Dear SIGGRAPH 2006 Presenter: Thank you for contributing to SIGGRAPH 2006!

Transcription

1 Dear Presenter: Thank you for contributing to! Attached are all of the Instructions and Forms that you will need to complete in order to have your materials arrive at the Boston Convention & Exhibition Center for Please return the shipping information form(s) as instructed. Thank you! Bonnie Mitchell Chair, Art Gallery

2 Shipping Instructions You are responsible for shipping your equipment to and from the SIGGRAPH Conference. Due to the high volume of boxes that we will receive at the BCEC for the SIGGRAPH Conference, it is important that you pack your items correctly, choose an appropriate freight forwarding service for both inbound and outbound shipping, label your packages according to guidelines, and arrange for shipping insurance. Please read the information that follows carefully. Step 1: PACKAGE YOUR EQUPMENT OR ARTWORK Determine the exact products, items, and goods to be shipped to the SIGGRAPH Conference. Condense the items, products, and goods that are to be shipped into the least amount of containers, boxes, carton, crates, etc. Determine the strength and stability of the containers to reduce possible damage while shipping. will not insure items during shipping. Assess the number, size, and weight of all crates/boxes to be shipped. The freight company will need to know this information when you call to set up shipping. Address each package appropriately, using the directions and labels that follow. Step 2: ADDRESS YOUR PACKAGES WITH THE APPROPRIATE ADDRESS: The address that you ship to is determined by the date that you plan on shipping. Please see below to determine your shipping address. If your shipment will arrive ON or BEFORE 26 July, ship to the Warehouse at the address below. The warehouse will be closed Tuesday, July 4, in observance of Independence Day; materials shipped to the Warehouse will be automatically delivered onsite to the location specified on the shipping label (as outlined below)(see attached labels, page # 6-7). Hold for Program / Submission ID / Booth # / Number of Packages Your Name c/o 1515 Washington Street Braintree, MA If your shipment will arrive 27 July 1 August, you must ship directly to the Boston Convention & Exhibition Center. Again, those items will be automatically delivered onsite to the location specified on the packing label. Program / Submission ID / Booth # / Number of Packages Your Name c/o Boston Convention & Exhibition Center 415 Summer Street Boston, MA

3 Step 3: CHOOSE THE APPROPRIATE FREIGHT FORWARDING METHOD: There are three basic freight forwarding methods. Significant additional charges can be incurred by not selecting the proper freight forwarder. Please read carefully. #1 Common Carrier: Transit times range from 3 to 7 working days. This is the most cost effective method, however, your shipment may be handled (loaded and unloaded) several times before reaching its final destination. There is a greater possibility of damage if items are not packed correctly (not suitable for unprotected fragile items). Freight is mixed so all trailer space is utilized. Full trailer load capabilities as well. #2 Van Line: Transit times range from 4 to 10 working days. This is the more costly, but suggested for fragile, uncrated items: Pad wrap, special handling, guarantee door to door in a direct trip. Less transfers involved. Crated or uncrated capabilities. Air ride suspension trailers. Full trailer load capabilities as well. #3 Air Freight: Transit of time sensitive shipments. Economical small package program. To and from the conference, Transportation is available for overnight and 2 nd day delivery. Less chance of damage compared to common carrier if items are packaged securely. Step 4: CHOOSE YOUR FREIGHT FORWARDING COMPANY: Domestic Shipments within the US: Transportation is the Official Show Carrier for. has selected a single carrier for your convenience. Please coordinate all Transportation shipping through the toll free number at: Their expert staff will assist you in determining your best modes of transportation whether your destination is or direct to the Boston Convention & Exhibition Center. Please note that although Transportation is the contractor of choice, you may use any freight forwarding company you choose. International Shipments: Kuehne & Nagel, Inc. is the Official Show Carrier for for International shipments. Please coordinate all International shipments through Keune & Nagel at: Their expert staff will assist you in determining your best modes of transportation whether your destination is or direct to the Boston Convention & Exhibition Center. 12

4 Step 5: CALL YOUR FREIGHT FORWARDING COMPANY OF CHOICE. Arrange Inbound Shipping Be sure to have your shipment arrive in Boston no later than 28 July. Be sure that you have information on the number, sizes, and weights of crates you need shipped handy. Pay for your shipment. Arrange Outbound Shipping Remember to make arrangements with your freight forwarding company to pick your packages up 4 August by 1:00pm. Be sure to pay for your shipment before you arrive onsite. You will need to supply proof of payment to SIGGRAPH before arrival onsite. All outbound paperwork must be completed and included with your display piece to ensure the return of your package. If we are not able to ship your materials back to you, it will be placed in storage at the Boston warehouse and you will be charged a storage fee to retrieve it. Step 6: FILL OUT AND MAIL OR FAX IN THE SHIPPING INFORMATION FORM It is very important that this document is filled out completely. The information allows us to assist in tracking your shipment should it become lost in transit. It also allows us to pre-print the outbound shipping forms and labels needed to expedite the release of your materials. Return to Anne Behrnes at: ABehrnes@gmail.com Should you choose to bring your exhibit materials to showsite in your personal vehicle, we will have staff available to assist with the loading and unloading of those materials. 1

5 Part I: Inbound Shipping Information SHIPPING INFORMATION FORM Destination: (check one) The Warehouse: Equipment arriving on or before Wednesday, July 26 must go to the Warehouse for storage before the conference. The Boston Convention & Exhibition Center: Equipment arriving on or after Thursday, July 27 must go directly to the convention center. Freight Carrier: (check one) Transportation: The official freight carrier for domestic shipments. Please fill out and return the inbound shipping information form included in this packet. A different freight carrier Name of freight carrier: International Shipments: Kuehne & Nagel, Inc.: The official freight forwarder for international shipments. Please review the international shipping information included. Part II: Outbound Shipping Information Please arrange for your materials to be picked up at the Boston Convention & Exhibition Center Friday, August 5, after 4:00PM. Destination: Ship to: Address: City, Sate, Country, Postal Code: Freight Carrier: (check one) Transportation: The official freight carrier for domestic shipments. Please fill out and return the outbound shipping information form included in this packet. A different freight carrier Name of freight carrier: If you use a different freight carrier, please supply proof of payment for outbound shipping. International Shipments: Kuehne & Nagel, Inc.: The official freight forwarder for international shipments. Please review the international shipping information included.

6 PLEASE COMPLETE THIS FORM IN ADVANCE Orange, CA OUTBOUND MATERIAL HANDLING Fax: AND SHIPPING LABELS NAME OF SHOW: / 30 July - 3 August 2006 ARTIST NAME: CONTACT NAME: SPACE#: PHONE#: EVERY OUTBOUND SHIPMENT WILL REQUIRE A MATERIAL HANDLING AGREEMENT AND LABELS. WE WOULD BE HAPPY TO PREPARE THESE FOR YOU IN ADVANCE AND WILL DELIVER THEM TO YOUR BOOTH AT SHOWSITE TO REVIEW AND SIGN. TO TAKE ADVANTAGE OF THIS SERVICE, PLEASE COMPLETE AND RETURN THIS FORM. SHIPPING INFORMATION FROM: SHIPPER/ARTIST NAME: BILLING ADDRESS: Outbound CITY: STATE: ZIP: ARTIST NAME: DELIVERY ADDRESS: CITY: STATE: ZIP: PHONE#: ATTN: SPECIAL INSTRUCTIONS: METHOD OF SHIPMENT PLEASE CHECK DESIRED METHOD OF SHIPMENT BELOW. Once your shipment is packed and ready to be picked up, please return the Material Handling Agreement to the Exhibitor Services Center. FREEMAN EXHIBIT TRANSPORTATION 1 Day: Delivery next business day 2 Day: Delivery by 5:00 P.M. second business day Deferred: Delivery within 4 business days Declared Value $ (Optional for air freight - Declaring value is an additional charge.) Standard Ground: Delivery within 3-7 business days Expedited Ground:Tailored to specific requirements Specialized: Pad wrapped, uncrated, or truckload OTHER COMMON CARRIER OTHER VAN LINE OTHER AIR FREIGHT Next Day Second Day Deferred Verify the piece count, weight, and that a signature is on the Material Handling Agreement prior to shipping out. SHIPMENTS WITHOUT PAPERWORK TURNED IN WILL BE RETURNED TO FREEMAN S WAREHOUSE AT EXHIBITOR S EXPENSE. S H I P P I N G DESIRED NUMBER OF LABELS FOR RETURN: 08/00

7 SAMPLE R U S H WAREHOUSE SHIPMENT BONNIE MITCHELL 1515 Washington Street Braintree, MA AG-999 NO. 1 OF 1 PIECES R U S H WAREHOUSE SHIPMENT 1515 Washington Street Braintree, MA NO. OF PIECES R U S H WAREHOUSE SHIPMENT 1515 Washington Street Braintree, MA NO. OF PIECES R U S H WAREHOUSE SHIPMENT 1515 Washington Street Braintree, MA NO. OF PIECES

8 R U S H R U S H DIRECT TO SHOW SITE DIRECT TO SHOW SITE Boston Convention & Exhibition Center 415 Summer Street Boston, MA NO. OF PIECES Boston Convention & Exhibition Center 415 Summer Street Boston, MA NO. OF PIECES R U S H DIRECT TO SHOW SITE Boston Convention & Exhibition Center 415 Summer Street Boston, MA R U S H DIRECT TO SHOW SITE Boston Convention & Exhibition Center 415 Summer Street Boston, MA NO. OF PIECES NO. OF PIECES

9 NAME OF SHOW: ARTIST NAME: SPACE #: CONTACT NAME: PHONE#: FAX #: ADDRESS: SHOW #: TIPS FOR EASY ORDERING charges will be included on your show services invoice. International Exhibitors remember - Shipments originating customs. Please call for additional information: COMPLETE THE FOLLOWING ITEMS ON THIS FORM: PICK UP INFORMATION SHIPPER NAME SHIPPER ADDRESS ( City) (State) (Zip) DESTINATION I will be shipping to the WAREHOUSE Exhibiting Company Name/Booth # Hold for: /PRESENTER/EMERGING TECHNOLOGY 1515 Washington Street Braintree, MA MUST BE DELIVERED BY JULY 20 I will be shipping to SHOW SITE Exhibiting Company Name/Booth # /PRESENTER/EMERGING TECHNOLOGY c/o Boston Convention & Exhibition Center 415 Summer Street Boston, MA CANNOT BE DELIVERED BEFORE JULY 27 TYPE OF SERVICE - Choose One 1 Day: Delivery next business day (before 5:00 p.m.) 2 Day: Delivery by 5:00 P.M. second business day Deferred: Delivery within 3-4business days Declared Value $ Standard Ground: Dependent on distance Specialized: Pad wrapped, uncrated, or truckload USE ONLY IF YOU ARE SHIPPING YOUR EXHIBIT MATERIALS BY FREEMAN EXHIBIT TRANSPORTATION /PRESENTER/EMERGING TECHNOLOGY BCEC 3 30 July - 3 August 2006 SHIPPING INFORMATION Items to be shipped Number of Pieces OUTBOUND SHIPPING I would like to schedule outbound Exhibit Transportation. Please provide me with a Material Handling Agreement at show site for my shipping instructions and signature. So we may print your Outbound Material Handling Agreement and labels, please complete the following information if different from pickup address: Ship to address: Number of Labels: FAX THIS COMPLETED FORM A TRANSPORTATION SPECIALIST WILL CALL YOU TO CONFIRM RECEIPT OF ORDER AND FINALIZE DETAILS ANY QUESTIONS PLEASE CALL Weight Crates (wooden) Cartons (cardboard) ) Skids/Pallets Carpet/Pad (color ) Other ( ) Total Size of largest piece: (H) (W) (L) NOTE: Shipments will be weighed and measured prior to delivery. FREEMAN EXHIBIT TRANSPORTATION FRTR 10/01

10 R AUGUST 1-3, 2006 OPERATIONAL LOADING DOCK PLAN BOSTON CONVENTION & EXHIBITION CENTER BOSTON, MASS. LEVEL ZERO Docks Docks Docks AV UNLOADING ARTIST UNLOADING FREEMAN Docks 9-26 EXHIBITOR UNLOADING Docks 1-8 FACILITY ONLY DRIVE ON DRIVE ON DRIVE ON DRIVE ON EE EE EE EE DOIVER CHECK-IN DESK

11 INTERNATIONAL FREIGHT FORWARDER / CUSTOMS BROKER presents the following information for international shipments of equipment and exhibits to the SIGGRAPH 33rd International Conference on Computer Graphics and Interactive Techniques Boston Convention & Exhibition Center Boston, Mass. site of the 2006 show. 1. International Freight Forwarder / Customs Broker - Coordinating Office Kuehne + Nagel, Inc. KN Expo Service 609 Global Way, # 113 Lithicum, Md (Baltimore) Tel Fax Website Attn: Debbie Amrein debbie.amrein@kuehne-nagel.com Armin Zertor armin.zertor@kuehne-nagel.com 2. Wood Packaging / blocking materials The U.S.A. has instituted very strict requirements for any wood packaging, which includes also pallets and blocking used for full containers. If you will use any wood packaging for your shipment, it is imperative that you inquire with K+N, Baltimore. If your shipment does not follow the new guidelines, it is subject to immediate re-export at your expense. K+N will not be responsible for exhibitors not following the new guidelines. 3. Customs Clearance / Examination All shipments imported into the U.S.A. require clearance through U.S. Customs prior to release from the port, airport, rail or truck terminal and is subject to intensive examination by U.S. Customs. Any charges incurred for intensive customs examination will be charged as per outlay along with KN coordination fee of $ All materials being re-exported are subject to customs examination, shipping cases should allow for easy access. 4. Port / Airport of Entry and Deadline Dates Ocean Freight; Port of Boston, Ma. July 13, 2006 Air Freight; Logan International Airport (BOS) July 17, 2006 Shipments arriving after the above dates will be handled on a special basis. However, no guarantees can be given that U.S. Customs will release the shipments in time for the move-in of the show. If you are unable to meet the deadline dates, please advise Kuehne + Nagel, Inc. immediately so that special arrangements can be made due to late arrival. 5. Consigning Information Shipments should be sent on a Prepaid basis, Marked and Consigned as follows; To: Notify: Company name of Importer (Please fill in) Kuehne + Nagel, Inc. Complete address (Please fill in) 88 Black Falcon Ave., Suite 204 Booth# (Please fill in) Boston, Ma c/o c/o The Companies Attn: KN Expo Service Boston Convention & Exhibition Center Tel: Boston, Mass. Fax:

12 6. Overseas Kuehne & Nagel Affiliates The Kuehne + Nagel Organization has over 600offices worldwide. Please check your local telephone directory, or contact Kuehne + Nagel, Inc., Baltimore. 7. Insurance We strongly recommend that your shipment be insured for the transport to the show, duration of the show and for the eventual transport of your goods to the overseas destination. We can provide you with insurance upon written request. Please contact your local Kuehne + Nagel office and / or directly to; NACORA Insurance Brokers, Inc.. 10 Exchange Place, 19th floor Jersey City, N.J Tel / Fax Documentation Requirements The following documents must be available for customs clearance; 2 - Original Ocean Bills of Lading or Airwaybills 3 - Signed Commercial / Proforma invoices in English, giving each exact commodity description, unit value, total value and Country of Origin. 3 - Packing Lists in English indicating dimensions, weights and contents of each shipping case / carton. 1 - ORIGINAL Power of Attorney ( see paragraph 9) - Important 1 - Copy of any applicable documents necessary for importation, FCC forms, radiation forms, licenses, insurance certificates etc. Ocean freight - Airfreight - All original documents must be received in our offices a minimum of one week prior to the arrival of the vessel. It is mandatory that copies of the documents be faxed to us as soon as they are available so that we may initiate handling procedures and check for document requirements. All original documents should be attached to the Airwaybill. We kindly ask that copies be faxed to us as soon as they are available so that we may initiate handling procedures and check for document requirements. 9. Customs Power of Attorney Importer of Record must issue Power of Attorney to KN. Please go to the below mentioned web link to download a copy of the blank Power of Attorney form. If KN does not have an Original valid Customs Power of Attorney, the shipment cannot be cleared through U.S. Customs. In order to clear goods through U.S. Customs, a power of attorney is required by KN to act on an exhibitor s behalf in the customs clearance process. The Power of Attorney, along with Commercial Invoices / Packing Lists, are required for Customs clearance and must accompany the shipment / documents. **** VERY IMPORTANT **** 10. Computers and Computer Related Commodities PC s and related computer peripherals may require special documentation for other U.S. Government agencies such as Food & Drug Administration or Federal Communications Commission. FCC forms or Radiation Control forms may be required to clear the goods through U.S. Customs. If you are shipping these commodities or related commodities, we highly recommend that you contact KN Baltimore as soon as possible to determine exact requirements.

13 11. Restricted Commodities Certain commodities are prohibited from import into the U.S.A., or, are on a quota basis. Do not ship alcohol, tobacco products, foodstuff, textile items, T-shirts / other promotional items. If you are not sure that your goods can enter the U.S.A. without special clearance / documents through other U.S. Government Agencies, please contact Kuehne + Nagel - Baltimore. 12. Delivery Upon release by U.S. Customs, your shipment will be delivered to the warehouse of the general service contractor or directly to the convention center. The official general service contractor will be responsible for the unloading, delivery to the booth and the reloading after the show. The contractor will also pick-up, store and return the empty packing materials as well. 13. On-site Representative KN personnel will contact you to obtain shipping / disposal instructions for your exhibit materials. KN can advise best method of on forwarding and can arrange re-forwarding to overseas. It is the responsibility of the exhibitor to be at the booth until the cargo is picked up at the booth for loading. Kuehne + Nagel assumes no responsibility for goods left unattended in the booth areas. 14. Payment Condition We recommend that you ship with the local Kuehne + Nagel office in your country as all charges incurred in the U.S.A. can be invoiced by KN Boston to the originating KN office and you can make payment direct to them. Otherwise, all charges must be paid prior to delivery of goods to the show site. Please contact your local Kuehne + Nagel office for details and credit procedures. We also accept payment by American Express, MasterCard and Visa. Charges are based on current tariffs and exchange rates. 15. Notification It is extremely important that we are informed about your shipment. Please fax all details and pertinent information to KN Baltimore prior to the shipment arriving in the U.S.A. If you ship with the local Kuehne + Nagel office, they will provide this information to us in a timely manner, which will enable us to smoothly process your important shipment. 16. Terms and Conditions All business is undertaken subject to terms and conditions of Kuehne + Nagel and in accordance with the National Customs Brokers Association of America, copy available upon request. We wish you a very successful participation and enjoyable stay in Boston.

14 INFORMATION SHEET Company: Contact: Address: Phone: Fax: Hotel: Person at Show: We anticipate shipping the following: No. of Pcs. Kilos via Ocean Air Note: Any goods left on show floor unpacked and/or without instructions will be removed at exhibitor s expense and without liability on Kuehne + Nagel s behalf. We hereby agree to abide by the TERMS AND CONDITIONS OF SERVICE OF KUEHNE + NAGEL, INC. It is understood that receipt of cargo at a Kuehne + Nagel consolidation point constitutes acceptance of the enclosed tariff rates. We further understand all freight delivered after the deadline will be assessed a late shipment surcharge and is not guaranteed to be delivered on time to the exhibition. METHOD OF PAYMENT $ AND TERMS Please indicate below the method of payment you will be using. 1. American Express, Mastercard or Visa Credit Card Account Number: Expiration Date: Signature: Print Name: Title: Date: 2. Credit has been established with Kuehne + Nagel office in: Contact name at International Kuehne + Nagel office: We understand payment is due before goods are delivered to show site and/or before goods are released upon return from show. YOU MUST BE PREPARED TO PAY WITH EITHER AN AMERICAN EXPRESS CARD, MASTERCARD, VISA OR ESTABLISH CREDIT THROUGH A KUEHNE + NAGEL OFFICE. Please note: duties, taxes, airport storage charges and any other unknown outlays at the time of shipping will be additionally billed to the exhibitor.

15 1515 Washington Street Braintree, MA Phone: 781/ FAX: 781/ Name of Show: COMPANY NAME: COMPANY CHECK P l e a s e m a k e c h e c k p a y a b l e t o : F r e e m a n. Checks must be in U.S. funds drawn on a U.S. or Canadian bank.( U.S. FUNDS MUST BE PRE-PRINTED on Canadian checks.) Please reference on your remittance CREDIT CARD For your convenience, we will use this authorization to charge your credit card account for your advance orders, and any additional amounts incurred as a result of show site orders placed by your representative. These charges may include all companies or any charges which may be obligated to pay on behalf of Exhibitor, including without limitation, any shipping charges. Please complete the information requested below: Account No.: Personal Credit Card Cardholder Name: (Please Print) Signature: Cardholder Billing Address: City/State/Zip: Address for Invoice Notification: Company Credit Card BANK TRANSFER Bank Transfer to Bank of America, N.A.; Dallas, TX ABA#: FFC/ACCT# U.S. Dollar Wires from inside the U.S. or Canada should use Swift Code: BOFAUS3N Foreign Exhibitors wiring funds from overseas should use Swift Code: BOFAUS6S Please reference Name of Show and Booth Number on all Bank Transfers so we may properly credit your account. Note: Customers are responsible for any bank processing fees. Exp. Date: Booth#: ADDRESS: BOOTH SIZE X PHONE #: EXT.: FAX# : ORDERED BY: PRINT NAME: DATE: / 30 July - 3 August 2006 (STREET) (P.O. Box) (City) (STATE) (ZIP) customer # (IF KNOWN): Or check box if you are a new freeman customer METHOD OF PAYMENT YOUR SIGNATURE BELOW DENOTES ACCEPTANCE OF ALL TERMS AND CONDITIONS INCLUDED IN YOUR SERVICE MANUAL. AMERICAN EXPRESS CARTE BLANCHE DISCOVER MASTERCARD VISA DINERS CLUB FREEMAN METHOD OF PAYMENT ENTER TOTALS HERE furnishings Carpet RENTAL Exhibits totalflex INSTALLATION DISMANTLE accessories & accessories LABOR Labor MATERIAL rigging rigging SIGNS exhibit GRAND HANDLING installation dismantle transportation TOTAL Remember to order in advance to save time and money. You may place your order by phone, fax, mail, or use our online orderering service at Orders received without payment or after the discount price deadline date will be charged at the standard price. Copies of invoices may be picked up from the Service Desk prior to show closing. If you have questions or need assistance with any items not listed, please call and ask for your Exhibitor Sales Representative. TELL US WHAT YOU THINK is committed to providing great customer service. To help us serve you more effectively in the future, please visit the URL adress below upon the completion of your show to provide feedback. Your input will provide the insight needed to ensure that our customer service is in line with your expectations. 08/00