SHIPPING INSTRUCTIONS
Amsterdam RAI
DB Schenker Logistics Nederland
C/O AMSTERDAM RAI
Europaplein 2 – 22 / P9
NL- 1078 GZ Amsterdam
Phone: +31 (0)20 549 279 0
Mail: [email protected]
Dear exhibitor,
Dear standbuilder,
As the event at Amsterdam RAI venue is approaching, we kindly would like to familiarize you
with the shipping and delivery process for this event.
Schenker is sole official onsite handling partner for this show. That means that utilization of
motorized equipment may only be provided by Schenker. In case you require forklift services,
on-site storage prior, during or after the show please get in contact with us.
In order to smooth processes and guarantee timely delivery we kindly would like to ask you
to follow described service:
Order form:
Please place your booking via attached
order form
or mail.
Phone: 0031 20 549 2790
As a requirement of Amsterdam RAI, credit card details need to be transmitted when
order-ing logistics services.
Labeling
(Please use the label example in the attachment)
:
DB Schenker Logistics Nederland
c/o
name of exhibition
Hall.Stand / exhibitor name
Europaplein 2-22 / P9
1078 GZ Amsterdam
The Netherlands
Pre-advice:
When sending cargo to our warehouse (via truck, courier or any other mode of transport),
Waybill / Tracking number / Cargo info
need to be transmitted to
Non pre-alerted cargo which is arriving at our warehouse will be debited with extra charges.
In case you are sending cargo from outside the European Union to the event, please contact
us in advance in order to insure that all relevant
customs documents
and information are
transmitted to us.
Please also advice requested date and
time of delivery to your booth
.
You need a specific quotation or special services? – Please do not hesitate to
con-tact us.
We are looking forward to meeting you in Amsterdam.
Agenda
Page
1. SCHEDULE FOR AIR AND SEA FREIGHT ... 4
2. ADDRESSING REGULATIONS ... 4
3. LABELLING / PACKAGING ... 5
4. DOCUMENTATION ... 5
5. CUSTOMS AND IMPORT REGULATIONS ... 6
6. HANDLING OF EMPTY PACKING MATERIAL, INTERMEDIATE TRANSPORTS AND
RETURN TRANSPORTS ... 7
7. LIABILITY AND INSURANCE ... 7
8. TERMS OF PAYMENT ... 8
9. FAIR SPECIFIC INFORMATION ... 8
10.YOUR SCHENKER TEAM AT AMSTERDAM FAIRGROUND ... 8
11.HALL PLAN ... 9
ORDERFORM ... 10
1.
Schedule for air and sea freight
To guarantee in time delivery of your exhibition goods to the booth on the fairgrounds below deadlines have to be met:
Sea freight (LCL) = at the latest 14 days prior to the exhibition opening at the Port of Rotterdam
Sea freight (FCL) = at the latest 14 days prior to the exhibition opening at the Port of Rotterdam
Air freight = at the latest 10 days prior to the exhibition opening at Amsterdam Schiphol airport
Notification
Please send us by fax or e-mail all dates of the transport (i.e.: AWB, B/L, Consignment, Tracking Numbers for courier shipments) in advance before shipping.
For not pre-alerted shipments arriving at our warehouse or shipments arriving after above mentioned deadlines, a late arrival surcharge of 50,00€ is applicable.
2.
Addressing regulations
Please address your exhibition goods as follows and use the labels as attached:
Commodity Description: fairs and exhibition goods for name of exhibition, Amsterdam Road freight / courier:
Consignee: DB Schenker Logistics Nederland c/o Amsterdam RAI
Europaplein 2 – 22 / P9 NL- 1078 GZ Amsterdam Notify: <Name of exhibitor>
c/o Name of exhibition
<hall / booth> Air Freight:
Consignee: DB Schenker Logistics Nederland Fairs & Events
Fokkerweg 300
NL – 1438 AN Oude Meer Notify: <Name of exhibitor>
c/o Name of exhibition
<hall / booth> Sea freight:
Consignee: DB Schenker Logistics Nederland Fairs & Events
Nieuwe Sluisweg 250 NL - 3197 KV Rotterdam Notify: DB Schenker Logistics Nederland
<Name of exhibitor>
c/o Name of exhibition
3.
Labelling / Packaging
Please label your exhibition goods with below address or use the label in the annex: DB Schenker Logistics Nederland
c/o name of exhibition Amsterdam
<Name of exhibitor> <hall / booth>
Number of packages: etc. 1 / 4 Dimensions
Gross / net weight
We recommend not using cartons for packaging but stabile, waterproof and re-closable packing material. These materials should also resist the storage of empties as well as return or further transport.
All packing must be equipped with skids for handling by forklift- and pallet truck. Wood packing requirements apply in the European Community.
Fumigation must be arranged for all wooden packing materials in the country of origin before shipping to Amsterdam - exception for packing made entirely of plywood / wood chip board.
To verify that the wooden packing has undergone heat treatment or Methyl Bromide treatment the following data should be marked / stamped onto the outside of the wooden packing clearly visible.
• IPPC Logo
• ISO country code (= xx)
• unique number assigned to the company that has carried out the fumigation, namely a national plant protection organization (= OOO)
• method of fumigation (=YY) - HT: heat treatment / MB: Methyl Bromide
4.
Documentation
Each shipment has to be accompanied by a full set of documents, as following: Sea freight
2 original and 3 copies of Bill of lading 3 copies of commercial / proforma invoice 3 copies of packing list (if available) 1 copy of insurance policy (if available)
1 original of certificate of origin / preferences (if applicable*) Airfreight
2 copies of air waybill (AWB)
3 copies of commercial / proforma invoice 3 copies of packing list (if available)
1 original of certificate of origin / preferences (if applicable*) Road freight
In order to avoid any problems with customs authorities, please present all necessary customs documents such as T-form, Carnet ATA etc., certificate of origin / preference (if applicable*) to our office upon arrival at Amsterdam.
Commercial invoice / packing list
As aforementioned, commercial / proforma invoices are required. These should contain at least the following information:
• full address of the exhibitor, hall and booth number (as consignee or notify)
• detailed description of the goods (incl. model and serial number/s) • value of every single item as well as total (CIF)-value
• country of origin or manufacture
It is also possible to use a combined commercial invoice/packing list. This form should contain the above mentioned details as well as number of pieces, weight and dimensions. It will be of assistance to categorize the goods as follows:
• exhibits
• display stand materials
• brochures, gifts and other give away items
Non-European Shipments
For non EU shipments a direct representation form (Power of attorney) and commercial invoice is required for customs clearance. Please get in contact with us in case you intend to send goods from outside of the European Union.
5.
Customs and import regulations
On entry / importation non-community goods, which are imported from third countries must undergo a customs procedure.
If you wish DB Schenker to take care of your customs clearance, we require a signed and stamped power of attorney. Please request the necessary document when placing the order.
Permanent import
The release for free circulation either takes place upon entering the European Community or following transit procedures. When importing third country goods customs duty and import turnover taxes have to be paid. In addition, for certain commodity groups such as coffee, tobacco, spirits and sparkling wine excise taxes have to be paid (detailed infor-mation below).
Temporary import
By placing a transit procedure a security equal to the import duties has to be deposited at the customs office of departure. After the proper execution of the transit procedure the security will be reimbursed by the customs office of departure.
6.
Handling of empty packing material, intermediate transports
and return transports
Sale of exhibition goods
Goods may be sold during the exhibition, but they must under no circumstances be removed
from the fairgrounds before duty/tax has been paid, permanent customs import procedures
have been completed and the exhibition is over.
Empty packing material
We pick up empty crates, boxes and packing material directly at the booth at the end of the installation period. At the end of the exhibition we will deliver the stored empties au-tomatically to the booth.
Intermediate transports
If transports are necessary during the exhibition period from a depot to the booth please do not hesitate to contact our staff at our exhibition office on-site which is located be-tween hall 1 and 5 (see attached hall plan).
Re-packaging
At the end of the exhibition we will automatically deliver your empties to the booth. Surly we can assist with the re-packing if you require this additional service.
A supervisor has to attend the packing who will afterwards confirm the proper packing. Specifically, we would like to acknowledge you that all Schenker performed packing ser-vices are only executed on behalf of you and at your own risk.
Return transport
Our staff will make contact during the exhibition to all exhibitors to collect instructions regarding the forwarding and return instructions as well as to inform about necessary formalities.
7.
Liability and insurance
Our liability ends upon delivery of the exhibition goods to the booth and only resumes again with the acceptance of the goods at the booth. We do not assume liability for any goods left in the empty crates, boxes or packing material.
Possible damages etc. have to be acknowledged immediately and in writing to our on-site exhibition office between hall 5 and 7 or to your responsible Schenker branch office. The goods are not insured by Schenker International B.V., unless written on the order services are always at the risk of the customer. All transactions are subject to the Dutch Forwarding Conditions, including arbitration clause, in the latest version deposited by FENEX at the Registry of the District Court at Amsterdam, Arnhem, Breda and Rotterdam. The general conditions are at all times available for inspections, can be consulted via www.fenex.nl and will be sent to you upon request free of charge. Our liability starts and ends with pick up at your address and the delivery at the booth, even without presence of the exhibitor. Waiting times according the rules of the fair organisation are not our responsibility.
We recommend signing a global fairs and exhibition insurance agreement to ensure you against any losses or damages of transportation as well as during the exhibition. Surely, we can arrange such an insurance if required.
If you renounce this comprehensive insurance protection we would like to acknowledge you that in this case the continuous liability on the basis of the Dutch Forwarding Condi-tions (FENEX) will be effective.
8.
Terms of payment
Our invoices are raised to the forwarding agent charges according to our tariff and are calculated on a net basis. They are due for payment straight after receipt.
If your shipment is not handled by us, we have to ask you for payment of ex-tra/additional charges on site.
Major credit-cards are welcome.
Following up processes required by Amsterdam RAI, every exhibitor and standbuilder requiring logistics services will have to fill in a credit card form for payment security.
9.
Fair specific information
10.
Your SCHENKER team at Amsterdam fairground
Name Function Phone Mail
Jan Wegner Team leader fairs national
+31 654 272 104
[email protected] Peter v/d Pol Operations +31 651 638
346
Darryl Gase Operations +31 646 303
424
[email protected] Justin Koppies Operations +31 651 638
654
Roelof Dozy Customs +31 623 882
684
DB SCHENKER wishes you every success for the exhibition and a pleasant
stay in Amsterdam.
If you have any questions, need assistance for special arrangements or if
you require further information, please contact us anytime.
11.
Hall plan
Schenker’s main on-site office is located between hall 1 and 5 on the upper level. You will find our service desks announced in the halls as well where you can place orders and request additional information and services.
ORDERFORM
Exhibition: ____________________________ Hall.stand / exhibitor: ____________ / _________________________________ Invoicing address: _________________________________________________ _________________________________________________ _________________________________________________ _________________________________________________VAT No. for EU clients.: _________________________________________________
Shipment details
Volume, weight, pieces: _______________________________________________
Transport company: _______________________________________________
Tracking number: _______________________________________________
On-site Handling
Direct unloading _____________________ ________________________
(date / time) (pieces, weight, volume)
Unloading via warehouse _____________________ ________________________
stand delivery (date / time) (pieces, weight, volume)
Direct reloading _____________________ ________________________
(date / time) (pieces, weight, volume)
Reloading via warehouse _____________________ ________________________
stand delivery (date / time) (pieces, weight, volume)
storage of empties or full goods during the fair priority service for empties / full good Credit Card Information
Credit Card Type: American Express Mastercard Visa
Card holder __________________________________________________________________
Card number _______ / _______ / _______ / _______
Valid till: _______ / _______ Security Code: _______
Contact
Contact person on-site: _________________________________________________
Mobile phone: _________________________________________________
___________________________ _______________________________
Place, date signature, stamp
All transactions are subject to the Dutch Forwarding Conditions, including arbitration clause, in the latest version de-posited by FENEX at the Registry of the District Court at Amsterdam, Arnhem, Breda and Rotterdan. The general Condi-tions are at all times available for inspecCondi-tions can be consulted via www.fenex.nl and will be sent to you upon request free of charge.
Shipper
Company:_____________________________
Address:_____________________________
_____________________________
_____________________________
_____________________________
_______________________________________
Contact person on-side
____________________________________
Phone of on-side contactNumber of packages: ______ / ______
Dimensions: ______ x ______ x ______
Gross / net weight: ______________ kgs
Consignee
DB Schenker Logistics Nederland
c/o ______________________, Amsterdam
exhibition name___________________________________
exhibitor nameHall: _______ / Stand: _________
Europaplein 2 – 22 / P9
1078 GZ Amsterdam
The Netherlands