EXHIBITOR MANUAL 44th ICCA Congress & Exhibition

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1 EXHIBITOR MANUAL 44th ICCA Congress & Exhibition Radisson Montevideo Victoria Plaza Hotel Plaza Independencia 759 Montevideo Uruguay 6-9 November 2005

2 Welcome to the ICCA Exhibition This manual will help you get the full benefits from exhibiting, as well as including information on ordering additional items for your stand and full details on shipping your freight to and from the exhibition. If you have any technical queries regarding your stand please contact Mario Arcos Pérez, ORMEX SRL on or who will be happy to help you. All AV enquiries should be directed to Carmen Ibarra at the Radisson Montevideo Victoria Plaza Hotel on or If you have any other queries please do not hesitate to contact Fiona Chappell at Reed Travel Exhibitions on or We wish you a successful ICCA Exhibition 2005 and look forward to welcoming you to Montevideo. 2

3 CONTENTS Page Description 4 BUILD UP & BREAKDOWN DATES 5 RESPONSIBILITY & INSURANCE 6 SHIPPING & HANDLING 6 DHL CONTACT DETAILS 7 REQUIRED DOCUMENTS 7 SHIPPING DOCUMENTS AND PROCEDURES AIR AND OCEAN FREIGHT 9 INVOICE 11 HOLD HARMLESS LETTER 11 BOOTH/SPACE CONTRACT 12 CERTIFICATES 13 GENERAL INFORMATION 13 PAYMENT CONDITIONS 14 ADDITIONAL EQUIPMENT FOR YOUR STAND 15 CONTACTS 3

4 BUILD UP DATE Stands will be available for decoration from hours on Saturday 5 November and from on Sunday 6 November. All stands must be completed by hours on Sunday 6 November. Notes: The exhibitor cannot exceed the space rented. Please be sure that your stand does not extend into the hallways or interfere with the visibility of other exhibitors. Please be sure your stand is completed prior to the opening of the event. After the event opens exhibitors will not be allowed to take in any exhibition equipment. BREAK DOWN DATE All displays can be removed after hours on Wednesday 9 November, and must be removed by midnight on that day. The opening hours of the Exhibition are: Sunday 6 November: Coffee breaks and Dessert after Lunch Monday 7 November Coffee breaks and Dessert after Lunch Tuesday 8 November: Coffee breaks and Dessert after Lunch Wednesday 9 November: Coffee Breaks, Dessert after lunch and during the Rhodes evening reception 4

5 RESPONSIBILITY & INSURANCE The Radisson Montevideo Victoria Plaza Hotel will not be responsible for personal damage to the exhibitors or their property. We strongly recommend you buy insurance to cover any risk. At the end of the exhibition the space occupied should be left in the same condition as on arrival, to avoid being charged with the cost of any repairs or cleaning. The Radisson Montevideo Victoria Plaza will not be responsible for any exhibition equipment or printed material sent to them. Included in your stand: Back wall 9 (2m x 2.4m) and two side panels (1m x 2.4m) Fascia inscription 2 x 100w spotlights 1 x 220v Electrical socket 2 x folding chairs 1 x table Carpet Magazine rack 5

SHIPPING & HANDLING DHL ARE THE RECOMMENDED FREIGHT FORWARDER FOR THE 44 TH ICCA CONGRESS AND EXHIBITION CONTACT DETAILS DHL TRADE FAIRS & EVENTS BENELUX WELVAARTSTRAAT 1 2200 HERENTALS BELGIUM

6 SHIPPING & HANDLING DHL ARE THE RECOMMENDED FREIGHT FORWARDER FOR THE 44 TH ICCA CONGRESS AND EXHIBITION CONTACT DETAILS DHL TRADE FAIRS & EVENTS BENELUX WELVAARTSTRAAT HERENTALS BELGIUM CONTACTS Mr. Luc Caeyers Tel: luc.caeyers@dhl.com Mr. Wim Poels Tel: wim.poels@dhl.com Mr. Raf Van Dyck Tel: raf.vandyck@dhl.com Ms. Brigitte Boets Tel: brigitte.boets@dhl.com General Fax: fairs.benelux@dhl.com 6

7 REQUIRED DOCUMENTS 1 - Shipping documents (AWB B/L) 2 - Invoice / Packing List 3 - Hold Harmless Letter 4 - Proof of the event 5 - Certificates of origin, health and analysis* *Required to goods controlled by Uruguayan Health and Agriculture Ministries 1 - SHIPPING DOCUMENTS AND PROCEDURES - AIR AND OCEAN FREIGHT SHIPMENTS Deadlines - Air Freight shipments (Direct): Arrival at MVD airport no later than: 7 work days prior to delivery - Air Freight shipments (Consolidation): Arrival at MVD airport no later than: 7 work days prior to delivery - Air Freight Documents / Pre-alert: Pre-alert is required 48 hours prior to shipment departure. PLEASE DO NOT SHIP CARGOES WITHOUT OUR PREVIOUS AUTHORIZATION!!! - FCL Ocean Freight shipments: Arrival at MONTEVIDEO PORT no later than:10 work days prior to delivery - LCL Ocean Freight shipments: Arrival at Port of Rio no later than: 21 work days prior to delivery - Ocean Freight documents / Prealert: Pre-alert is required 48 hours prior to shipment departure from port of origin and original documents must arrive 7 working days prior to vessel arrival. 7

8 Consigning Details TEMPORARY SHIPMENTS - AWB and B/L in case of direct shipments ICCA Congress 2005 C/O TRANSCARGO S.A. Florida Montevideo Uruguay - Ocean Freight consolidation ICCA Congress 2005 C/O TRANSCARGO S.A. Florida Montevideo Uruguay - MAWB in case of Air Freight consolidation TRANSCARGO S.A. Florida Montevideo Uruguay - HAWB in case of Air Freight consolidation: ICCA Congress 2005 C/O TRANSCARGO S.A. Florida Montevideo Uruguay PERMANENT SHIPMENTS - AWB and B/L in case of direct shipments ICCA Congress 2005 C/O TRANSCARGO S.A. Florida Montevideo Uruguay - Ocean Freight consolidation ICCA Congress 2005 C/O TRANSCARGO S.A. Florida Montevideo Uruguay - MAWB in case of Air Freight consolidation TRANSCARGO S.A. Florida Montevideo Uruguay - HAWB in case of Air Freight consolidation: ICCA Congress 2005 C/O TRANSCARGO S.A. Florida Montevideo Uruguay 8

9 Freight Conditions - All freight coming down to Uruguay for a trade show must be shipped on PRE-PAID basis - Returning freights, in case of temporary admission, must be reexported on collect basis. Declarations to be mentioned on AWB/BL - Following declarations must be mentioned on AWB and BL: CARGO DESTINED TO URUGUAY for the ICCA Congress FROM NOVEMBER 6 TO 9, AT RADISSON MONTEVIDEO VICTORIO PLAZA RETURNING TO ORIGIN AFTER FAIR (for temporary shipments only) or TO BE CONSUMED DURING THE FAIR (for permanent shipments only) IMPORTANT NOTE: PLEASE MAKE SURE ALL SHIPMENTS (AIR AND OCEAN) ARE WEIGHED AND WEIGHT FIGURES DECLARED ON EXPORT DOCUMENTS MATCH WITH ACTUAL WEIGHT. 2 INVOICE Consigning Details TEMPORARY SHIPMENTS ICCA Congress 2005 C/O TRANSCARGO S.A. Florida Montevideo Uruguay 9

10 DEFINITIVE SHIPMENTS THE FOLLOWING INFORMATION MUST BE INCLUDED ON THE BODY OF INVOICE/PACKING LIST Number of packages Itemized gross and net weight Total gross weight Complete description of goods including part and serial numbers Itemized harmonized codes Itemized unit and total prices ( NO COMMERCIAL VALUE declaration is not accepted by Uruguayan Customs authorities) Itemized gross and net weight The following declaration be included on the body of your invoice: CARGO DESTINED TO URUGUAY for the ICCA Congress 2005 FROM NOVEMBER 6 TO 9, AT RADISSON MONTEVIDEO VICTORIA PLAZA IN MONTEVIDEO URUGUAY, RETURNING TO ORIGIN AFTER FAIR (for temporary shipments only) or TO BE CONSUMED DURING THE FAIR (for permanent shipments only) (for permanent shipments only) NO COMMERCIAL VALUE Important Details 30 days before the event, we need by fax copy of the commercial invoice and packing list. Permanent goods must be imported into Uruguay separately from the temporary ones. Therefore please make sure to issue separate AWB/BL and invoices, per exhibitor, accordingly Special requirements might be applicable depending on the nature of goods. Therefore please make sure to fax us copy of invoice 10 DAYS before to prealert so that we can advance import procedures prior to shipment departure from origin. Invoice must be issued whether in English or in Spanish 2 original sets of invoice must be submitted together with AWB/BL Photocopies are NOT accepted even if it bears original signature It is very important that realistic values are declared. Uruguayan authorities have the right to question the value declared on the invoice Customs authorities inspect every shipment according to each Invoice. In case of any discrepancies, the complete shipment is potentially subjected to delays, fines and/or seizure Please do not ship any cargo without our previous authorization 10

11 3 HOLD HARMLESS LETTER For all shipments coming into Uruguay, whether under temporary or permanent basis, a Customs Power of Attorney / Hold Harmless Letter will be required to perform clearance on your behalf. This document must be issued on exhibitor s company letter head, signed and sent out together with shipping documents. HOLD HARMLESS LETTER This letter is to acknowledge our understanding of the shipping instructions issued bytranscargo S.A.. PERSON NAME, TITLE, understand that all freight shipped on behalf of EXHIBITOR NAME ADDRESS, will be either returned to the origin or sold to a licensed uruguayan importer. We understand that in either case WAIVER SHOWS E EVENTOS S/C LTDA., is the Representative in Uruguayil to handle all customs matter. We also hereby accept any bonded storage charges that may incur during the process of re export or nationalization. As specified in the shipping instructions, we accept as our responsibility to make sure that all our equipment for the above mentioned show will be properly insured against all risks. We also understand that we will gain custody of our products during move in show. From the time we receive our goods from TRANSCARGO S.A.. we EXHIBITOR will be responsible for the safety and security of our exhibits. We therefore hold harmless TRANSCARGO S.A. from any duties, taxes fines and/or penalties levied by the Uruguayan Government as result of discrepancies between the inbound and the return shipment, regardless of the reason for the discrepancies. We EXHIBITOR hereby confirm that is our understanding that in case goods are lost or stolen, all duties, taxes, fines and/or penalties levied by the Uruguayan government will still applied and will be paid by our company in full at your first request and with no delays. We shall be liable for the immediate and irrevocable reimbursement of any and all amounts of duties, taxes, fines and/or penalties imposed byuruguayan customs through TRANSCARGO S.A. SIGNATURE DATE 4 STAND / SPACE CONTRACT Copy of stand / space contract is required for customs import formalities purposes. Please make sure contract is signed off by the same company acting on shipping documents as exporter, shipper or exhibitor. In case invoice is issued on freight forwarder s invoice forms please make sure to declare into shipper box freight forwarder details C/O exhibitor details. This way we can prove customs exhibitor who signed space contract will definitely attend the show. 11

12 5 CERTIFICATES CERTIFICATE OF ORIGIN Required under the following circumstances: - Shipment proceeding from countries members of MERCOSUR (South America) - Shipment consisting of food, beverage, cosmetics or any other product controlled by Health, Agriculture and Army Ministries HEALTH (FREE SALE) CERTIFICATE Required under the following circumstances: -Shipment consisting of food, beverage, cosmetics or any other product controlled by Health, Agriculture and Army Ministries -This document states that product is currently sold at origin and cause no harm to human beings CERTIFICATE OF ANALYSIS Required under the following circumstances: - Shipment consisting of food, beverage, cosmetics or any other product controlled by Health, Agriculture and Army Ministries - This document bears chemical percentage break down per product listed on invoice IMPORTANT NOTE ORIGINAL CERTIFICATES MUST BE SENT OUT TOGETHER WITH COPY OF INVOICE 10 DAYS BEFORE SHIPMENT DEPARTURE. ALSO ALL THE SHIPPMENT THAT ARE CONSISTING OF FOOD PLEASE ASK CONDITIONS BEFORE SENDING ANYTHING. PLEASE DO NOT SHIP ANY CARGO WITHOUT OUR PREVIOUS AUTHORIZATION. THIS IS REALLY IMPORTANT! 12

13 6 GENERAL INFORMATION All trade advertising material, give-away, printed matters, expendable items and material with CPT/CFR values of U$ 3, intended to be disposed in the course of the exhibition can only be imported duty free if the event is declared by the Government of any interest for the country. This will depend on the event and must be requested each time. Return shipments might take approximately from 1 to 2 weeks to be reexported back to origin Temporary admission bond terms are usually authorized by customs for a 30 days period and can only be extended if show which cargo is officially destined to is prorogated. Prorogation for Show rooms presentation, testing performance and any other event than the one originally requested are being refused by Customs. Therefore, if by any chance, exhibitor knows ahead of time goods will take part of private show, presentation or testing events please make sure to contact us before shipping cargo to Uruguay for further instructions Pack all goods securely in reusable boxes or wooden crates that are both durable and waterproof. If goods are packed in cardboard boxes, please be advised that Transcargo cannot be responsible for any demages or losses that might occur to the contents. Besides replacement cartons may be very costly and difficult to find at the end of Show. 7 PAYMENT CONDITIONS Please note we need payment in advance, before stand delivery. For Price quotation, please contact us. 13

14 ADDITIONAL EQUIPMENT FOR YOUR STAND For additional items such as AV, Computer Equipment, telephones, internet access etc please contact: Carmen Ibarra Radisson Montevideo Victoria Plaza Hotel Tel:

15 CONTACTS Fiona Chappell Key Account Manager Europe and Hotel Groups Phone: Fax: Esther Waghorn Event Support Phone: Fax: For information regarding the ICCA congress: Mieke Van Keulen Phone: Fax: For information regarding your stand and signage: Mario Arcos Pérez ORMEX SRL Phone: Fax: ormex@netgate.com.uy 15

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