GUIDE FOR FOREIGN EXHIBITORS

SHIPPING
INSTRUCTIONS
FOR
TURKISH SHOWS

EXPRESS FAIR LOGISTICS

INT'L EXHIBITION CONTRACTORS

 

 

INDEX

A. SHIPPING MANUAL
B. OVERSEAS NETWORK
C. ON SITE MANAGEMENT
D. COMMUNICATIAN
E. SHIPPING ADVISE
F. FREIGHT ARRIVAL DEADLINES
G. SHIPPING INFORMATION
H. DOCUMENTATION REQUIREMENTS
I. BANK GUARENTEE
J. LETTER OF AUTHORIZATION
K. CENSORSHIP VIDEO, TAPES, FILMS, VCD, CD
L. HAND CARRIED EXHIBIT
M. FOOD-STUFF,BEVERAGES AND TOBACCO
N. INSURANCE
O. PACKING OF EXHIBITS
P. HEVAY EXHIBITS
Q. CASE MARKING
R. CLOSING OF EXHIBITION

A. SHIPPING MANUAL

This shipping manuel will assist you in your preparation for the correct and on time dispatch of your exhibits to Istanbul. Please kindly read this information carefully in conjuction with the exhibitors' kit issued by the organizer / forwarder / subcontracters.

Our comprehensive range of services includes customs clearance, transportation on-site handling and re-export arrangements,handled by our fully eqipped and experienced team of executives, supervisors and workers.

Failure to comply with the deadlines and instructions will cause serious delays in clearance and may lead to additional expenses.

B. OVERSEAS NETWORK

We recommend you to engage the services of our agents worldwide for a complate logistics package for your exhibits "door to door" ( from your country to your booth in Istanbul ).

C. ON-SITE MANAGEMENT

Express Fair Logistics personnel will assist you in Istanbul not only for customs formalites but also during handling of your exhibits on-site and will be at disposal for any requirements. We will be at present at the Turkish borders, in the customs of road/sea terminals as well as the airport of entry and of course on-site from the first day of built up till the end of the dismantling deadline. Furthermore, we will be your assistant for transportation of your shipments to and from Turkey.

D. COMMUNICATION

EKSPRES ULUSLARARASI NAKLIYE DENIZCILIK ve LOJISTIK HIZMETLER TIC. LTD. STI.

Tuglacibasi Mahallesi Bagdat Caddesi No:167 Catirli Apt. B Blok Kat:3 Daire: 5-6 Selamicesme Kadikoy, Istanbul
Tel: + 90 216 478 63 58 (4 Lines) Fax: + 90 216 302 86 74
Goztepe V.D. 330 029 5490

E. SHIPPING ADVICE

For a successful forwarding plan; exhibitior/forwarders are requested to send us a telefax or mail prealert of all shipments arriving to Istanbul.

SAMPLE FORMAT

SHIPPING ADVISE
Name of exhibition:.........................
Name of exhibitior:........................
Name of the forwarder:..................
Contact name:................................
Tel:....................... / Fax:...............
e-mail:...........................................
Number of pieces:...........................
Gross weight:...................... / Net weight:..............................
Dimensions:...........................
Total cbm:..............................
Type of entry:

Temporary entry under ATA carnet 5

Temporary entry with commercial invoice 5

Parmamnent entry 5

Seafreight
SS Line:.................................
MBL Number:........................
HBL Number:.........................
ETA ( Estimated time of arrival):.........................

Airfreight
Airline:............................
MAWB Number:...........................
HAWB Number:............................
Flight No:.......................................
ETA:..............................................

Roadfreight
Truck company:.............................. ( local corespondant in Turkey )
Truck Plate No:...............................
ETA:...............................................
E. FREIGHT ARRIVAL DEADLINES

* All freight movements must be forwarded as "Freight Prepaid".

To guarantee customs clearance the following arrival dates to Istanbul must be adhered % 100.

AIR / SEA / ROAD

- Arrival deadline for the temporary entries with commercial invoice must be 15 working days before the show opening date.
- Arrival deadline for the temporary entries with ATA Carnet must be 7 working days before the show openiing date.
- Arrival deadline for the permament entriest must be 10 working days before the show opening date.

IMPORTANT:Early arrivals will be subject to official customs storage as per outlay.

G.SHIPPING INFORMATION

All air, road, sea shipment AWB, B/L, CMR must be consigned as below:

Consigne:

EKSPRES ULUSLARARASI NAKLIYE DENIZCILIK ve LOJISTIK HIZMETLER TIC. LTD. STI.

Tuglacibasi Mahallesi Bagdat Caddesi No:167 Catirli Apt. B Blok Kat:3 Daire: 5-6 Selamicesme Kadikoy, Istanbul
Tel: + 90 216 478 63 58 (4 Lines) Fax: + 90 216 302 86 74
Goztepe V.D. 330 029 5490

IMPORTANT:If the exhibitors have temporary and permanent shipments at the same time, they must not consolidate the shipment and different documentation must be prepared (invoice, packing list, AWB/CMR/BL and consinment note).

Packing of the goods should be arranged seperately, too.

FOR EXAMPLE:

Exhibitor has a 1000 kg shipment where 800 kg is temporary and 200 kg is permanent.

AIRFREIGHT:
MAWB : Consigned to Express Fair Logistics : 1000 kg
HAWB1: Consigned to Express Fair Logistics : 200 kg (for permanent)
HAWB2: Consigned to Express Fair Logistics : 800 kg (for temporary)

SEAFREIGHT :
MB/L : Same as above
HB/L1 : Same as above
HB/L2 : Same as above

ROADFREIGHT :
CMR1: Consigned to Express Fair Logistics: 200 kg (for permanent)
CMR2: Consigned to Express Fair Logistics : 800 kg (for temporary)

**There is exhibitor has only temporary or parmanent goods, in that case do not issue HAWB or HB/L; only issue Masters.

IMPORTANT:For airfreight; if only MAWB is used than pls remark on the MAWB:
" DO NOT CONSOLIDATE"

IMPORTANT:Failure to comply with the latest arrival deadlines to Istanbul, wrong or incomplete documentation may result in non-delivery and late arrival charges which Express Fair Logistics and their worldwide agents can not be held responsible for.

All road freight shipments must be covered by a TIR Carnet.Otherwise goods will be stopped at the border and hold for several days by the customs.And the customs will force to forward the shipment to inner customs points in Istanbul with a transit decleration which will cause high extra costs and exhibits will not be cleared on time for the exhibition opening.But under normal circumstances the border customs must transfer the trucks to inner customs automatically,without and delay if the trucks carry their TIR Carnets.

In fact, it is the responsibility of the trucking agent, not ours, to discharge the TIR Carnet promptly to allow Express Fair Logistics to start clearance of the goods.Charges for the TIR Carnet discharge is for the account of the shipper and must be prepaid included in the freight charge.

The trucking companies chosen by yourselves must have a correspondant trucking agent in Istanbul.This local agent should finalize the TIR discharge and hand over the delivery order to Express Fair Logistics.

If the trucking company do not have a local correspondant truck agent in Turkey the customs will definately refuse the TIR carnet discharge.

H.DOCUMENTATION REQUIREMENTS

1-TEMPORARY IMPORTATIONS UNDER "ATA CARNET"
a-ATA CARNET : All goods entering Turkey on a temporary importation basis should be covered by an ATA Carnet.You may obtain this document from your local Chamber of Commerce if the usage is approved according to your local regulations.The ATA Carnet must have a full set of import / export vouchers and sufficient blue transit vouchers for both inward and outward movements.

ATA Carnets must cover every item being exported, give full description of the goods with any serial and/or model numbers.The list of ATA Carnet must % 100 match with the goods packed in your cases.

Please note that preparation of the ATA Carnet may take time; to avoid possible delays please take immediate action.

On the cover page of the ATA Carnet there are three sections:

SECTION A (Holder & Adress)
Pls remark full name and adress of the exhibitor.

SECTION B (Represented By)
Pls remark "Express Fair Logistics"

SECTION C (Intended Use)
Pls remark the name of exhibition and date

b-Packing list

**SOLD ITEMS (during exhibition) under ATA Carnet : All the goods covered by an ATA Carnet can be sold, but the shipment must return to the customs bonded warehouses or Express Fair Logistics bonded warehouse for re-inspection of definitive importation by customs officers.

First the importer must get an approval from the Turkish Secretary of Treasury Foreign Trade Department to import such goods into Turkey.If the importer may succeed to get the permission, the importer will discharge the import decleration in the customs,with all the necessary import documents under the new importer name.(Importer will only have one month time from the last date of the exhibition, to finalize this process).After the discharge of the import decleration, importer company will get additional time ( 45 days in road and sea customs, 20 days in air customs ) to finalize importation.

So, we strongly suggest to export this shipment after fair and better to re-deliver the shipment to Turkey with new documents which will be the easiest and quickest way.

**CUSTOMS PENALTY: If the importer does not take immediate action in this one month, at the end of the month, the penalty will be % 200 over the duty & tax of the CIF value + %10interest monthly.

**ATA CARNET validity according to Turkish Customs' Regulations:We strongly suggest you to inform Express Fair Logistics, if you have more than one show particiaption in Turkey, one folowing the other.

If the secont event will be within one month time after the last date of the first exhibition; your goods will not need to go back to the customs bonded warehouse. In this case, Express Fair Logistics will get a permission from the customs.

If the secont event will take place after one month time of the last date of the first exhibition than the goods must definitely go back to the customs and Express Fair Logistics will get the permission accordingly.

. The original documents must be attached to the MAWB for airfreights and to CMR for roadfreights.Where as seafreight documents must be couriered at once before the arrival of the vessel.

2-TEMPORARY IMPORTATIONS UNDER "COMMERCIALINVOICE"

The following documents in English are required for temporary customs clearance.

a-Commercial Invoice (5 original) (Please use our invoice format attached to this manuel)
b-ATR or Certificate of Origin (1 original)
c-Decriptive brochure or photograph of the goods

. All docs from a to c must bear original stamp and signature.No copy documents will be accepted.Otherwise the shipment will stuck at the customs.

. "proforma invoice" are not accepted.

. The value should be decleared CIF in USD

. The original documents must be attached to the MAWB for airfreights and to CMR for roadfreights.Where as seafreight documents must be couriered at once before the arrival of the vessel.

** Issued address for above documents:

EKSPRES ULUSLARARASI NAKLIYE DENIZCILIK ve LOJISTIK HIZMETLER TIC. LTD. STI.

Tuglacibasi Mahallesi Bagdat Caddesi No:167 Catirli Apt. B Blok Kat:3 Daire: 5-6 Selamicesme Kadikoy, Istanbul
Tel: + 90 216 478 63 58 (4 Lines) Fax: + 90 216 302 86 74
Goztepe V.D. 330 029 5490

** SOLD ITEMS (during exhibition) under Temporary Commercial Invoice: You may fallow exactly the same procedure explaine for ATA Carnet.

** CUSTOMS PENALTY: If the importer does not take immediate action in this one month,at the end of the month, the penalty will be % 300 over the duty & tax of the CIF value + % 10 interest monthly.

** Temporary entry with Commercial Invoice validity according to Turkish Customs' Regulations: We strongly suggest you to inform Express Fair Logistics, if you have more than one show participation in Turkey, one following the other.

Shipment returns to customs bonded warehouse right after the last date of the first exhibition to get a permission for the second show- whether it will be within one month time or not.

Under these circumstances, customs will cancel the temporary declaration of the first exhibition and returns the bank guarantee letter.Then Express Fair Logistics issues a new declaration for the new event and apply new bank guarantee letter.

2-PERMANENT IMPORTATIONS UNDER "COMMERCIAL INVOICE"
The following documents in English are required for temporary customs clearance.

a- Commercial Invoice (5 original) (Please use our invoice format attached to this manuel)
b- ATR or Certificate of Origin (1 original)
* All docs from a to must bear original stamp and signature.No copy documents will be accepted.Other the shipment will stuck at the customs.
. "Proforma invoices" are not accepted
. The value should be declared CIF in USD
. The original documents must be attached to the MAWB for airfreights and to CMR for roadfreights.Where as seafreight documents must be couriered at once before the arrival of the vessel

** Issued address for above documents:
EKSPRES ULUSLARARASI NAKLIYE DENIZCILIK ve LOJISTIK HIZMETLER TIC. LTD. STI.

Tuglacibasi Mahallesi Bagdat Caddesi No:167 Catirli Apt. B Blok Kat:3 Daire: 5-6 Selamicesme Kadikoy, Istanbul
Tel: + 90 216 478 63 58 (4 Lines) Fax: + 90 216 302 86 74
Goztepe V.D. 330 029 5490

This will only apply to the goods that will be distributed during the exhibition such as literature, brochures, promotional items.

Customs does not accept to import every item named as "promotional items".There are some limitations for some commodities.Pls ask our approval to confirm whether your goods will be accepted as giveaways or not.Please indicate the customs tariff (BTN code/Harmonic code) number on the invoice format.

** All invoice should bear the remark : "No commercial value, value for customs only"

I.BANK GUARANTEE

If goods are destined for temporary importation with commercial invoice, Express Fair Logistics will supply all the bank guarantee letters.Interest fee of the bank guarantee will be charged at once to the exhibitors account.

J. LETTER OF AUTHORIZATION

Following letter format must be typed on to the letterhead of the exhibitor.We need three originals stamped and signed by the exhibitor:

TO WHOM IT MAY CONCERN

We hereby authorize EKSPRES ULUSLARARASI NAKLIYE DENIZCILIK ve LOJISTIK HIZMETLER TIC. LTD. STI. As official agent at the ..............................................exhibition
and they are responsible to appoint a customs clearance agent, arrange delivery, offloading positioning the goods on the stand, reloading at the end of the show.

They are also representing our company and exhibits on our stand during ................exhibition.
Yours Sincerely,
(Stamp&Signature)

K. CENSORSHIP OF VIDEO, TAPES, FILMS, VCD, CD

According to the censorship regulations in Turkey, all videotapes, films, vcd, cd are subject to " Censorship Department" inspection.Thus; such items must arrive Turkey at least three weeks prior to the show opening.Hand carry of such items is not recommended since it is possible that the customs may realise during passport control and not release.

L. HAND CARRIED EXHIBITS

It is not recommended to hand carry goods.If your goods stuck at the customs we may not have enough time to get them out of the customs and high extra costs may occur. Express Fair Logistics or our worldwide agents can not be held responsible for not being able to clear your goods from passenger customs.

M. FOOD-STUFF, BEVERAGES, TOBACCO

The importation of such items into Turkey requires very difficult and complicated procedures. We do not suggest you to bring ant ot these.

N. INSURANCE

It is the responsibility of each exhibitor to issue an insurance policy covering all risks starting from the exhibitors "premises upto stand / from stand back to exhibitors" premisises.

The cost of insurance cover is not included in our charges.Exhibitors should themselves ensure that there is an adequate insurance policy for their goods.Such insurance should include a waiver of subrogation against Express Fair Logistics and their agents and / or subcontractors.

The use of Express Fair Logistics services implies acknowledgement and acceptance of the foregoing.

O.PACKING OF EXHIBITS

We can not put too much emphesis on the importance of good quality packing for seafreight, roadfreight and airfreight.Cases will be opened several times frequently during transit.We suggest you to use boltable / returnable cases for all goods.Carton boxes are not recommended expecially if you intend to return your goods.

Due to the nature of the ATA Carnet system (same for temporary clearance with commercial invoice) where goods will be examined by the customs at many points on imports and exports.We suggets that packing will be as simple and clear as possible.For example, if you have many instruments in small packages within your cases; mark each package with a description, model no, serial no as itemised on your ATA Carnet or commercial invoice.This will speed up customs examination especially in instances where customs officers are unfamiliar with the type of products being imported.

We highly recommend you to send us keys of your cases attache to the original documents.If the keys will not be send, the cases will surely get serious damage during the formal examination in the customs storages.Customs inspectors will breakdown the locks without giving any prior notification.

Each exhibitor shall be responsible for the consequences of the proper packing of their goods.

P.HEAVY EXHIBITS

Exhibitors with heavy lifts must be on-site latest.on ...........................(pls advise your arrival date) to operate the unpacking and positioning of their exhibits.If a mobile crane or forklift is required for installation of the equipments, including removing wooden bases; exhibitors are suggested to send their requirements to Express Fair Logistics with detailed stand layout and should also suppy Express Fair Logistics for better on-site operation.

It is imperative to mount heavy exhibits firmly on strong and solid bases with skid in order to protect the machine while being hosted and positioned.If exhibits are not displayed on the bases; a surcharge will incure for positioning a base for positioning a base for heavy exhibits.

Cases for heavy exhibits should be constructed in a way 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 at the exhibition closing.

** Pls mark the front side of each case clearly to ensure correct positioning on stand.

Q-CASE MARKING

All packages must be clearly marked as fallows on at least 3 sides:

Exhibitor Name :____________________
Exhibition Name:____________________
Hall no:__________/ Stand no:_________
Case no:_______________/ Number of packages in the case:_______________
Temporary import: 5
Permanent import: 5
Gross weight:____________/ Net weight:_____________(in kg)
Dimensions:_____________(in cms)
Country of origin:______________

Do not pack permanent good together and/or into the temporary goods.
R.CLOSING OF EXHIBITION

Express Fair Logistics will start to return the empty cases from the storage in the evening of the closing date of the exhibition. Express Fair Logistics staff will assist repacking according to exhibitors requirements and will go through customs clearance on behalf of exhibitors.