official shipping instructions - ecoc › wp-content › uploads › ...d) sea freight shipments...

“All Business is undertaken in accordance with GT Exhibitions Limited General Trading Condition, Copies are available upon request.”

OFFICIALSHIPPINGINSTRUCTIONS

GT Exhibitions Limited

GT House, 25-27 Blackwell Drive

Braintree

Essex, CM7 2PU

United Kingdom


1. Contact Details

Your contacts at GT Exhibitions Ltd. for this event are Steve Andrews & Carl Gilvray, both can be contacted on telephone

+44 (0)1376 567567 or via email: -

Steve Andrews - [email protected]

Carl Gilvray - [email protected]

They will be happy to assist you with any questions you have regarding shipping items to the event. We strongly

recommend that anyone wishing to ship items from outside the EU (European Union) read these instructions throroughly

and contact us in advance to discuss the best method of shipping.

2. Introduction / Important Information

The event takes place at the RDS Venue, Dublin from the 23rd-25th September 2019. There is limited space within the RDS

for vehicles, so we request that only full truck loads are sent directly to the venue. All direct deliveries/collections

made during the official tenancy period must request a time-slot in advance and any vehicles over 3.5 ton will have

to be unloaded/reloaded by GT Exhibitions. Further information on this can be found in paragraph 3b.

Smaller “groupage” shipments should be sent to the advance warehouse, already Customs cleared between 16th-19th

September. We will transfer the goods to the venue and deliver them to your stand during the official move-in period. You

are not required to be present during delivery if you choose this option. Full informiaton on this can be found in paragarphs

3a & 3e.

For any International exhibitors wishing to send goods by air or sea we can arrange a full door to door service through our

overseas partners. Please contact us for their details. Alternatively, we can arrange Customs clearance (if required) and

transport from Dublin airport or port to our advance warehouse. Details of consignee address & deadline dates and can be

found in paragraphs 3c & 3d. If you are using this service then please pass a copy of these shipping instructions to your

freight forwarder.

Any participants sending goods from outside the EU, should ensure their freight forwarder/courier can Customs clear the

goods into Ireland. Any shipments that get stuck in Irish Customs, that require our assistance may be delayed and will be

charged accordingly. For further information please refer to paragraph 3e of these instructions.


3. Ship to address, consignee details and arrival dates

a) Advance warehouse shipments (EU origin goods by road or courier)

All shipments must be sent to the following address between Monday 16th and Thursday 19th September: -

GT Exhibitions Ltd.

c/o Interflow Logistics

Unit 1, Ace Warehouse

Blakescross, Lusk

Co. Dublin, Ireland

Tel. +353 1 685 3845 / Ctc. Beverley Marchi

It is imperative that both the paperwork and the freight clearly show “ECOC 2019, Dublin” and the exhibitor name and stand

number. Please let us have a pre-alert with the courier’s waybill number once the goods have departed.

Shipments can be re-collected from the advance warehouse from Friday 27th September 2019 and hauliers/transport

companies collecting must give sufficient proof that they are permitted to collect.

For goods originating from outside the EU please see paragraph 3e

b) Trucks and vehicles direct to the venue

The venue delivery address is: -

ECOC 2019

RDS (The Royal Dublin Society)

Exhibitor Name & Stand no.

Simmonscourt Road Entrance

Dublin 4, Ireland

Shipments sent directly to the venue must only arrive during the official move-in times, which are: -

-Friday 20th September, from 0600 hrs to 2000 hrs (space only stands)

-Saturday 21st September, from 0800 hrs to 2000 hrs (space only stands)

-Sunday 22nd September, from 0800 hrs to 1700 hrs (shell scheme exhibitors)


Due to limited space within the RDS, all vehicles delivering and collecting during the official tenancy period must

have requested a time slot by the 14th June 2019. Time slots will then be issued, depending on size and location

of the stand and commodity being delivered. A time slot request form can be found at the end of these

instructions. Failure to request a time slot will result in delays in your vehicle being unloaded and reloaded.

EXHIBITORS CHOOSING OUR DOOR TO DOOR, VIA WAREHOUSE OR AIR/SEA SERVICES DO NOT NEED TO

REQUEST A TIME SLOT.

To speed up the unloading and reloading process, all vehicles over 3.5 ton such as 7.5 ton, 18 ton and 13.6m

vehicles or any shipping containers will have to be handled by GT Exhibitions and the official ECOC 2019 tariff

charges will apply.

Please ensure all items loaded are palletised or crated for unloading / reloading. Loose loaded containers / trailers will incur

surcharges as per our the official ECOC 2019 handling tariff, examples below of what is acceptable and what will be

surcharged at 50% of the handling rate.

The only self unloads allowed at the venue are small vans / luton vehicles as shown below, you will be given a 30 minute

slot to unload and after this time the vehicle MUST be removed.


c) Airfreight shipments

Airfreight shipments must be sent freight pre-paid to Dublin (DUB) Airport, at least 5 working days before needed on the

stand and on its own master airway bill, consigned as follows: -

Interflow Logistics Ltd.

Unit 1, Ace Warehouse, Blakescross

Lusk, Co. Dublin

Tel. +353 1 685 3845

Notify Party: -

Interflow Lgostics Ltd.

Alan Doolan / Tel. : 0872431320

ECOC 2019, Dublin

Exhibitor Name / Stand Number

d) Sea freight shipments

Both LCL and FCL sea freight shipments should be sent freight pre-paid to Dublin Port, at least 10 working days before

needed on the stand, consigned as follows: -

Interflow Logistics Ltd.

Unit 1, Ace Warehouse, Blakescross

Lusk, Co. Dublin

Tel. +353 1 685 3845

Notify Party: -

Alan Doolan / Tel. : 0872431320

Interflow Lgostics Ltd.

ECOC 2019, Dublin

Exhibitor Name / Stand Number


e) Road & Courier shipments from outside the EU

We cannot emphasise strongly enough that exhibitors from outside the EU should not send their goods via courier

companies (Fedex, UPS, DHL, etc.) The only commodities that should be sent via this method are printed matter and/or

giveaways for permanent import, with a low value ($50 or less) declared on the waybill. Courier shipments must be sent

pre-paid, including local duties & taxes. Any duties and taxes that are paid on your behalf will be billed on, plus an outlay

fee (see our tariff of charges).

Couriers may seem the cheapest option but this is a false economy as often they cannot Customs clear the goods into

Ireland (in particular goods for temporary import) and we have to intervene. If you are sending higher value goods or

goods for temporary import we strongly recommend opting for a “door to door” service with one of our recommended

partners in your Country. Alternatively, find a local freight forwarder (not courier company) and have them ship to Dublin

Airport or Port, consigned to us (see paragraphs 3c & 3d).

Low value, permanent import shipments via couriers should not be sent directly to the venue and must be sent to our

advance warehouse between Monday 16th and Thursday 19th September. The address of the advance warehouse is: -

GT Exhibitions Ltd.

c/o Interflow Logistics

Unit 1, Ace Warehouse

Blakescross, Lusk

Co. Dublin, Ireland

Tel. +353 1 685 3845 / Ctc. Beverley Marchi

It is vital that the waybill mentions ECOC 2019, your company name and stand number. It is also imperative that you send

us a pre-advice of our shipment with a copy of the courier’s waybil and Customs invoice. Failure to pre-advise us means

we are unaware your shipment exists and cannot be held responsible if it is not delivered to your stand.

If you are planning on sending goods from outside the EU on a “roadfreight” service to the advance warehouse, please

contact us in advance to discuss your options.

ALL SHIPMENTS ARRIVING AFTER THE ABOVE DEADLINE DATES WILL BE SUBJECT TO LATE ARRIVAL

SURCHARGES.


4. Documentation Requirements / Customs Regulations

Once your goods have been despatched, if you require any of our services please let us have a short pre-alert with details

of the number of pieces, weight and volume being sent. Please also advise the name of the courier/freight forwarder used,

estimated date of arrival and any tracking/waybill numbers.

For shipments sent by air or sea, please let us have a copy airway bill / Bill of Lading prior to arrival and for non-EU

shipments a copy of the commercial invoice / packing list in English with the following information: -

• Customs codes – Please ensure that your invoice has full and correct HS codes shown

• Descriptions – Please use clear and detailed product descriptions (“exhibition goods”, “stand-fitting materials” or

“giveaways” will not be accepted

• Serial numbers – Please indicate any serial numbers and make & model of your goods. If serial numbers are not

available please include a picture of the items

• Quantiy – Please list the quantity of each item

• Weight – Please list the weight and the content of each package

• Values – Please show values per commodity and not a lump sum value. Use values that represent a fair market

value to avoid a possible value adjustment by Irish Customs

• Origin – Please indeicate the proper Country of origin of the goods you are sending

• CIF terms – Please indicate in your invoice that the goods are CIF or C&F, otherwise Customs may add the

transport charges to the declared value

• Goods to be returned after the fair – Please add the following declaration to your invoice “Invoiced goods are for

display purposes only during the exhibition and will be re-exported at the end of the show”

• Printed matter & Giveaways – These items must be listed on a separate invoice with individual values indicated

and must be separately packed. Generally such items are subject to local VAT & duty.

Failure to follow the above guidelines could cause delays to your shipment, while more detailed invoices are received from

the shipper. We strongly recommend sending us draft copies of your commercial invoice / packing list prior to shipping for

checking and pre-approval. A specimen invoice can be supplied on request.

For temporary import shipments with a CIF value over €5000.00, the potential duty and VAT will need to be paid on

deposit and will be refunded once the goods have been re-exported. Alterantively an ATA Carnet should be used

with the following shown in box B: - “Alan Doolan acting for and on behalf of Interflow Logistics Ltd.”

Please refrain from sending restricted items such as foodstuffs, beverages, pharmecutical poducts, etc. as they will be

subject to additional licence requirements.


5. Case markings / Packing / Fumigation rules

All packages should be clearly marked as follows:

Exhibitor Name

C/o ECOC 2019

RDS, Dublin

Exhibitor Name

Hall & Stand Number

1 of _ , 2 of _ , etc.

All wood packaging entering EU ports will need to conform to the International phyto-sanitary standard – ISPM 15. This

means only wood which is free of bark, correctly treated and showing the IPPC stamp will be accepted. This includes crates,

pallets, cases, skids, and dunnage.

ed goods sold or nrted kjj6. Temporated goods

soldeexported

6. Empty case storage / Accesible Storage

It is forbidden to store your empty packages behind your stand. We can arrange to take away your empty packing materials,

store then and return them at the close of the event. We will issue you with labels to place onto your boxes, once they are

empty and the empty cases will be returned to you as quickly as possible at the close of the show.

We an also arrange accesible storage and daily deliveries for items that you are unable to keep on your stand. Please

contact us in advance for more information.

7. Breakdown / Return Shipping

Vehicles will not be given access to unload empties or reload until approx. 5.30-6.00pm on Wednesday 25th September.

All exhibitors that have used us on the inbound will be visited during the show days to discuss return shipping and we will

issue return labels. All goods must be removed from the halls by 3.00pm on Thursday 26th September. Any items

remaining after this time will be removed from site and taken back to our warehouse facility in Dublin. Any charges will be

billed to the exhibitor concerned. The exhibitor may also incur penalty charges from the venue.


8. Insurance

The carriage and handling of goods is carried out at the exhibitor/contractor’s risk. We are also not responsible for any

loss, pilferage or damage whilst the goods are left unattended on your stand.

We therefore strongly recommend that all exhibitors and contractors arrange insurance cover to include transit to and from

the exhibition, whilst on display and in storage.

9. Payment

Please note below the three methods of payment accepted by GT Exhibitions.

• Bank Transfer - Bank details must be sent on request

• Credit Card - We can accept payment by credit card via our on-line payment system. Credit card payments are

converted into Pounds Sterling at the rate of exhange of the day.

• Cash - All major currencies accepted

All work carried out according to our Standard Trading Conditions, which are available on request.

GT Exhibitions Ltd February 2019


TIME SLOT REQUEST FORM

Company / Contractor Name Contact Person Telephone Number Email Address

Exhibitor Name, Hall & Stand no. (Please specify ALL stands you have equipment for)

Preferred unloading and reloading time slots: -

Build up

Date:

Dismantling

Date:

Time:

Time:

Vehicle & shipment details: -

Vehicle size & type

Gross weight

Volume (in CBM)

Type of goods

Please complete and return this form no later than 14th June 2019 to the following contacts: -

Email: [email protected] / [email protected] Fax: +44 (0)1376 335034

Time slots will be confirmed to you by latest 1st July 2019 and a vehicle pass issued. Time slots are given depending on stand size,

location & commodity being delivered, and in the event of delays on-site cannot be guaranteed.

By submitting this time slot request form you acknowledge that all vehicles above 3.5ton must be unloaded by GT Exhibitions Ltd. and

the official ECOC 2019 handling tariff will apply.


OFFICIALTARIFF

GT Exhibitions Limited

GT House, 25-27 Blackwell Drive

Braintree

Essex, CM7 2PU

United Kingdom

Tel. +44 (0)1376 567567

Email: [email protected]


1. Customs Formalities

Temporary or Permanent Customs Entry - €190.00 per entry

Temporary Import Bond Fee (import only)* - 3% of CIF value, min. €120.00

Cancellation of Temporary Import Bond (export only) - €130.00

VAT & Duty (if applicable) - As per outlay +10%, min. €50.00

ATA Carnet Clearance - €180.00 per document

ATA Carnet Courier Fees - As per outaly +10%

Customs Examination Fee - €75.00

*For temporary import shipments with a value over €5000.00 the duty and VAT will need to be paid on deposit and will be

refunded once the goods have been re-exported. Alterantively an ATA Carnet should be used.

2. Airfreight

Airline Handling Fees - €0.30 per kilo, min. €45.00

From Dublin Airport to delivered the stand at the RDS, incl. any overtime - €2.15 per kilo, min. €425.00

Rates exclude any airport storage or agent handover fees that may be applicable.

For shipments over 500 kgs please call for a special rate

1cbm = 167 kgs

3. Shipments via the advance warehouse

From arrival Dublin warehouse to delivered the stand, including unloading, interim storage (for up to 5 days) and any

overtime surcharges: -

€45.00 per 100 kgs, min. €295.00

1cbm = 333 kgs


4. Small/Courier shipments via the advance warehouse (up to 40 kgs/0.12m3)

To receive, store and deliver to stand, including any overtime surcharges: -

€105.00 per shipment

Shipments over 40 kgs/0.12m3 will be billed as per paragraph 3.

Any courier shipments sent to the advance warehouse from outside the EU that get stuck in Customs and require our

intervention will be subject to additional charges.

5. LCL & FCL Sea Freight

LCL & FCL sea freight rates are available on request.

6. Direct Unloading & Reloading at Fairground

3 ton forklift with driver for unloading/reloading direct to / from stand: -

Lump sum rate for crated / palletised cargo up to 7 loading meters - €550.00

Lump sum rate for crated / palletised cargo over 7 loading meters - €900.00

Above rates are subject to overtime surcharges as mentioned in paragraph 8.

Rates are based on delivery to 1 x stand only. Split loads will be charged extra.

50% surcharge applies to above rates for loose loaded vehicles, where items are not crated or palletised.

7. Storage during the show

Collection, storage during the show and return to stand per m3 or part thereafter, incl. any overtime surcharges: -

Empty case storage - €70.00 per m3, min. 2m3

Full goods storage (incl. tool boxes, ladders, genies, etc.) - €85.00 per m3, min. 2m3

Accessible storage - €90.00 per m3, min. 2m3


8. Misc. Services / Charges

Labour Hire (unskilled)* - €60.00 per hour, min. 2 hours

3 ton forklift hire for stand erection work* - €180.00 per hour, min. 2 hours

Agency fee (payable in & out) - €75.00 per consignment / file

Overtime surcharge - +50% week days, after 1700 hrs & Saturdays

+100% Sundays

*These servies are subject to overtime surcharges.

Outbound charges as per items 1-6 & 8

All shipments must be sent freight pre-paid.

Any 1 piece over 1000 kgs or over 3m in length will require special handling. Please call for a rate.

Shipments arriving after the publishe dates will be subject to a late arrival surcharge

All rates are per Waybill, HAWB or HBL and include delviery to one stand only.

All work is carried out in accordance with GT Exhibitions Trading Conditions, which are available on request.

Insurance cover is not included in our rates.

FORWARDING, HANDLING & CUSTOMS SERVICES ORDER FORM

ECOC 2019, Dublin, Ireland

EXHIBITOR NAME__________________________________________________STAND No. _____________

ADDRESS______________________________________________________________________________

VAT No. (EU exhibitors only)_______________________CONTACT PERSON _________________________

Tel. No. ______________________ Fax No. ___________________e-mail ________________________

PLEASE TICK WHICH OF THE SERVICES SHOWN BELOW YOU REQUIRE 1. DOOR TO DOOR SERVICE GT’s nominated agent in your Country will arrange pick up from your domicile and deliver through to stand.

2. FROM ARRIVAL AIRPORT/PORT TO STAND Your own freight forwarder will get the goods to Dublin port or airport and we will arrange Customs clearance, transport to show site and delivery to stand.

3. FROM ADVANCE WAREHOUSE TO STAND Your own freight forwarder/courier company will deliver to our advance warehouse in Dublin, already Customs cleared. We will transport to show site and deliver to stand.

4. ON-SITE UNLOADING ONLY You will make your own arrangements to get the goods to the show site. We will unload direct from your vehicle to stand.

5. EMPTY CASE STORAGE As there are no facilities in the halls, we will take away your empty crates, store them and return them at the close of the show.

6. OTHER SPECIFIC REQUIREMENTS Please specify: -

NAME OF OWN FREIGHT FORWARDER _________________________TEL___________________________ ESTIMATED DATE GOODS DUE TO ARRIVE AIRPORT/ADVANCE WAREHOUSE/SHOWSITE________________ (To be completed if using options 2, 3 or 4 only)

APPROXIMATE SHIPMENT DETAILS:-

No. of Pieces _______ Weight _________ kgs Type of Goods ___________________ Value ____________ Dimensions _____________________________________________________________________________ DATE GOODS REQUIRED ON STAND ___________________ APPROX. TIME _________________

Please e-mail to Steve Andrews or Carl Gilvray of GT Exhibitions, [email protected] / [email protected] by 23rd August 2019

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official shipping instructions - ecoc › wp-content › uploads › ...d) sea freight shipments...

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