International Shipping Instructions for HIMSS 18 March 5th ... · Sands Expo Center 201 Sands Ave...

Airways Freight Corp. , 3849 W. Wedington Dr. , Fayetteville, AR 72704 USA T:800.643.3525 T: 479.442.6301 F: 479.442.6522

Page - 1 - of 4 *All transactions subject to Airways’ Terms & Conditions

International Shipping Instructions for HIMSS 18 March 5th - March 9th, 2018

International Air, Ocean, Ground & Customs Clearance Services

Airways Freight Corporation is pleased to be the preferred international forwarder for HIMSS 2018. It is our goal to

simplify international exhibitors’ exhibit experience by providing seamless, one stop international logistics services to

HIMSS exhibitors. We will accomplish this by providing comprehensive customs clearance facilities, an array of

transportation options, pre and post show storage options, and on site assistance services for exhibitors.

Two of the keys to successful exhibition are early logistical planning and attention to detail. We therefore encourage

you to take note of the key information contained in these instructions and start your successful planning now!

KEY DATES:

SHOW DATES: Mar 5th - Mar 9th MOVE IN DATES (DIRECT TO SHOW SITE & FROM ADVANCE RECEIVING):

Feb 27th - March 5th

ADVANCE RECEIVING DATES: Jan 29th - Feb 20th

MOVE OUT DATES: Mar 8th – Mar 10 (12pm)

ARRIVAL

DEADLINES:

FCL SEA FREIGHT shipments must arrive port of LOS ANGELES no later

than:

10 days prior to

target or

delivery date

LCL SEA FREIGHT shipments must arrive port of LOS ANGELES no later than:

14 days prior to

target or

delivery date

AIRFREIGHT shipments must arrive Las Vegas (LAS) no later than:

5 days prior to

target date

**Ocean FCL and Shipments destined for advanced receiving should arrive 7 working days prior to latest advance receiving date.

**Ocean LCL Shipments should arrive no later than 10 working days prior to latest advance receiving date.

FINAL DESTINATION for SEA shipments: LOS ANGELES/LONG BEACH

FINAL DESTINATION for AIR shipments: LAS VEGAS (LAS)

▪ FCL ocean shipments should NOT be booked to the door, as we cannot maintain proper delivery control for door moves,

which could result in off-target penalties or missed delivery dates.

▪ Shipments must be prepaid to the DAT port/airport of arrival, including US Terminal Handling.

▪ All documents should be sent to Airways or their in country appointed agent (see list attached) at least 3 days prior to

dispatch of shipment.



CONSIGNMENT INSTRUCTIONS (for ocean bill of lading, truck bill of lading, and air waybills):

FOR DELIVERY TO ADVANCE RECEIVING:

Exhibitor Name

Notify:

Airways Freight Corp.

HIMSS 18

BOOTH #_________

PH 800-228-4220

c/o Freeman

6675 W Sunset Rd

Las Vegas, NV 89118

FX 479-442-6080

[email protected]

FOR DELIVERY DIRECT TO SHOW SITE:

Exhibitor Name

HIMSS 18

BOOTH#_________

Notify:

Airways Freight Corp.

PH 800-228-4220

FX 479-442-6080

Sands Expo Center

201 Sands Ave

Las Vegas, NV 89169

[email protected]

mailto:[email protected]




MARKING INSTRUCTIONS:

All pieces or shipping crates must be clearly marked as shown below: Pieces on pallets, even if they are banded and

shrink wrapped, should be individually labeled. All wood packing material entering the USA is now subject to ISPM 15

standards, so all non-manufactured wood packing and dunnage material must be heat-treated or fumigated and

marked with the IPPC stamp.

Direct to show site delivery:

HIMSS 2018 CASE____OF____

Sands Expo Center GROSS WT: ______ KGS

Las Vegas, NV USA

EXHIBITOR: __________________ LIFTING POINTS:

BOOTH NO: ___________________ MADE IN: (COUNTRY OF ORIGIN)

Delivery to advance receiving:

HIMSS 2018 CASE____OF____

Freeman Advance warehouse GROSS WT: ______ KGS

Las Vegas, NV USA

EXHIBITOR: __________________ LIFTING POINTS:

BOOTH NO: ___________________ MADE IN: (COUNTRY OF ORIGIN)



CUSTOMS CLEARANCE

Airways Freight Corporation will arrange for all customs clearance for both the import and export of your exhibition

materials. All articles for give-away, sales, or consumption, will be cleared as dutiable entries. For goods that will be

re-exported, we recommend use of an ATA Carnet. If a Carnet cannot be obtained, temporary entries can be made.

Please, however, insure that your invoices clearly distinguish between items that will be consumed and items that will

be re-exported. A template of this document is included in this attachment for your reference. All commercial invoices

should be sent to us prior to shipment for our review at: [email protected]

IMPORTANT US CUSTOMS RULES AFFECTING SEA FREIGHT SHIPMENTS:

10+2 Importer Security Filings are mandatory for any ocean shipment entering the United States through any US

Seaport. This rule is in effect and being strictly enforced by US Customs and Border Protection (CBP). Failure to

comply 10+2 ISF rules could result in your shipment being delayed and subject you to heavy penalties for late and/or

inaccurate data filing. For guidance with proper compliance and/or assistance with your ISF filing, please contact

Airways at: [email protected]

Further information is also available at CBP web link:

http://www.cbp.gov/border-security/ports-entry/cargo-security/importer-security-filing-102

DOCUMENTARY REQUIREMENTS

▪ 1 ORIGINAL AND 5 COPIES OF COMMERCIAL INVOICE & PACKING LIST

▪ 1 ORIGINAL AIRWAY BILL OR 1 SEAWAY BILL OF LADING (EXPRESS RELEASE OCEAN BILL OF LADING)

▪ ISF FILING INFORMATION 4 DAYS BEFORE SAILING FROM FOREIGN PORT

➢ Separate commercial invoices should be provided for temporary and consumable entries (consumables

include give-away items). Invoices should detail the contents of each carton in English and should state per unit as well as total value and should contain full descriptive detail of each commodity shipped along with any

corresponding model and serial numbers for equipment or hardware.

➢ Pre-sold goods must be clearly identified as such, so that appropriate importer information, and customs data, can be gathered, prior to entry. Please notify us prior to shipment if your equipment has already been sold.

➢ All shipments must be pre-alerted to Airways Freight Corporation, 2 days prior to arrival for air freight,

and 7 days prior to arrival for sea freight shipments. Pre-alerts should include carrier name and bill nos., arrival flight/vessel details, as well as copies of all shipping documents. See note below regarding heavy equipment or

out of gauge cargo.

➢ COURIER SHIPMENTS: We would strongly discourage the use of Courier Service for the dispatch of your material to the exhibition. Because of temporary Import Bonds, & importer regulations, we discourage the use of

couriers to ship any material from outside US. Courier companies will likely not be able to clear your goods and

may have difficulties to deliver in time.

➢ Functioning Medical devices, even when imported for demonstration, are subject to US Food and Drug controls. Unless the devices have already been approved by FDA for entry and use within the USA, or unless

they are non-working models, functioning medical devices can only be imported temporarily under cover of an

ATA carnet and cannot be sold or enter the commerce of the US until they have full approval from US Food and

Drug. For further information , see: www.fda.gov



http://www.cbp.gov/border-security/ports-entry/cargo-security/importer-security-filing-102

http://www.fda.gov/

COMMERCIAL INVOICE/PACKING LIST

Shipper: Consignee: License:

IRS NO:

Pieces

Weight

PIECE NO.

ITEM NO

QTY Weight

(kgs)Dims (cms) L x W x H

Country of Origin

Temp Import

Give Away

Perm Import

Value per Item ($) Total Value ($)

TOTAL FOB VALUE: -$

Authorized Signature:

Name:

Date:

Description of Contents

Exhibitor NameHIMSS 2018 BOOTH#_________Sands Expo Center201 Sands Ave, Las Vegas, NV 89169c/o Airways Freight

Date:

Page 1 of 1

The shipper hereby certifies that the above referenced goods are of____origin. Shipper authorizes Airways Freight and their agent, in his name and behalf, to prepare any export documentation, to sign and accept any documents relating to said shipment and forward this shipment in accordance with the conditions of carriage. The values listed on this document represent fair market value.



➢

➢ Commodities requiring additional documentation, permits, and other governmental agency approval:

• Food stuffs & beverages

• Pharmaceuticals

• Medical Devices and instruments • Military and defense articles

• Self-powered vehicles/combustion engines

• Dangerous goods (including lithium powered devices)

• Perishables • Items emitting radiation (including monitors, lasers, etc)

• Textiles and garments

• Wood products

If your shipments contain any of these items, please contact us to confirm admissibility requirements prior to dispatch of your shipment.

GETTING TO THE SHOW

Airways Freight Corporation is pleased to offer complete forwarding services for international exhibitors. If you are in

need of total transportation services from your door, you may contact us at the contact information below and we will

introduce you to a selected partner in your country.

INSURANCE

It is up to the exhibitor to confirm that they have insurance in place with their own provider, and that their policy will

extend coverage of their stand and equipment during transit to and from the show, as well as while it is on the stand.

If your policy provider cannot extend adequate coverage, please contact Airways about obtaining proper coverage of

your goods. NOTE- Standard carrier’s liability will end at the dock of the convention center, so shipments will be subject

to the limits of liability stated in the Freeman instructions once they arrive at the dock of show site or advance receiving

warehouse.

PAYMENT REQUIREMENTS

A valid credit card account number prior to delivery of your goods to the show must secure charges for all

transportation, clearance, and delivery. Airways accepts VISA, MASTERCARD, and AMERICAN EXPRESS.

If you choose to use your own forwarder, it is imperative that they follow our instructions closely, and

email a pre-advice to the address/number listed below. If you have any questions regarding any of this

information, please feel free to call or fax the International Tradeshow staff at Airways Freight Corporation at:

EMAIL: [email protected]

USA & CANADA: 800-643-3525 (Toll Free)

INTERNATIONAL PHONE: 479/442-6301

INTERNATIONAL FAX: 479/442-6080


CUSTOMS POWER OF ATTORNEY/ DESIGNATION AS EXPORT FORWARDING AGENT and Acknowledgement of Terms and Conditions

Appropriate box: Individual Partnership Corporation Sole Proprietorship Limited Liability Company

KNOW ALL MEN BY THESE PRESENTS: That,_________________________________________________________________________________ doing business as a

(Name of Individual, Partnership, Corporation, Sole Proprietorship, or Limited Liability Company) (Identity)

__________________________________ under the laws of the State of ______________residing or having a principal place of business at _________________________________________________________, (the “Grantor”) hereby constitutes and appoints Airways Freight Corporation, its officers, employees, and/or specifically authorized agents, (the “Grantee”) to act for and on its behalf as a true and lawful agent and attorney of the Grantor for and in the name, place and stead of said Grantor, from this date, in the United States (the "territory") either in writing, electronically, or by other authorized means, to: Make, endorse, sign, declare, or swear to any customs entry, withdrawal, declaration, certificate, bill of lading, carnet or any other

documents required by law or regulation in connection with the importation, exportation, transportation, of any merchandise in or through the customs territory, shipped or consigned by or to said Grantor; perform any act or condition, which may be required by law or regulation in connection with such merchandise deliverable to said Grantor; to receive any merchandise; make endorsements on bills of lading conferring authority to transfer title; make entry or collect drawback; and to make, sign, declare, or swear to any statement or certificate required by law or regulation for drawback purposes, regardless of whether such document is intended for filing with Customs; sign, seal, and deliver for and as the act of said Grantor any bond required by law or regulation in connection with the entry or withdrawal of imported merchandise or merchandise exported with or without benefit of drawback, or in connection with the entry, clearance, lading, unlading or navigation of any vessel or other means of conveyance owned or operated by said Grantor, and any and all bonds which may be voluntarily given and accepted under applicable laws and regulations, consignee's and owner's declarations provided for in section 485, Tariff Act of 1930, as amended, or affidavits or statements in connection with the entry of merchandise; sign and swear to any document and to perform' any act that may be necessary or required by law or regulation in connection with the entering, clearing, lading, unlading, or operation of any vessel or other means of conveyance owned or operated by said Grantor; authorize other Customs Brokers duly licensed within the territory to act as Grantor's agent; to receive, endorse and collect checks issued for Customs duty refunds in Grantor's name drawn on the Treasurer of the United States; if the Grantor is a nonresident of the United States, to accept service of process on behalf of the Grantor; and generally to transact Customs business, including filing of claims or protests under section 514 of the Tariff Act of 1930, or pursuant to other laws of the territories, in which said Grantor is or may be concerned or interested and which may properly be transacted or performed by an agent and attorney; Grantor conveys to said grantee full power and authority to do anything whatever requisite and necessary to be done as fully as said

Grantor could do if present and acting, hereby ratifying and confirming all that the said Grantee shall lawfully do by virtue of these presents; This power of attorney to remain full force and effect until revocation in writing is duly given to and received by Grantee (if the donor Of this power of attorney is a partnership, the said power shall in no case have any force or effect in the United States after the expiration 2 years from the dates of its execution); Appointment as Forwarding Agent: Grantor authorizes the above Grantee to act within the territory as lawful agent and sign or endorse

export documents (i.e., commercial invoices, bill of lading, insurance certificates, drafts and any other document) necessary for the completion of an export on Grantor's behalf as may be required under law and regulation in the territory and to appoint forwarding agents on Grantor's behalf; to act as U.S. forwarding agent for U.S. export control and U.S. Customs purposes and to sign any Shippers Export Declaration (SED), or transmit such export information electronically, which may be required by U.S. law or regulation in connection with the exportation or transportation of any merchandise from the U.S. on behalf of said Foreign Principle Party in Interest and accept Airways Freight terms and conditions. All air cargo subject to screening and is agreed to by Grantor. The Grantor agrees to indemnify, defend and hold harmless from any claims and/or liability, fines ,penalties and/or attorneys’ fees arising from the importation or exportation of Grantor’s merchandise and/or any conduct of the Grantor, including but not limited to the inaccuracy of entry, export or security data supplied by Grantor or its agent or representative, which violates any Federal, State and/or other laws, and further agrees to indemnify and hold the Grantee harmless against any and all liability, loss, damages, costs, claims, penalties, fines and/or expenses, including any fines or penalties resulting from import security filings (ISF) transmitted under the Grantee’s Bond on behalf of the Grantor. Grantor acknowledges receipt of Airways Freight Corporation Terms and Conditions of Service and agrees that said Terms and Conditions of Service govern all transactions between the Parties. Grantor explicitly will guarantee payment of any and all charges, without deductions, billed to any 3rd party (Grantor’s agent) on Grantor’s behalf, whether paid by Grantor to said 3rd party or not, and will hold grantee harmless for any harm, liability, or loss arising from non-payment of 3rd party to grantee. Grantor waives the confidentiality requirements of section 111.24 of the Customs Regulations and the requirements in section 111.36 of the CFR that the Customs Broker transmits a copy of its bill for services directly to the importer and authorizes the Customs Broker to transmit its bill for services and copies of the Customs entry and related documents through the Grantor’s agent. IN WITNESS WHEREOF, the said __________________________________________________________________caused these presents to be sealed and signed: (Full name of company) (Signature)_________________________________________________ (Capacity)_____________________________________ Date:_________________ Signer, (type name)__________________________________________________________________

EIN# or TAX ID ____________________________________

If you are the importer of record, payment to the broker will not relieve you of liability for U.S. Customs charges (duties, taxes or other debts owed Customs) in the event the charges are not paid by the broker. Therefore, if you pay by check, Customs charges may be paid with a separate check payable to the "U.S. Customs Service" which shall be delivered to Customs by the broker. Importers who wish to utilize this procedure must contact our office in advance to arrange timely receipt of duty checks

Copyright 1995, National Customs Brokers and Forwarders Association of America, Inc. (Revised 01/00, 06/14) 3849 W. Wedington Dr. , Fayetteville, AR 72702 USA T:800.643.3525 T: 479.442.6301 F: 479.442.6522 www.airwaysfreight.com v061714.1

http://www.airwaysfreight.com/

1-800-228-4220www.airwaysfreight.com

InternationalExhibitionShippingQuoteRequest

ShowName

YourName CompanyName Address City State Postal/ZipCode Country Telephone Fax Email

IWillbeShippingFrom: IWillbeShippingTo:

City State City State Zip/PostalCode Country Zip/PostalCode Country

MyShipmentwillContain(Checkallthatapply)

Booth/Standmaterial(boothcomponents) Value(USD) Equipment(Electronicequipment/hardwaresamples) Value(USD) Give-Aways(pens,shirts,hats,etc.) Value(USD) Other(describeinnotessectionbelow) Value(USD)

Aretheredangerousgoodsinmyshipment?

YES NO IFYES:UN#

Thecontentsofmyshipmentwillbeimported:(checkallthatapply) Permanently Undertemporaryimportbond UnderCarnet

Iwillbesendingmyshipment(s)by:(checkallthatapply)

AIRFreight LCL(youwillshiploosepackages) FCL(youwillloadacontainer) ContainerSize Quantity(weight) Specialequipmentisneeded Whattype?

Specialroutingpreferences Cargoreadyforshipping(YYYY-MM-DD) DeliveryDate(YYYY-MM-DD)

Theestimatedweightandsizeofmypackedpieceswillbe:

Totalestimatednumberofpieces Totalestimatedweight Totalvolume(Ifexactdimensionsareavailable,usenotessection)

Iamrequestingpricingforthefollowingservices(Checkallthatapply)

FreighttothedesignatedportofArrival Customsclearanceservices Deliverytoshowsite Attendanceon-site On-sitematerialhandling(positioninginstand,removalstorage,returnofempties) ReturnFreightServices

Attheendoftheevent,myshipmentwillbereturnedto:(ifreturnfreightserviceswererequested)City State Country

Iamrequestinginsurancecoverage,forthevalueamountof(USD)

Notes/SpecialInstructions:

Airways Freight Corporation ● P.O. Box 1888 ● Fayetteville, AR, 72702 ● 3849 West Wedington Drive ● Fayetteville, AR 72704 ● (Toll Free) 800.643.3525 ● (Local) 479.442.6301 ● (Fax) 479.442.6522 ● www.AirwaysFreight.com

(Rev.) 2013_02_26

DEBIT/CREDIT CARD AUTHORIZATION

FOR DEBIT/CREDIT CARD PAYMENT ONLY: Please complete the form below and mail, fax or email to:

Airways Freight Corporation P.O. Box 1888 Fayetteville, AR 72702

FAX: 479.442.6522 EMAIL: [email protected] Attention: Janelle Tomlinson (Accounts Receivable)

PAYMENT TYPE

Card number: 4

Card number: 5

Card number: 3

Expiration Date: mm/yy / CVV Code: _________________________________

Authorized Amount: (USD) $____________________

Shipment Reference Number ___________________________

CARDHOLDER INFORMATION

Print Name (exactly as shown on card)

Phone Number:_________________________________________ Fax Number:__________________________________________

CC Billing Address:______________________________________________________________________________

Company Name:___________________________________________________________________________________________________________________

Cardholder Signature:____________________________________________________ I hereby promise to pay the authorized amount shown above to Airways Freight Corporation

International Shipping Instructions for HIMSS 18 March 5th ... · Sands Expo Center 201 Sands Ave...

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