CIBF ‘2014
Shenzhen, China
June -18-20, 2014
CONTENTS
SECTION I
Guidelines on Freight Forwarding Arrangements Page 2-7
1. Routing Page 2
2. Deadlines Pag18e1 2
3. Exhibition Documents Page 2-3
4. Catalogs and Publicity Materials - Censoring Page 3
5. Hand-carried Exhibits Page 4
6. Exhibits of a Dangerous Nature Page 4
7. Dutiable Goods (Transhipped via Hong Kong) Page 4
8. Heavy and Oversized Exhibits Page 4
9. Packing of Exhibits Page 4-5
10. Marking on the Case Page 5
11. Customs Clearance Page 5
12. Unpacking and Repacking of Exhibits Page 5
13. Insurance Page 5-6
14. Closing of Exhibition Page 6
15. Payment Page 6
16. Conditions of Business Page 7
SECTION II
Services and Rates for Handling of Exhibits Page 8-9
1. Basic Service and Documentation Charge Page 8
2. Inbound Movement for Exhibits via Hongkong Page 8
3. On-site Closing Services for Sold Exhibits or Exhibits handed-over to Other Parties Page 8
at Exhibition Venue
4. Outbound Movement for Return Exhibits Page 8
5. Heavy Lift Surcharge in China (Opening or Closing) Page 9
6. Other Services Page 9
Notes: 1-4 Page 9
SECTION III
Exhibition Documents Form 1-2
- List of Exhibits Form 1
- Instructions to Hansen Form 2
CIBF ‘2014
Shenzhen, China
June 18-20, 2014
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) 2367 2303
Fax : (852) 2369 0479
E-mail : info@hansenhk.com
Ctc : Mr Michael Kun / Mr. 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. Routing
All exhibits are to be consolidated in Hongkong and dispatched in one lot to Shenzhen by container or by truck, thus close control of cargo movement and timely arrival of exhibits will be ensured.
Overseas exhibitors may handover their exhibits to Hansen in Hongkong either:
a) through Hansen's overseas agents; or
b) by making their own shipping arrangements.
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) May 5, 2014
b) Instructions to Hansen (Form 2) May 5, 2014
c) Samples of literature (2 copies), give-away (2 pieces) May 5, 2014
and video tapes for censoring in China (see 4)
Shipping Documents
Exhibits from abroad to Hongkong and consigned to Hansen: 3 days before
One set of ORIGINAL bill of lading bearing the clause 'TRANSHIPMENT TO vessel arrives
CHINA VIA HONG KONG' in Hongkong
Please send the shipment advice to Hansen once available.
Exhibits arrive at Hong Kong port May 29-30, 2014
3. Exhibition Documents
A. List of Exhibits (Form 1)
This form is issued by the relevant department in China as 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 and accurate 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 value on this document.
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 exhibitors' 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.'
Therefore, exhibitors shall not make use of these materials before censoring. For this purpose, exhibitors should send samples of literature (2 copies) and give-away (2 pieces) to Hansen together with the List of Exhibits (Form 1). All these materials will be handed over to Chinese Customs for inspection in advance.
It is advisable to send all video tapes and slides (or their script and description) to Hansen before the deadline mentioned on page 2 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.
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.
Please note that for give away items or samples like clocks, watches, calculators, fountain pens, etc. whose value is relatively high, 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 the 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 arrival at the exhibition site. Otherwise, please do not distribute or give away any of them.
5. Hand-carried Exhibits
Due to the complicated procedures at the port of entries, it is not recommended to hand-carry exhibits to the show.
6. Exhibits of a Dangerous Nature
Exhibits of a dangerous nature (including compressed gas, radioactive substance) are not allowed to be transhipped to China via Hongkong.
7. Dutiable Goods (Transhipped via Hongkong)
Cigarettes, wine, spirit and hydrocarbon oil 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.
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 together with a detailed layout to Hansen in advance. Upon receiving exhibitors' acceptance of Hansen's quotation for hiring such equipment, Hansen will then arrange the necessary procedures.
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.
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 and Weight
Due to the restrictions of the container transportation and of the exhibition halls, difficulty will be encountered if exhibitors do not follow the limitations stated below when sending their exhibits to the show.
Length = 6.0 meter; Width = 2.2 meter; Height = 2.2 meter
Exhibitors shall be responsible for all consequences if they send to the show any exhibits with dimensions 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:
Name of Exhibition: CIBF 2014
Shenzhen, China
Net Wt. kgs Company _________________
Gross Wt. kgs Stand Nr. _________________
Dimensions L x W x H = CBM Case Nr. _________________
11. Customs Clearance
It is a strict regulations of the Shenzhen Customs that the Customs clearance procedure must be carried out once the exhibits arrive at the fairground, therefore Hansen will go through Customs formalities without the presence of exhibitors. 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 showground without prior arrangement with Customs through Hansen.
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 the 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 Shenzhen. 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. 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 List of 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 exhibitors the exact arrangements.
For exhibition closing, exhibitors are requested to declare to Customs on the List of Exhibits (Form 1) the disposal instructions of their exhibits as follows:
- sold;
- to be returned;
- consumed;
- given away.
Please fill out and return the Instructions for Disposal of Exhibits (FA 3) together with the List of Exhibits (Form 1) to Hansen before fair close. If exhibitors fail to give explicit instructions to Hansen, their exhibits will be returned to Hongkong for storage until clear instructions have been received. All charges thus 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.
Exhibitors must not leave the exhibition before going through Customs clearance procedures and handing over returned exhibits as well as exhibition documents (Form 1 and FA 3) to Hansen. Once these documents have been processed with Customs and relevant transportation departments, any changes will not be accepted.
15. 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. Bank account details are as follows:
Banker : Hang Seng Bank Limited, Hong Kong Branch
Account Nr. : 024-276-0-711388 (US$)
024-276-3-119506 (HK$)
Account name : Hansen Exhibition Forwarding Ltd.
16. Conditions of Business
All services provided by Hansen Exhibition Forwarding Limited are carried out in accordance with the Conditions of Business of the company which available on request.
- End -
CIBF ‘2014
Shenzhen, China
June 18-20, 2014
SERVICES AND RATES FOR HANDLING OF EXHIBITS
1. BASIC SERVICE AND DOCUMENTATION CHARGE US$60/exhibitor/consignment
2. INBOUND MOVEMENT FOR EXHIBITS VIA HONGKONG (Including On-site Opening Services)
A. Services
1. Free storage in Hansen's warehouse in Hongkong after deadlines for receiving cargo;
2. consolidation in Hansen's warehouse and stuffing of containers;
3. transportation from Hansen's warehouse to on-site storage place in Shenzhen by container/truck;
4. on-site storage before exhibition (outdoors);
5. delivery of exhibits from on-site storage place to booth;
6. co-ordination of Customs clearance for opening of exhibition;
7. assisting exhibitors in unpacking and positioning of heavy exhibits;
8. removal of empties and packing materials to on-site storage place (outdoors), sorting and stacking.
B. Charge
1. By sea to HK US$120/cbm or 1,000kgs
(whichever is greater,
min 2 cbm/exhibitor/consignment)
2. By air to HK US$1.2/kg (min 200 kgs)
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.
B. Charge US$80/cbm or 1,000kgs
(whichever is greater,
min 2cbm/exhibitor/consignment)
4. 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 returning to Hongkong;
6. transportation from Shenzhen to Hansen's warehouse in Hongkong by container/truck;
7. 5 days free storage before transhipment or delivery to exhibitors' warehouse;
8. documentation and arrangement of transhipment in Hongkong.
B. Charge Same as 2B.
5. HEAVY LIFT SURCHARGE IN CHINA (OPENING OR CLOSING)
2,000 - 3,000kgs/package US$5/100kgs
3,001 - 4,000kgs/package US$7/100kgs
over 4,000kgs/package to be advised
6. OTHER SERVICES
A. Local Transport
1. from terminal/exhibitors' warehouse to US$20/cbm
Hansen's warehouse, or vice versa (min US$100/consignment)
2. heavy lift surcharge for picking up of exhibits with
one or more heavy exhibits weighing
150 - 2,000kgs/package US$120/consignment
2,001 - 5,000kgs/package US$150/consignment
B. HK import terminal charge
a. 1. By sea US$28/cbm (min 1 cbm)
2. By air US$0.35/kg (min 100 kg)
b. HK shipping line / airline document fee & handling US$85/consignment
C. Storage in Hongkong US$18/cbm/week
D. Godown in & out charge US$25/cbm (min 2 cbm)
E. Translation of list of exhibits US$12/page (min US$30)
F. Applying for re-export license for general items US$35/exhibitor/consignment
G. Hongkong import or export declaration fee US$35/consignment or 0.1% on
declared value, whichever is greater
H. Quarantine inspection US$12/package
I. Customs broker handling fee
1. By sea US$35/cbm (min US$70)
2. By air US$0.35/kg (min US$70)
J. Input data fee for List of Exhibits US$12/page
K. Storage of empties US$10/cbm/day (min US$50)
Notes:
1. Minimum chargeable volume for 20' container is 25 cbm, for 40' container is 50 cbm.
2. Above rates are quoted for individual piece with dimensions not exceeding
L = 6.0M, W = 2.2M, H = 2.2M;
3. There will be surcharge for dangerous goods, high-valued cargo, frozen food, fresh food and alcoholic items.
4. Quarantine, sanitary, and fumigation charges, if any, will be charged according to outlay.
-End-