Chinaplas 2004

29 June – 2 July 2004

Shanghai (SNIEC), China

TRANSPORT GUIDELINE

  1. General

The organizer has appointed Schenker Int’l (H.K.) Ltd. as the official forwarder.Exhibitors are therefore requested to consult us for any matter concerning forwarding of exhibits and on-site co-ordination.

Schenker Int’l (H.K.) Ltd.
Fairs & Exhibition Dept.
38/F, China Resources Building
26 Harbour Road
Wanchai, Hong Kong .
Tel. : (852) 2585 9688
Fax : (852) 2824 0328
E-mail :
Ctc : Mr. Clement Law – General Manager
Mr. Biu Wong
Mr. Jason Lee / SCHENKER (H.K.) LTD. –
Representative Office Shanghai
13th Floor, Citic Square,
No.1168Nanjing Road West,
Shanghai 200041, China
Tel. : (86) 21 3218 4628
Fax : (86) 21 5292 5194
E-Mail :
Ctc : Mr. Zha Weimin – Assistant Manager

Schenker are the sole on-site transportation contractor entitled to be responsible for going through all Customs formalities and handling exhibits after their arrival in Shanghai. To comply with this and for better site management, all forwarding arrangements within the exhibition halls are to be exclusively handled by them.

To ensure smooth handling of exhibits, please read carefully all points in this guidelines. Failure to comply with these points is likely to create problems and additional expenses.

2. Routings

A. / Tran shipment via Hong Kong – On B/L or AWB please follow :
CONSIGNEE / Schenker Int’l (H.K.) Ltd. - Fairs & Exhibition Department
38/F., China Resources Building,
26 Harbour Road, Wanchai, Hong Kong.
Tel : (852) 2585 9688
Fax : (852) 2824 0328
N. PARTY / Schenker Int’l (H.K.) Ltd.
c/o XXX Exhibition
Exhibitor : XXX
Booth No. : XXX
B. / Direct Shipment to China -On B/L or AWB please follow :
By Sea (B/L) / By Air (AWB)
CONSIGNEE / SHANGHAI EXPOTRANS LTD.
1/F., No. 2 Lane 460, Kang Ding Lu
Shanghai 200040, China
Tel : (86) 21 6217 8088
Fax : (86) 21 6217 9788 or 6217 6316 / SHANGHAI EXPOTRANS LTD.
1/F., No. 2 Lane 460, Kang Ding Lu
Shanghai 200040, China
Tel : (86) 21 6217 8088
Fax : (86) 21 6217 9788 or 6217 6316
N. PARTY / XXX Exhibition
Exhibitor : XXX
Booth No. : XXX / XXX Exhibition
Exhibitor : XXX
Booth No. : XXX
Exhibitors may send their exhibits via Hong Kong for onforwarding to Shanghai by Schenker or direct to Shanghai. Amongst the various routings, direct air or sea shipment to Shanghai is highly recommended as close control of the flow of exhibits is ensured. For sea shipments from abroad to Shanghai, kindly note that some shipping lines usually use second carriers to tranship the cargoes. In this way, delay in arrival of exhibits frequently occurs and exhibitors must be prepared to take the risk of late arrival of exhibits, which is out of our control, if they intend to use this routing. As for air shipments from abroad to Shanghai, airlines with direct flights to Shanghai are preferable. Otherwise, airlines which make transhipment via Hong Kong or Tokyo should be used.

3.Deadlines

The following deadlines for documents and exhibits, reaching Schenker in Hong Kong, must be rigidly observed and we will not be responsible for any consequences due to the late arrival of documents or exhibits.
Documents Deadline
/ Deadlines for reaching Schenker HK
a) / List of Exhibits (Form A) : 7 - fold / 29 May 2004
b) / Shipping Instructions (Form B) / 29 May 2004
c) / Samples of literature (2 copies) and give-away items (2 pieces) for censoring in China / 29 May 2004
d) / Video tapes and slides for censoring in China / 29 May 2004
Shipping Documents
a) / Exhibits from abroad to Hong Kong and consigned : -Schenker Int’l (H.K.) Ltd. - Fairs Dept.
38/F., China Resources Bldg., Wanchai, Hong Kong.
(freight prepaid)
Notify Party : -
Exhibition : XXX
Exhibitor : XXX Booth No. XXX
One set of ORIGINAL bill of lading bearing the clause ‘TRANSHIPMENT TO CHINA VIA HONG KONG ’ / 3 days before vessel arrives in Hong Kong
b) / Exhibits from abroad direct to Shanghai by sea
(freight prepaid):
One set of ORIGINAL bill of lading (must be sent to Schenker in Hong Kong and Shanghai separately) / 3 days before vessel arrives in Shanghai
If there is a second carrier for transhipment via Hong Kong, Japan or Korea, the memo bill of lading of the second carrier must also be sent to Schenker.
Due to the complicated procedures in Customs clearance and picking up of cargo, 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, and
- / that exhibitors must inform the shipping line that the container is to be onforwarded to exhibition site and will only be returned to container depot after exhibition opens. If exhibitors intend to keep the container at the fairground for return shipment, they have to liaise with the shipping line at the port of loading to rent the container for return shipment, and send the relevant documents to Schenker before exhibition opens, showing that the container is allowed to be kept at the fairground.
If no such agreement has been reached, exhibitors, after arrival in Shanghai, can apply to the shipping company in Shanghai through Schenker for keeping the container at fairground. If the shipping agent accepts the application, exhibitors have to pay storage and demurrage charge. If the shipping agent turns down the application, Schenker will arrange another container for the return shipment. In this case, exhibitors are responsible for the charges for returning empty container to depot and getting a new one to the fairground.
Shipment Advice
Once shipment is made (by sea or by air), please advise Schenker by fax of shipment details :
Including : Nr. of packages, Volume and Weight of the shipment :
Date of Departure and Arrival; and
a) / for sea shipments
name of vessels ; Ocean B/L nr. (vessel name and B/L nr for 2nd carrier, if any)
b) / for air shipments
master AWB nr; flight nr. (House AWB nr, if any)
For direct shipments, please also send advice to consignee in Shanghai.
Time Table
A) / Via Hong Kong to Shanghai by sea/rail
  1. Overseas exhibits arrive HK by sea
/ Latest 28-30 May 2004
b. Overseas exhibits arrive HK by air / Latest 30 May – 1 June 2004
B) / Direct to Shanghai
  1. Overseas exhibits arrive Shanghai by sea
(for Full container and breakbulk, LCL cargo is not
recommended) / Latest 13-15 June 2004
b. Overseas exhibits arrive Shanghai by air / Latest 15-17 June 2004
C) / HK to Shanghai
By sea/rail / Latest 3-5 June 2004
By air / Latest 15-17 June 2004
D) / Move in (Subject to Organizer ‘s final arrangement) / 25-28 June 2004
E) / Move out (Subject to Organizer ‘s final arrangement) / 3-4 July 2004
During move-in period Schenker 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.
  1. Exhibition Documents

A. / List of Exhibits (Form A)
This form is issued by the relevant department in China as the most important document for Customs clearance during the opening and closing of the exhibition. Thus every exhibitor must submit this form to Schenker 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 in Form A.
B. / Shipping Instructions (Form B)
Please fill out this instruction form and return the same to Schenker by due date so that we can understand your service requirements in details.
When the gross weight of a case of exhibits exceeds 3,000kgs or when the total volume of exhibits is substantial, e.g. over 10 cubic meters, exhibitors should submit a drawn-to-scale layout on item 4 of Form B (or prepare one separately if necessary) to facilitate the transport and positioning of their exhibits. Case number and front side of the case must be clearly shown on the layout as well as on the case.
C. / Fumigation Certificates, Non-Coniferous Wood/Non-Wood Packing Material Declarations.
We suggest exhibitors to bring along a copy of Form A, B and C on-site for reference.
  1. Fumigation Requirements in China

Please be advised all imports to China from U.S.A., Japan, Korea, and European Commission (EC) Countries are subject to strict fumigation requirements, failure of which will be subject to forfeiture of the wooden packages and/or the contents inside. The fumigation must be done in the origin countries.

Import from U.S.A., Japan, Korea

a)Coniferous Wood Packing Material – Original Fumigation Certificate

(issued by Authorities in Origin Country)

b)Non-Coniferous Wood Packing Material – Non-Coniferous Wood Packing

Materials Declaration (issued by Exhibitor – on letter-head and stamped) is

needed

c)Non Wood Packing Materials – Non Wood Packing Material Declaration

(issued by Exhibitor – on letter-head and stamped) is needed

Import from EC Countries

a)Any Wood (Coniferous or Non-Coniferous) Packing Material – Original

Fumigation Certificate (issued by Authorities in Origin Country) is needed

b)Non Wood Packing Material – Non Wood Packing Material Declaration

(issued by Exhibitor – on letter-head and stamped) is needed

All originals of (1) Fumigation Certificates, (2) Non-Coniferous Wood,

(3) Non Wood Packing Material Declaration MUST be attached with the

shipping document (B/L or AWB), copies of which sent to us.

  1. Catalogs / Publicity Materials / Souvenirs / Give-aways – Censoring

It is stipulated by he 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. Hence, exhibitors shall not make use of these materials before censoring and should send sample of literature (2 copies) and give-away items (2 pieces) to Schenker Hong Kong together with the List of Exhibits (Form A). All these materials will be handed over to Chinese Customs for inspection in advance. Therefore, exhibitors should not distribute these items prior to receiving notification from us.
It is advisable to send all video tapes and slides (or their script and description) to us through for censoring in China. Otherwise, exhibitors shall submit them to Customs through our on-site staff, before making use of them in the exhibition.
When Taiwan is to be mentioned in the promotional materials, exhibitors should avoid using any expression from which one would misinterpret that Taiwan is in a position equivalent to a country.

7. 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 List of Exhibits (duly filled) to our 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 days.
Exhibitors should also be prepared to encounter problems when they intend to hand-carry exhibits out of the exhibition halls since the Customs prefer these exhibits to be returned as a 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 Schenker's site office in the Exhibition Centre. Exhibitors with exhibits borrowed from local organizations should also register details of the brought-in items with Schenker's site office. Without proper registration, exhibitors may have problems taking such exhibits out of the hall after the show.

8. Exhibits of a Dangerous Nature

Exhibitors need to fill out and send to us a special form for dangerous goods. Such forms will be provided upon request and the completed forms should reach us before shipment is dispatched. There will be surcharge for handling such exhibits.
Rail department in Hong Kong 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 Hong Kong without consulting Schenker.

9.Dutiable Goods (Transhipped via Hong Kong)

Cigarettes, wine, spirit and hydrocarbon oil are dutiable goods in Hong Kong. Exhibitors sending such goods to Hong Kong for transhipment to China should be prepared to reimburse Schenker for duties paid when cargo arrives in Hong Kong.

10.Heavy and Oversized Exhibits

Exhibitors with heavy or oversized exhibits must be on-site early and direct the operation of unpacking and positioning of the heavy exhibits. If a mobile crane or forklift is required for installation of equipment, exhibitors should send their requirements to us in advance. Quotation for hiring such equipment0. will be given upon exhibitors’ request. A detailed layout should also be provided to us 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 of the case clearly to ensure correct positioning. As we will not provide any packing materials for exhibits, exhibitors should ensure that they have adequate and appropriate packing materials for repacking during exhibition closing.

11. 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 rain, since we 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., very often 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 sale for return movement after the exhibition.
Packing in cartons is not considered suitable for repeated handling, especially for valuable or delicate equipment.

12.Marking of the Case

The following marking must be painted on two opposite sides of each case :
XXX Exhibition
Gross Wt. Kgs
Net Wt. Kgs
Dimensions L x W x H = CBM / Company ______
Stand nr______
Case nr______

13. Customs Clearance

We will take care Customs formalities for exhibitors. But on some occasions, the presence of exhibitors will be required. As Customs in China 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 us.
  1. Unpacking and Repacking of Exhibits

We will assist exhibitor 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. If exhibitors fail to do so, we will unpack the exhibits only when explicit instructions have been given (see Form B)

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 by used-packing materials, the packing is regarded as no longer suitable to protect the equipment against damage/moisture compared with the original. Exhibitors shall therefor bear the responsibility for the consequences arising therefrom.

15. Insurance

As the official tariff is compiled on volume or weight basis and have no correlation with the value of exhibits, naturally no insurance has been covered in our charges and all work is undertaken by us 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.

16.Closing of Exhibition

The following documents will be distributed to exhibitors before the closing of the exhibition -
a) a letter regarding the closing procedures;
b) a copy of the List of Exhibits (Form A) previously submitted to us;
We will start to return empty cases from storage place to exhibitors' stands on the closing day after all visitors leave, 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. Our on-site operational staff will inform exhibitors the exact arrangements.
For exhibition closing, exhibitors are requested to declare to Customs on the List of Exhibits (Form A) for the disposal of their exhibits as follows : -
- sold;
- to bonded warehouse;
- to be returned (+ port of destination);
- consumed;
- given away;
- abandoned.
Please fill out and return the List of Exhibits (Form A) to Schenker at the exhibition site
Before Fair Close
.
If exhibitors fail to give explicit instructions to us, no Customs formalities can be carried out, and so the exhibits will be left to Customs’ disposal, all charges will be at exhibitors’ own accounts.
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) 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 (Form A) to us. Once these documents have been processed with Customs and relevant transportation departments, and changes will not be accepted.
Once again, Schenker will not be responsible for the cargoes left in the booth by exhibitors without any instruction received in advance.
We will count and ship pieces we found in the respective booths at the time we clear them from the Exhibition Hall. We hold no liability if during that time cargoes are not found.

17 Return of Exhibits