Hansen Exhibition Forwarding Ltd. SHIPPING GUIDELINE The 10 th China (Shanghai) International Optics Fair (25 27 Feb 2010) All transactions are subject to the conditions of the Company which available on request
The 10 th China (Shanghai) International Optics 2010 Shanghai, China Feb 25-27, 2010 2 CONTENTS SECTION I Page 2-8 1. Communications Page 2 2. Routings Page 2-3 3. Deadlines Page 3-4 4. Exhibition Documents Page 4 5. Catalogs and Publicity Materials - Censoring Page 4-5 6. Hand-carried Exhibits Page 5 7. Exhibits of a Dangerous Nature Page 5 8. Dutiable Goods (transhipped via Hongkong) Page 5 9. Heavy and Oversized Exhibits Page 5 10. Packing of Exhibits Page 6 11. Marking on the Case Page 6 12. Customs Clearance Page 6 13. Unpacking and Repacking of Exhibits Page 7 14. Insurance Page 7 15. Quarantine Inspection and Fumigation Page 7 16. Closing of Exhibition Page 7-8 17. Return of Exhibits Page 8 18. Payment Page 8 19. Conditions of Business Page 8 SECTION II Services and Rates for Handling of Exhibits Page 9-11 1. Basic service and documentation charge Page 9 2. Inbound movement for exhibits via Hongkong or direct to Shanghai Page 9-10 3. On-site opening services for exhibits handed-over at exhibition venue Page 10 4. On-site closing services for sold exhibits or exhibits handed-over to Page 10 other parties at exhibition venue 5. Outbound movement for return exhibits Page 10 6. Heavy lift surcharge in China Page 10 7. Other services Page 11 Notes: 1-8 Page 12 SECTION III Exhibition Documents Form 1-2 - List of Exhibits Form 1 - Instructions to Hansen Form 2
The 10 th China (Shanghai) International Optics 2010 Shanghai, China Feb 25-27, 2010 3 GUIDELINES ON FREIGHT FORWARDING ARRANGEMENTS The organizer has appointed Hansen Exhibition Forwarding Ltd. as the official forwarder for the exhibition to handle all exhibits and to provide services on-site exclusively. Hansen Exhibition Forwarding Ltd. Unit 13, 13/F., New Commerce Centre 19 On Sum Street, Shatin, Hong Kong Tel: +852 23672303 Fax: +852 23690479 Email: info@hansenhk.com Ctc: Andy Ling To ensure the smooth handling of exhibits, please read carefully all points in these guidelines. Failure to comply with these guidelines is likely to create problems and additional expenses. 1. Routings Exhibits may be transported to Shanghai by one of the following routings: A. Transhipment via Hongkong by Sea/Rail or by Air Overseas exhibitors may hand over their exhibits to Hansen in Hongkong either: a) through Hansen's overseas agents ; or b) by making their own shipping arrangements. B. Direct Shipments to Shanghai from Abroad by Sea or by Air Hansen will take over exhibits after unloading at Shanghai terminals. For this routing, exhibitors must consign all shipments as follows: CONSIGNEE NAME CONSIGNEE ADDRESS NOTIFY PARTY SEA and AIR Sinotrans Eastern Co. Ltd. Exposition Logistics Branch Floor 3, Jinling Mansion, No. 85 Ou Yang Road, 200081 Shanghai, China Hansen Shanghai Tel: +86 21 63553861 Fax: +86 21 63553863 C/O SIOF 2010 Exhibitors may send their exhibits via Hongkong for onforwarding to Shanghai by Hansen, or direct to Shanghai seaport or airport. Exhibits handing over to Hansen in Hongkong for transhipment is highly recommended as close control of the flow of exhibits is ensured. For sea shipments from abroad to Shanghai direct, delay in arrival of exhibits frequently occurs as most of the shipping lines use second carriers to tranship cargo. If exhibitors intend to use this routing, they must be prepared to take the risk of late arrival of exhibits, which is out of Hansen's control. As for air shipments from abroad to Shanghai, airlines with direct flights to Shanghai are preferable. EXHIBITS SENT BY COURIER OR POST WILL NOT BE ACCEPTED.
4 2. Deadlines The following deadlines for documents and exhibits, reaching Hansen in Hongkong, must be rigidly observed and Hansen will not be responsible for any consequences due to the late arrival of documents or exhibits. Exhibition Documents (one copy of each unless specified) a) List of Exhibits (Form 1) Feb 1, 2010 b) Instructions to Hansen (Form 2) Feb 1, 2010 c) Samples of literature (2 copies), give-away (2 pieces) Feb 1, 2010 and video tapes for censoring in China (see 4) Shipping Documents a) Exhibits from abroad to Hongkong and consigned to Hansen (freight prepaid) One set of ORIGINAL bill of lading bearing the clause 'TRANSHIPMENT TO CHINA VIA HONG KONG' b) Exhibits from abroad direct to Shanghai by sea (freight prepaid) One set of ORIGINAL bill of lading (must be sent to Hansen in Shanghai) 3 days before vessel arrives in Hongkong 3 days before vessel arrives in Shanghai Due to the complicated procedures in Customs clearance and picking up of cargo at Shanghai sea terminal, exhibitors are strongly advised not to arrange LCL (less-than-container-load) shipment to Shanghai. If exhibitors insist on doing so, they must be prepared to receive their exhibits late and to pay extra terminal charges and agency fee. For full container-load cargo, it is essential to specify in the B/L, service code at destination as CY/CY. c) Exhibits from abroad to Shanghai by air (freight prepaid) -- please fax to Hansen a copy of AWB once available -- extra handling charges will be incurred when the consignee is wrong or a House AWB is used Shipment Advice Once shipment is made (by sea or by air), please advise Hansen by fax/email of shipment details including: Nr of packages, Volume and Weight of the shipment; Estimated Date of Departure and Arrival; and a) for sea shipments - name of vessel; Ocean B/L Nr. (vessel name and memo B/L Nr for 2nd carrier, if any) b) for air shipments - master AWB Nr. (house AWB Nr, if any), flight Nr. Exhibits a) Exhibits in Hongkong or from abroad to Hongkong for forwarding to Shanghai by sea to be advised by air to be advised b) Exhibits from abroad to Shanghai direct by sea to be advised (for FCL and break bulk, LCL cargo not recommended) c) Exhibits to Shanghai direct by air to be advised From Feb 22 to 24, Hansen will concentrate all their effort on operations on-site. In the interest of the majority of exhibitors, no priority can be given to exhibits arriving Shanghai after the deadlines.
5 3. Exhibition Documents A. Declaration Form for Temporary Import Exhibits (Form A) This form is the most important document for Customs clearance in exhibition opening and closing. Thus every exhibitor must submit this form to Hansen without exception. A detailed description of exhibits, including major components, must be accurately declared on the list. Catalogs, display materials, gifts, and foodstuffs must also be specified with exact quantity and price. Otherwise, Customs will not undergo the Customs formalities. If Customs find out that the exhibits packed inside the cases are different from those declared on the Declaration Form for Temporary Import Exhibits during clearance, fines will be very heavy. Exhibitors should be liable for any consequences due to the violation of Customs regulations. B. Instructions to Hansen (Form 2) Please fill out this instruction form and return the same to Hansen by due date so that Hansen can understand your service requirements in details. We suggest exhibitor to bring along a copy of Form 1 and 2 on-site for reference. 4. Catalogs and Publicity Materials - Censoring It is stipulated by the Ministry of Foreign Economic Relations and Trade of China that: 'advertising materials and technical information materials including films, lantern slides, recording tapes, video tapes, records, photos, maps, illustrations, directions and other publicity materials shall be allowed for display or use at the exhibition only after exhibitors have presented beforehand the above mentioned materials to Customs Officers for inspection and approval.' Moreover, Customs may levy duties on those give-away items like product samples or souvenirs. Exhibitors shall not make use of these materials before censoring and should send samples of literature (2 copies) and give-away (2 pieces) to Hansen. All these materials will be handed over to Chinese Customs for inspection in advance. Please note that in general, for give-away items or samples like clocks, watches, calculators, fountain pens, etc. whose value is relatively high as considered by Customs, Customs may levy duties on them. Hence, Hansen will collect Customs deposits, which is equal to import duty and value-added tax, from the exhibitor in addition to a deposit handling charges. Extra amount will be refunded to exhibitors after the official notification from Customs has been received. In case the exhibitors intend to give away any item, whatever the value is, prior approval from the Customs MUST be obtained. In this way, exhibitors should check with Hansen after arrive at the exhibition site. Otherwise, please do not distribute or give away any of them. It is advisable to send all video tapes and slides (or their script and description) to Hansen before the deadline mentioned on page 3 for censoring in China. Otherwise, exhibitors shall submit them to Customs through Hansen's on-site staff, before making use of them in the exhibition. In case Hansen only receives the censoring materials from the exhibitors after the deadline, exhibitors have to be responsible for all courier fees incurred. When Taiwan or Hongkong is to be mentioned in the promotional materials, exhibitors should avoid using any expression from which one would misinterpret that Taiwan or Hongkong is in a position equivalent to a country.
6 5. Hand-carried Exhibits Exhibitors with small items of exhibits can hand-carry them to the show, they should then declare to Customs at the airport that their hand-carried items are for exhibition purpose. If the hand-carried items are detained by Customs at the airport, exhibitors should hand over the detention receipt and Declaration Form for Temporary Import Exhibits (duly filled out) to Hansen's staff at the fairground to arrange pick up of the goods from the airport. Exhibitors arriving late with hand-carried exhibits should be prepared that the Customs formalities and pick up procedures may take one to two working days. Charges will be the same as a late air shipment. If Customs at the airport allow exhibitors to take the hand-carried items to the exhibition center, exhibitors should bring such exhibits to the fairground and register the same with the organizer's Chinese counterpart. Exhibitors with exhibits borrowed from local organizations should also register details of the brought-in items with organizer's Chinese counterpart. Without proper registration, exhibitors may have problems taking such exhibits out of the hall after the show. Customs prefer these detained exhibits to be returned as a shipment. In case exhibitors intend to handcarry them back, Customs require these items to be delivered to the airport under the supervision of Hansens staff. Then, additional handling charges of US$180 will be incurred. Please contact Hansen for further information. 6. Exhibits of a Dangerous Nature Rail department in Hongkong does not accept any exhibits of a dangerous nature. As for airlines, shipment will be accepted only to a limited extent. Exhibitors shall be liable for the consequences of shipping such items to Hongkong without consulting Hansen. For handling such exhibits, a surcharge will be incurred. 7. Dutiable Goods (Transhipped via Hongkong) Cigarettes, wine and spirit are dutiable goods in Hongkong. Exhibitors sending such goods to Hongkong for transhipment to China should be prepared to reimburse Hansen for duties paid when cargo arrives in Hongkong. Please note that duties are non-refundable. According to the Shanghai Customs regulations, each exhibitor can only send a limited amount of cigarettes and wine free of duty. Exhibitors should prepare to pay duties for the extra. Otherwise, Customs will keep these extra until they are returned out of China after exhibition closing. 8. Heavy and Oversized Exhibits Exhibitors with heavy or oversized exhibits must be on-site early and direct the operation of unpacking and positioning. If a mobile crane or forklift is required for installation of equipment, exhibitors should send their requirements to Hansen in advance. Quotation for hiring such equipment will be given separately. A detailed layout should also be provided to Hansen for better on-site operations. Cases for heavy exhibits should be so constructed that the sides are jointed by bolts rather than by nails or screws. This will prevent the case from being damaged during unpacking and will save considerable time, especially during exhibition closing. Please mark the front side to the case clearly to ensure correct positioning. Hansen will not provide any packing materials for exhibits, exhibitors should ensure that they have adequate and appropriate packing materials for repacking during exhibition closing.
7 9. Packing of Exhibits Exhibitors shall be responsible for the consequences of improper packing. A. Protection against Damage and Rain As the exhibits are repeatedly loaded and unloaded during transportation, shocking/bumping will sometimes be inevitable. Moreover, exhibits will be placed outdoors many times, including open-air storage at the exhibition center before and after the exhibition. Therefore, exhibitors must take necessary precautions against damage and adverse weather conditions, since Hansen cannot assume any responsibility for the damage, especially when the return exhibits are to be packed with used packing materials (the case as well as aluminum foil, plastic covers etc would have been damaged already during unpacking). B. The Case The case must be strong enough to avoid damage during transportation as well as unpacking, and in particular, be suitable for repacking and for return movement after the exhibition. Packing in cartons is not considered suitable for repeated handling, especially for valuable or delicate items. C. Maximum Dimensions, Weight and Floor-loading Capacity Due to the restrictions of the inland transportation and of the exhibition hall, difficulty will be encountered if exhibitors do not follow the limitations stated below when sending their exhibits to the show: Ground Floor First Floor Length (meter) = 6.0 6.0 Width (meter) = 4.6 4.3 Height (meter) = 4.2 3.8 Floor-loading (kg/sq.m.) = 1500 1000 As for exhibits transhipped via Hongkong, due to the restriction of container transport, the maximum allowable width and height of an exhibit are both 2.2 meter. Exhibitors shall be responsible for all consequences if they send to the show any exhibits with dimensions and weight that exceed the limits mentioned above without prior arrangement with Hansen. 10. Marking on the Case The following marking must be painted on two opposite sides of each case: SIOF 2010 (25 27 FEB) Net Wt. kgs Company Gross Wt. kgs Stand Nr. Dimensions L x W x H = CBM Case Nr. 11. Customs Clearance Hansen will go through Customs formalities for exhibitors. But on some occasions, the presence of exhibitors will be required. As Customs require the official forwarder to be responsible for the control of all exhibits, exhibitors should not allow their exhibits to be taken away from the show ground without prior arrangement with Customs through Shanghai Maohong / Hansen.
8 12. Unpacking and Repacking of Exhibits Hansen will assist exhibitors in physical unpacking and installing of exhibits. Exhibitors, however, must supervise and be responsible for these operations. For this purpose, a responsible representative of the company must be available on-site during move-in period. Similarly, during exhibition closing, exhibitors must also supervise the dismantling and repacking of exhibits, especially for delicate or heavy equipment, as these operations will be carried out at exhibitors' risk. When exhibits are repacked with used packing materials, the packing is regarded as no longer suitable to protect the equipment against damage/moisture compared with the original. Exhibitors shall therefore bear the responsibility for the consequences arising therefrom. 13. Insurance As the official tariff is compiled on volume or weight basis and has no correlation with the value of exhibits, naturally no insurance has been covered in our charges and all work is undertaken by Hansen at owners' risk. Thus exhibitors should arrange a proper round-trip (including exhibition period) all risk insurance for their exhibits. It is advisable to insure exhibits through a company of which the Peoples' Insurance Company of China is the agent in China. Exhibitors should also bring a copy of the insurance policy to Shanghai. It will be required in case exhibitors need to file a claim for damage or loss in China. Upon request, Hansen can arrange insurance on exhibitors' behalf. 14. Quarantine Inspection and Fumigation - IPPC A set of China quarantine rules, stipulating that exhibitors have to provide quarantine or fumigation certificates for the following quarantine objects. And IPPC symbol should print on the packing clearly a) wooden packing materials for exhibits (including wooden pallets, cases and/or cartons); b) animal/plant, their products and machinery or utensils for making/processing them However, China quarantine authorities still have the right to inspect objects with quarantine certificates. In case harmful insects are found, fumigation will be carried out. Quarantine and fumigation charges will be levied according to the tariff. For animal/plant and their products, exhibitors are requested to submit the Declaration Form for Temporary Import Exhibits to Hansen 40 days before they are shipped out to China. 15. Closing of Exhibition The following documents will be distributed to exhibitors before exhibition closing: a) a letter from Hansen regarding closing procedures; b) a copy of the Declaration Form for Temporary Import Exhibits (Form 1) previously submitted to Hansen; c) a form of Instructions for Disposal of Exhibits (FA 3); Hansen will start to return empty cases from storage place to stands on the closing day after all visitors left, and will assist exhibitors in repacking and undergoing Customs formalities. In order to ensure the closing of the exhibition can be operated smoothly, those exhibitors having heavy and oversized exhibits may be required to repack their exhibits on the next day. Hansen's on-site representative will inform the corresponding exhibitors the exact arrangements.
9 For exhibition closing, exhibitors are requested to declare to Customs on the Declaration Form for Temporary Import Exhibits (Form 1) the disposal instructions of their exhibits and fill in the corresponding manufests as follows: - sold; - to bonded warehouse; - to be returned (+ port of destination); - consumed; - given away; - abandoned. Please fill out and return the Instructions for Disposal of Exhibits (FA 3) together with the Declaration Form for Temporary Import Exhibits (Form A) to Hansen before end of the fair. If exhibitors fail to give explicit instructions to Hansen, no Customs formalities can be carried out, and so the exhibits will be left to Customs' disposal. All charges incurred will be for exhibitors' account. Exhibitors must pay special attention to the following Customs' regulations: - declaration of the contents in each package must be correct; - items other than those declared exhibits (e.g. personal effects, souvenir bought in China etc) are absolutely not allowed to be returned together with exhibits. Violations of these regulations will result in confiscation and heavy fines imposed by the Chinese Customs. Exhibitors must not leave the exhibition before going through Customs clearance procedures and handing over returned exhibits as well as exhibition documents to Hansen. Once these documents have been processed with Customs and relevant transportation departments, any changes will not be accepted. 16. Return of Exhibits All return shipments will be arranged only when all Customs clearance procedures and handing over exhibits to Chinese parties are completed. As the demand for transportation facilities is great, exhibitors must not make any plan on receiving exhibits soon after the exhibition. 17. Payment Since all freight and services in China must be paid in advance, exhibitors are requested to settle payment upon receipt of Hansen's invoice. No credit terms will be given unless previous agreement with Hansen has been made. Bank account details are as follows: Banker Account nr. Account name : Hang Seng Bank Limited, Hongkong Branch : 024-276-3-711388 (US$) : Hansen Exhibition Forwarding Ltd. When making remittance, please mention Hansen's invoice number on your banker's instruction slip. 18. Conditions of Business All services provided by Hansen Exhibition Forwarding Limited are carried out in accordance with the Conditions of Business of the company (see overleaf of front page). - End -
The 10 th China (Shanghai) International Optics 2010 Shanghai, China Feb 25-27, 2010 10 SERVICES AND RATES FOR HANDLING OF EXHIBITS 1. INBOUND MOVEMENT FOR EXHIBITS DIRECT TO SHANGHAI (Including On-site Opening Services) A. Services 1. transportation: for shipment to Shanghai direct - from terminals to on-site storage place; 2. on-site storage before exhibition ; 3. delivery of exhibits from on-site storage place to booth; 4. co-ordination of Customs clearance for opening of exhibition; 5. assisting exhibitors in unpacking and positioning of heavy exhibits; 6. removal of empties and packing materials to on-site storage place, sorting and stacking. B. Charges 1. For exhibits from Shanghai to Venue a) by Sea US$57/cbm or 1,000kgs (whichever is greater, min 1 cbm/exhibitor/consignment) b) by air US$0.78/kg (min 100kgs/exhibitor/consignment) 2. Late shipment surcharge for shipment after 30% on inbound rates the deadlines date (no guarantee (min US$130/trip) of timely arrival will be given) 3. Storage for early arrival a) FCL cargo US$10/20 container/day a) for rail / sea cargo US$8/cbm/week b) for air cargo US$0.80/10kgs/day 2. ON-SITE OPENING SERVICES FOR EXHIBITS HANDED-OVER AT EXHIBITION VENUE A. Services 1. Taking over of exhibits at exhibition venue; 2. delivery of exhibits to booth; 3. co-ordination of Customs formalities for exhibition opening; 4. assisting exhibitors in unpacking and positioning of heavy exhibits; 5. removal of empties and packing materials to on-site storage place (outdoors), sorting and stacking. B. Charge a) Exhibits to Shanghai by sea US$18/cbm (min. 1cbm/exhibitor/consignment) b) Exhibits to Shanghai by air US$0.18/kg (min.. 100kgs/exhibitor/consignment) 3. ON-SITE CLOSING SERVICES FOR SOLD EXHIBITS OR EXHIBITS HANDED-OVER TO OTHER PARTIES AT EXHIBITION VENUE A. Services 1. Storage of empties and packing materials during exhibition period; 2. returning of empties and packing materials to booth; 3. assisting exhibitors in repacking and moving exhibits to on-site storage place (outdoors); 4. Customs clearance.
11 B. Charges Same as 2B 5. OUTBOUND MOVEMENT FOR RETURN EXHIBITS (Including On-site Closing Services) A. Services 1. Storage of empties and packing materials during exhibition period; 2. returning of empties and packing materials to booth; 3. assisting exhibitors in repacking and moving exhibits to on-site storage place (outdoors); 4. Customs clearance; 5. storage in on-site storage place before delivery to terminals; 6. transportation from on-site storage place to terminals; for exhibits returned to Hongkong only: 7. transportation from terminals to Hansen's warehouse in Hongkong; 8. 5 days free storage before transhipment or delivery to exhibitors' warehouse; 9. documentation and arrangement of transhipment in Hongkong. B. Charges Same as 1B. and 2B 6. HEAVY LIFT SURCHARGE IN CHINA (OPENING OR CLOSING) 5,000-6,000kgs/package US$ 6/100kgs 6,001-7,000kgs/package US$ 7/100kgs 7,001-8,000kgs/package US$ 8/100kgs 8,001-10,000kgs/package US$ 9/100kgs over 10,000kgs/package to be advised 7. OPTIONAL CHARGES IN HONG KONG / CHINA A. HK Local Transport 1. from terminal/exhibitors' warehouse to US$20/cbm Hansen's warehouse, or vice versa (min US$110/consignment) 2. heavy lift surcharge for picking up of exhibits with one or more heavy piece(s) weighing 150-3,000kgs/package US$120/consignment 3,001-5,000kgs/package US$150/consignment B. HK air terminal charge US$0.35/kg Airline Doc. Fee + H/C US$55 HK sea terminal charge Shipping Lines Doc. Fee + H/C US$28/cbm (min. 1cbm) US$55 C. Storage in Hongkong US$14/cbm/week D. Translation of Declaration Form for Temporary Import Exhibits US$8/page (min. US$30/exhibitor/consignment) E. Applying for re-export license - general items US$25/exhibitor/consignment - items classified by Hongkong Government US$50/exhibitor/consignment as undertaking F. Hongkong import or export declaration fee US$35/consignment or 0.05% on decalred value, whichever is greater G. Return of empty container to sea terminal/cfs in Shanghai US$280/20 container US$380/40 container
12 H. Quarantine Inspection US$8/package I. Input Data Fee for List of Exhibits US$8/page J. Basic Service and Documentation Charge US$30/exhibitor/consignment K. Shanghai Terminal Charge - by sea US$30/cbm (min. US$75) - by air US$0.35/kg (min. 100kgs) Shipping Lines/Airline Doc. Fee + H/C US$55/consignment L. Handcarry exhibits from airport to stand US$40/cbm (min. 1cbm) Doc. Fee + Customs Clearance US$70/dentention slip Notes: 1. Above rates are quoted for - individual piece with dimensions not exceeding L = 5.0M, W = 2.2M, H = 2.2M; and exhibits to be displayed on ground floor only. A surcharge will be levied for upstairs exhibits. a. By surface US$18/cbm 2. Minimum chargeable volume for 20' container is 23 cbm, for 40' container is 46 cbm while for high cube, opentop or flatrack container or other special equipments, chargeable volume for 20' and 40' is 25cbm and 50cbm respectively. 3. For air shipments, volume / weight conversion = 6 cbm / 1,000kgs 4. There will be at least 100% surcharge for dangerous, reefer, and high-valued cargo. 5. Quarantine, sanitary, and fumigation charges for exhibits, if any, will be charged according to outlay. 6. A 2.5% outlay commission will be added for unpaid invoice beyond Fair open date. 7. Shipment send under wrong consigning, HAWB and HBL, will have additional USD130 for the handling - End -