops Commercial Merchandise Transport in Personal Vehicles It was common practice for many years for exhibitors entering the U.S. VOLUME 1 ISSUE 4 from Canada to rent a private truck or throw their pop-up displays in the back of the car. This practice has been prohibited by U.S. Customs. Authorities no longer allow the transport of commercial items such as exhibits in vehicles other than commercial vehicles. Spotlight on Las Vegas Air Freight It has become easier and faster to clear air freight shipments bound for shows in Las Vegas if they are terminated in Las Vegas. In the past some air shipments terminated in Los Angeles and clearance was performed there. This is generally true for ocean freight shipments to Las Vegas although it is best to consult the Rogers Worldwide shipping instructions for advice on using a through steamship line bill of lading for Las Vegas or any port prior to shipping. Old Empty Labels Pose Problems on Site Take care to remove old empty stickers from crates and boxes prior to shipping to the U.S. The use of an empty sticker at a U.S. show indicates to the general service contractor to remove the box from the show floor and place it into storage. During the recent Offshore Technology Conference move-in, some boxes were retired to storage before they were unpacked because exhibitors left empty stickers from the previous show attached. Loose Pieces Cause Delivery Errors A recent shipment of 174 cartons for the Food Marketing Institute show arrived in an ocean freight consolidation as floor loaded individual pieces. When the freight was de-containerized, the boxes were palletized and the piece count noted by the trucking company and the drayage contractor upon delivery to show site was changed to four pieces (referring to the number of pallets). When the exhibitors arrived on site and it was discovered that 1 box from the original shipment of 174 pieces was missing, it was impossible to determine where to look, i.e. the container station, the trucking company warehouse or the show site. In addition to the handling difficulties, the drayage charges are much higher at the contractor s warehouse or on show site for loose freight than for skidded or containerized cargo. To reduce costs and ensure that all freight is accounted for, please employ the following practices: Carefully mark the bills of lading with the total piece count. It is preferable to palletize or crate cargo in an ocean container to make handling easier Because the shipment is often broken apart, list the number of individual pieces as well as the number of pallets as follows: 4 pallets S.T.C. 174 pieces. The money saved by floor loading boxes in the ocean container may be consumed at the other end in costly searches for missing pieces and additional drayage costs. 3

4 Calendar of Events MAY Show City State Status 1-3 All Things Organic '05 Chicago IL Sole Official 1-3 FMI '05 Chicago IL Sole Official 1-3 Spring Fancy Food '05 Chicago IL Sole Official 1-3 United Produce Expo '05 Chicago IL Sole Official 1-3 US Food Export Showcase '05 Chicago IL Sole Official 1-4 AOCS '05 Salt Lake City Salt Lake City UT Independent 2-5 OTC '05 Houston TX Sole Official 2-4 ITS America '05 Phoenix AZ Independent 3-6 Coverings '05 Orlando FL Independent 4-5 Nepcon East/Electro/Assembly East '05 Boston MA Sole Official 4-6 Billing & OSS World '05 Philadelphia PA Independent 2-7 HD '05 (Hospitality Design) Las Vegas NV Independent 9-13 AISTech '05 Charlotte NC Sole Official 9-12 Money Show/Las Vegas '05 Las Vegas NV Recommended Kitchen/Bath '05 Las Vegas NV Sole Official Pharma Discovery '05 Washington DC Sole Official Media-Tech Expo '05 Las Vegas NV Independent Packaging Services Expo '05 Rosemont IL Recommended Powder & Bulk Solids Southeast '05 Atlanta GA Sole Official Midwest Vision Congress & Expo '05 Rosemont IL Sole Official Intl Contemporary Furniture Fair '05 New York NY Independent American Society of Clinical Oncology '05 Orlando FL Independent Windpower '05 Denver CO Independent National Stationery Show '05 New York NY Independent Interwire '05 Atlanta GA Independent INTA '05 Intl Trademark Assn San Diego CA Independent National Hardware Show '05 Las Vegas NV Sole Official Vision Show West '05 San Jose CA Recommended Las Vegas Gourmet Housewares Show '05 Las Vegas NV Sole Official AIIM '05 Philadelphia PA Independent E3 '05 Los Angeles CA Sole Official Auto Interiors Show '05 Detroit MI Independent AIA '05 Las Vegas NV Independent NRA '05 Chicago IL Independent APA '05 Atlanta GA Independent Spa & Resort Expo/Medical Spa East '05 New York NY Sole Official JPMA '05 Orlando FL Sole Official Security & Systems Solutions Expo '05 New York NY Sole Official Incentive Show '05 New York NY Sole Official SID '05 Boston MA Independent SPS Electric Automation '05 Rosemont IL Recommended AM Expo '05 Greenville SC Sole Official 29-6/3 NAFSA '05 Seattle WA Recommended 4 GLOBAL GLIMPSE

5 JUNE Show City State Status 1-3 Oceanology Intl Americas '05 New Orleans LA Independent 3-5 BookExpo America '05 New York NY Sole Official 3-7 JCK Show Las Vegas '05 Las Vegas NV Sole Official 3-4 Cine Gear Expo '05 Burbank CA Independent 6-8 ILTA '05 Houston TX Independent 7-9 Supercomm '05 Chicago IL Independent 8-10 Infocomm International '05 Las Vegas NV Sole Official 9-11 World Pork Expo '05 Des Moines IA Recommended AWWA '05 San Francisco CA Sole Official NeoCon '05 Chicago IL Sole Official MD&M East '05 New York NY Independent BIO '05 Philadelphia PA Independent Trade for Thailand Chicago IL Independent Buildings NY '05 New York NY Sole Official Southwest Foodservice Expo '05 Dallas TX Sole Official JULY Show City State Status Summer Fancy Food '05 New York NY Sole Official CHA '05 (Summer) Rosemont IL Sole Official IFT '05 New Orleans LA Independent IBC Cardiac Safety '05 Reston VA Independent Americas Security Expo '05 Miami Beach FL Recommended MAATS '05 Las Vegas NV Sole Official Chicago Gift & Home Market '05 (Summer) Chicago IL Sole Official California Gift Show (Summer) '05 Los Angeles CA Sole Official LA Mart (Summer) Los Angeles CA Sole Official AACC '05 Orlando FL Independent ANA World's Fair of Money '05 San Francisco CA Sole Official AUGUST Show City State Status 2-4 Siggraph '05 Los Angeles CA Independent 5-9 AWFS Fair '05 Anaheim CA Independent Outdoor Retailer Summer Market '05 Salt Lake City UT Sole Official Western Foodservice & Hospitality Expo '05 Los Angeles CA Sole Official ISC Expo East '05 New York NY Sole Official Health & Fitness Business '05 Denver CO Sole Official West Coast Jewelry Show '05 Los Angeles CA Independent STATUS DEFINITIONS: Sole Official: Designated by organizer as official customs broker and international freight forwarder for the exhibition. Recommended: Designated exclusively by the venue or drayage company with access to the exhibitor list. Independent: No official status, however, will be providing services to the exhibition. VOLUME 1 ISSUE 4 5

6 May 2-5, 2005 Reliant Center, Houston, Texas