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EXHIBITSTRANS LOGISTICS LTD Unit 1510, Tel.:
852-2833 0106, Fax: 852-2834 6337, email: globalservice@exhibitstrans.com,
http://www.exhibitstrans.com |
SHIPPING INSTRUCTIONS (
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Name
of Exhibition: |
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Duration
of show Period: |
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Exhibition Venue: |
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Freight Forwarding, Lifting & Handling
Contractor, please contact:
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EXHIBITSTRANS LOGISTICS LTD. |
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Unit 1510, |
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Tel:
852-28330106. Fax: 852-28346337, email: gordonyg@exhibitstrans.com |
Local Offices:
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EXHIBITSTRANS BEIJING LOGISTICS LTD. |
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B 11 & B 15 , 16/F., Han Wai Plaza, No.7 Guang Hua Road, Chao Yang District, Beijing, P.R. CHINA, 100004 |
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Tel (86-10) 65615552 Fax (86-10) 65614130 , email: etbj@exhibitstrans.com |
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EXHIBITSTRANS
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I. DEADLINES |
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1. ARRIVAL OF FREIGHT IN |
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· FOR FCL |
15 days before show |
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· FOR LCL |
22 days before show |
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2. |
ARRIVAL
OF FREIGHT IN |
14 days before show |
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II. DOCUMENTATION |
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A. SHIPPING
DOCUMENTS |
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1.
On all shipping documents, Ocean Bill of Lading,
Airway Bill, consignee and notify party must be shown as follows:
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Port of discharge for ocean shipment - |
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Airport of discharge for air consignment -
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2. PRE-ADVICE OF SHIPPING INFORMATION AND DISPATCH OF DOCUMENTS |
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Whichever method you choose to send your
cargo, please supply-shipping details to Exhibitstrans
(Hong Kong office) at least five working days prior to the shipment arrival
to Hong Kong or |
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i.e. Flight/Vessel
details, B/L or AWB No. ETA destination, number of pieces/weight together
with your specific storage instructions. |
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Unless details are supplied to the
official forwarder in advance, otherwise it may not be possible to clear and
arrange the correct storage of perishable and frozen products. |
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For Ocean shipment, documents
includes 1 original plus 3 copies ocean bills of lading and
declaration form must be dispatched to:
Exhibitstrans Hong Kong at least one week
prior to vessel arrival destination port. The following information must be
sent to Exhibitstrans - Beijing Office ) and
EXHIBITSTRANS (FAX NO: 852- 28346337)
as pre-advice: |
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a. Name
of Vessel and Voy. No. |
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b. Date of Departure from Foreign Seaport/Airport and Date of Arrival |
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c. Master
Airway Bill or Ocean Bill of Lading No. |
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d. Weight
and Measurement of Each Package |
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e. Special
Handling Instruction |
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For Airfreight, the following information
must be sent to Exhibitstrans - Beijing Office and
EXHIBITSTRANS (FAX NO:
852-28346337) as pre-advice: |
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a. Flight
number of aircraft. |
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b. Date of Departure from Foreign Airport and Date of Arrival |
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c. Master
Airway Bill, no house airwaybill number issue will
be allowed. |
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d. Weight
and Measurement of Each Package |
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e. Special
Handling Instruction |
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3. THE
CHINESE AUTHORITIES REQUIRE THE FOLLOWING DOCUMENTATION FORMS: |
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FOR ALL ALCOHOLIC PRODUCTS, please supply:
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VERY IMPORTANT!!! - Plant & Quarantine
Department of China found some exhibitors will bring the
FOOD/MEAT/MILK/ALCOHOLIC products for personal use on stand, since a lot of disease
happen in overseas countries, the PLANT & QUARANTINE DEPARTMENT OF CHINA
has a very serious control for importation of above items. Therefore, we
recommended exhibitors to buy above items at SUPERMARKET in |
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4. DECLARATION
FORM FOR TEMPORARY IMPORT EXHIBITS |
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Please complete one Custom Declaration Form for each package (except literature) and submit one original with 3 copies to Exhibitstrans or agents no later than 22 days prior show open. |
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IMPORTANT
- This is the most important document to arrange the customs clearance for
temporary importation of exhibits into
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Electronic
Souvenirs to be distributed during exhibition – please kindly
note that for all kinds of souvenirs that have electricity supply and/or have
electronic components must need to obtain a license from ELECTRICITY
AUTHORITIES of China. Customs may not allow exhibitor to distribute these
kinds of souvenirs without the presentation of this permit. Normally, it
takes more than 4 weeks to obtain the permit from ELECTRICITY AUTHORITIES of |
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Customs Regulations |
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– Please be informed for all exhibitions in China, each
exhibitor must now provide the catalogues, pictures or any related documents
for their temporary imported exhibition equipment with declared value at or
over US$10,000 (per unit). Otherwise, the Customs has the right to refuse
processing the customs formalities for any return/re-export/transfer
shipments and/or sold exhibits. |
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– On the other hand, there must be a serial number on all the
equipment (even if its value is lower than US$10,000) which customs officers
will record during their inspection for inward and it must be tallied with
what is declared on the declaration form. This record will be checked again
during the export. |
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– In such case, it is strongly recommended that the exhibitor
should print the serial number of the exhibition equipment on each packing
case in order to shorten the time that is spent on the Customs Inspection for
return/re-export/transfer/sold exhibits. |
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5. DANGEROUS GOODS/HAZARDOUS GOODS |
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Please dispatch all those dangerous goods
/ hazardous goods only to China Port/Airport directly attached by a IMCO certificate / declaration form together with an airwaybill or ocean bills of lading. A
copies of documents must be faxed to both Exhibitstrans
Office in Hong Kong and |
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6. CUSTOMS APPROVAL FOR LITERATURE/ FILMS/ SLIDES/ VIDEOTAPES/ADVERTISING GIFTS |
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All of the above items must be submitted
to Chinese Customs for approval prior to the opening of the show before their
display and distribution. Details
of this procedure are:
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7. PACKING INSTRUCTIONS |
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It is recommended that whenever possible,
exhibitor material must be packed in cases and/or crates suitable for use for
return shipments, if necessary.
To protect goods against multiple handling during transit, it is
recommended that contents should be securely choked, blocked and braced. |
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To minimize risk of loss, damage or delay,
avoid shipping your exhibit in small packages (individual package for over 1 cbm is recommended, e.g. |
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Please be advised that exhibits will be
placed outdoors many times including open-air storage at the exhibition
center. It is recommended that
the packing of case must be strong enough to protect the exhibits from the
damage of rain. The packing in
cartons is not recommended as it is not suitable for repeated handling and
repacking, any damage and claims will not be accepted to the unsuitable
carton packages. |
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8. MARKING INSTRUCTIONS |
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All packages must show the following
information: |
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Name of Exhibition: |
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Exhibitor name: |
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Hall No.: |
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Stand No.: |
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Package of |
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Gross Weight: KGS. |
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Dimensions (cm): L x W x H |
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Volume: CBM |
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Country of Origin: Made In |
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Please apply a minimum of two of the
enclosed shipping labels per package (Please Photostat the quantity you
require if necessary) and use only the metric system when stating dimensions
and weight. |
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9. SPECIAL MARKINGS |
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Label Fragile items on all sides. |
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Items, which must be kept in upright
position, on 2 sides, label This Side Up. |
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Items which cannot be stored outdoors must
be marked on 2 sides with the umbrella symbol. |
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Stripes should be painted on vessels,
tanks and similar equipment to indicate where slings must be placed for
hoisting, also label SLING in the proper location. |
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Cases containing spare parts must be
marked SPARE PARTS and contain only spare parts. |
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CENTER OF GRAVITY, FRONT and RACK signs
must be clearly marked externally for uneven loads and bulky items. |
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Other markings should conform to the
International Rules and Regulations governing packing signs and symbols. |
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10. STORAGE OF FREIGHT DURING
THE EXHIBITION |
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Exhibitors requiring their freight (as
opposed to empty cases) stored during the exhibition are requested to notify Exhibitstrans as soon as
possible, allowing them to make special arrangements. Access to freight once stored will be
possible at certain times during the exhibition. These times will be published at a
later date. |
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11. STORAGE OF EMPTY CASES |
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Empty packing case will be automatically removed, stored and returned to the booth at the closing of the exhibition. Every efforts will be made to return empty cases to individual booth for re-packing at the closing of the exhibition, but priority will be assigned to exhibitors with have hand-carried items. |
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During the exhibition, exhibitors will be
visited by a member of Exhibitstrans staff who will
give you full return/disposal instructions regarding the repacking; return;
sold; donated; etc. of your goods. |
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N.B.
It is advisable to include a quantity of spare packing materials (e.g.
wrapping paper, plastic foil, etc.) in your original shipment to replace any
that may be inadvertently destroyed during unpacking. |
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12. EXHIBITS TO BE RETAINED IN |
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Per the customs new regulation of Chinese
Customs, exhibits are not allowed to keep in |
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All charges incurred for the transfer of
exhibits from exhibition center to Customs Bonded Warehouse plus the storage
charges occurred at Customs Bonded Warehouse are for account of exhibitor or
end-user. Charges occurred would be settled directly in between
exhibitor/end-user and Customs Warehouse). Exhibitstrans
will not involve in this handling unless we receive the Entrust Order from
exhibitor to handle on behalf of exhibitor in |
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REMINDER: Exhibitor
should consider the storage/transport charges to be levied prior to give an retained order to Exhibitstrans
Ltd. to keep the goods in |
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13.
VERY IMPORTANT PROCEDURES FOR IMPORTATION OF GOODS INTO |
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China Entry & Exit Inspection and
Quarantine required all conifer wood packing goods to be imported from
European Community; |
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All import wood packaging materials should
be treated by Heat Treatment (HT) or Methyl Bromide (MB) fumigation at the
origin, and put the Mark of IPPC on two opposite sides of the wooden
packaging material. The Mark should contain the valid symbol
approved by IPPC, country code, unique number of producer / treatment
designated by the National Plant Protection Organization (NPPO) of exporting
countries and treatment methods (HT, MB). If the wooden packaging material without
the approved mark or with approved mark but intercepts the live harmful pest,
then the cargoes will be disposal or return to the origin. |
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For goods that are not packed with wood
packing materials or are not loaded on a wood pallet, exhibitors are required
to complete the form of DECLARATION OF NO WOOD PACKING MATERIALS, original
form with shipper company stamp must be attached to the original airwaybill or ocean bills of lading send to consignee for
submitting to China Entry & Exit Inspection and Quarantine. The copy of
document must be sent by fax to both EXHIBITSTRANS Hong Kong & Beijing
Office. |
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For goods that are not packed with conifer
wood packing material, but packed by other kind of wood packing materials or loaded
with a wooden pallet. Shipper must to fill in a form of DECLARATION OF
NO-CONIFER WOOD PACKING MATERIAL, original form with shipper company stamp
must be attached to the original airwaybill or
ocean bills of lading send to consignee for submitting to China Entry &
Exit Inspection and Quarantine. The copy of document must be sent by fax to
both EXHIBITSTRANS Hong Kong & Beijing Office. |
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Important Notice – In order to avoid problems may occur on Wood Quarantine
Inspection, such as some of wooden bars on wooden pallet are conifer wood. We
recommended for all wood packing or wood pallet loading exhibits should
arrange Heat Treatment/Fumigation Handling at country of origin. The original
certificate must be attached to the original airwaybill
or ocean bills of lading send to consignee for submitting to China Entry
& Exit Inspection and Quarantine. The copy of document must be sent by
fax to both EXHIBITSTRANS Hong Kong & Beijing Office. |
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Failure to make the necessary arrangement
for the handling of conifer wood, exhibitor should responsible for the
penalties from Chinese Government Authorities and the delay of exhibits
delivery to stand on time. |
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14. INSURANCE & CONDITIONS
OF HANDLING |
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Please note that all work is undertaken by
Exhibitstrans at owner risk and no direct insurance
on exhibits is provided by us.
Every exhibitor should make certain that all shipments are covered by
a full comprehensive policy from the time of dispatch from work to
DESTINATION and return (including exhibition period). |
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All services and work undertaken by Exhibitstrans are carried out exclusively according to
the terms and conditions outlined in the Company Terms and Conditions of
Trading, copies of which are available upon request. |