1. business and industrial
2. logistics
3. air freight

SHIPPING MANUAL
FOR
INDIA SHOW 2014, RUSSIA
24-26 September 2014,
CROCUS EXHIBITION CENTRE,
MOSCOW, RUSSIA
Prepared by
Ripudaman Singh
General Manager
Trans-Link Express (India) Pvt. Ltd.
123, Phase IV, Udyog Vihar, Gurgaon -122001 (HR), INDIA
Telephone: + (91)(124) 2399273
Fax: + (91)(124) 2399272
Mobile No. + (91) 9871296502
E-mail: [email protected]
Shipping Manual - Translink Express (I) Pvt. Ltd.
Page 1
1. INTRODUCTION
We are glad to inform you that M/s Translink Express (I) Pvt. Ltd. is APPOINTED LOGISTICS
SERVICES PROVIDER for India Show, Russia. We are in a position to handle shipment in INDIA as
well as in MOSCOW, RUSSIA, as such, we have pleasure to offer you door to door logistic services for
this show.
This Shipping Manual will assist you in preparation of the correct documents and timely dispatch of your
exhibits to MOSCOW, RUSSIA. You are advised to read this manual carefully.
It is recommend that you may kindly contact Translink office, Gurgaon for a complete logistic
package of shipment cost from Translink warehouse to your exhibition stand in MOSCOW,
RUSSIA and return to India after the Exhibition is over as and if required.
2. GENERAL INFORMATION & SCOPE OF SERVICES
All exhibitors shipping by SEA or AIR by should note that temporary exports (returnable exhibits) / and
consumables exports (given away or free samples) should be packed, invoices and shipped separately.
Detailed information is given below :
A. SERVICES IN INDIA
A.1 Export Handling
I.
Consultation / Guidance regarding proper documentation‟s/ Procedures.
II.
Assistance in preparation of proper documentation
III.
Preparation of Custom documentation.
IV.
Customs clearance.
V.
Completion of formalities with Customs authorities
VI.
Organizing economic movement of exhibits to destination.
VII. Booking & liaison with sea or air mode / carrier.
VIII. Co-ordination with MOSCOW, RUSSIA regarding export of exhibits from India and
arrangements of clearance in MOSCOW, RUSSIA.
A.2 Re-Import Handling (if cargo returns after Exhibition)
After the exhibition is over, the return movement will be same in reverse manner. After Customs
clearance the goods have to be picked up from Translink warehouse.
B. SERVICES IN MOSCOW, RUSSIA
B.1 Import Handling
I.
Completion of documentation formalities for temporary or permanent importation.
II.
Customs clearance.
III.
Pick up the exhibits from Port/Airport.
IV.
Transport the goods to associate‟s warehouse or directly to fair ground. (as applicable)
V.
Handling and movement of exhibits to Site / Unloading & delivery at stand.
VI.
Removal of empties & storage (as and if required).
VII. Co-ordinating requirement of labour and equipment for unpacking/ installation, layout of exhibits,
re-packing etc. as may be desired by the participants
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B.2 Re-Export Handling (if cargo returned after close of the Show to India)
VIII.
IX.
All above required services in reverse order, if required OR
Sales clearance & Delivery to buyer in other country , as & if required.
3. TEMPORARY IMPORT (under ATA carnet)
Temporarily Import is allowed in Moscow, Russia for exhibitions / shows that are approved by concerned
authorities. The temporary import is brought in for display purposes only and MUST BE exported within
specified time from the closer of the exhibition.
If you want to send your shipment under Carnet ATA, then please contact us first. We will give our
recommendations, based on the individual consignment, to ascertain if it is more advisable to use Carnet
ATA in place of pro forma invoices.
Under no circumstances, the consignment under Carnet ATA should be send with our prior confirmations.
Translink can advise the procedure / assist in getting ATA Carnet to Indian Exhibitors from Local
Chamber.
Kindly note, the material exported from India under ATA carnet must return to India after
completion of the show.
4. TEMPORARY IMPORT (under Bank Guarantee)
Although Russia now accepts the Carnet ATA system, still not all Russian Customs officers at the
boarders and inland are authorised to clear consignment with the Carnet ATA . Hence we still strongly
advise using pro forma invoices for customs clearance purposes. However under certain circumstances
using a carnet ATA may in fact be more advisable & for other cases, it should be sent on Bank Guarantee.
The temporary imported shipments can not be convert to permanent import. Please re-note, ALL
CONSIGNMENTS, which were declared for temporary import, must be re exported once the
exhibition has ended. Please keep this fact in mind when preparing your exhibition consignment.
5. PERMANENT IMPORT
All the material is not allowed permanent clearance upon arrival, only few items are allowed to clear on
payment of duty / taxes or for free distribution during the show, eg. PRINTED MATTER
(BROUCHRERS), CONSUMABLES MATERIAL (TAPE ETC.), PROMOTIONAL MATERIAL
(GIVE AWAYS). Rest all the material sent to Russia as exhibition cargo must be returned/ re exported
from Russia.
Alternatively, you may need one Local company in whose name the material can be sent. In that case, the
same will not be treated as exhibition cargo and your Russian counterpart will be responsible for
delivering the material to you at your show site.
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Translink‟s associate in Moscow, Russia will co-ordinate and can assist in making the delivery from
arrival show site to delivery at your stand and also provide other on site services, if required.
Kindly note, Russian Customs will not go as per the value declared in Invoice however, will assess the
value of the exhibits as per Market price / data available and accordingly the duty & other local taxes etc
will be levied on consumables.
6. UNDECARED ITESM ARE TREATED AS SMUGGLING & A SERIOUS CRIME
As smuggling of goods is seen as a serious crime in every country. In case customs authorises finds
any undeclared items during customs inspection, then your whole shipment will be impounded. As a
consequence the Russian Authorities will impose significant penalties / fine and you may well end up
with out your goods on the exhibition stand. Should undeclared items be found during a customs
inspection at the boarder, then the whole truck will be impounded by the customs authorities and most
probably will no longer reach the fairground on time. This will not only affect your shipment, but also the
shipments of other exhibitors on the same trailer. In such a case, we Translink of our associate cannot be
held responsible or liable for non delivery, delays or additional charges incurred. All supplementary
charges and fines incurred will have to be settled by the exhibitor responsible.
Under no circumstances should your consignment contain any kind of food stuff, beverages or tobacco for
your own use or catering purposes. A variety of good quality local or imported products is readily
available in the supermarkets. We there strongly advise that you can purchase your consumables locally.
7. INSURANCE
Our charges or handling excludes any insurance coverage for your exhibits. It is, therefore, the
responsibility of each exhibitor to arrange full Marine (Transport) Insurance covering transport to the
exhibition, during the exhibition, and the return of the exhibits to cargo, including the period the exhibits
are handled by us, and also ensure that Transport Insurance is arranged for exhibits sold locally.
Translink or its associate, at no stage, will be responsible for any damage or otherwise, to cargo.
8. PACKING
Exhibitors are advised to provide strong packing in plywood / board case for the transportation of the
exhibits, which can withstand unpacking and re-packing operations.
For main exhibits, we recommend bolted returnable type of cases to be used. This is to avoid unnecessary
repair and reconstruction of cases which will cost extra in the event of any damages of boxes due to
handling whilst in transit. Brochures and giveaway items that will not be re-exported after the exhibition
should be packed separately.
In your own interest please choose a strong, solid and water-resistant plywood for packing of the cargo.
Carton are not recommend.
We have to refuse all claims about damages resulting from insufficient packing. Please make sure that the
boxes should have provision for lifting by Forklift & not of over size.
If you lock your cases, then please do ensure that we are given a set of spare keys (or key cod where
relevant) together with your relevant documents, when we load your shipment. This will enable us to
effect the customs clearance without your presence being necessary. Also remember to ensure that your
own exhibition staff has s set of keys with them.
Shipping Manual - Translink Express (I) Pvt. Ltd.
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9.
REGULATION OF WOOD PACKAGING MATERIALS
All wood packaging must be treated and marked which certifies the approved treatment on two opposite
sides of the WPM. The Mark should contain the valid symbol approved by IPPC, country code, unique
number of the producer / treatment facility designated by the National Plant Protection Organization
(NPPO) of exporting countries and treatment methods (HT, MB)
This includes crating, pallets, cases, skids & dunnage. Shipments packed in non-treated & marked wood
material will not be permitted entry by Russian Customs, and will be re-exported. WPM without approved
mark = Treatment, Disposal or Return to origin country
Pack all goods securely in reusable boxes or wooden crates that are both durable and waterproof. If goods
are packed in cardboard boxes, please be advised that Translink Express or their overseas associate
cannot be responsible for any damages or losses that might occur to the contents. Besides replacement
cartons may be very costly and difficult to find at the end of Show.
10. CASE MARKINGS
All packages have to be clearly marked on at least two sides with the following details :Exhibition name:
Hall no./ Stand no. :
For Exhibitor / Company’s Name :
Case no.: (e.g. :1/4; 2/4;3/4 ; etc)
Dimensions:
Gross and net weight:
HEAVY and BULKY CASES must show lifting points and centre of Gravity.
11. CONSIGNMEN INSTRUCTIONS
All exhibition goods by AIRFREIGHT, SEAFREIGHT must be sent „Freight Prepaid” to
Consignee & Nofity
Details to be advised by separate mail.
Shipping Manual - Translink Express (I) Pvt. Ltd.
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12. DOCUMENTS REQUIRED FOR CUSTOM CLEARANCE
For ATA Carnet ( for returnable exhibits )
Bill of Lading for Sea Shipments
Air Waybill for Air Shipments
ATA Carnet
Original Packing List Giving Packing Specification With Identification/Marking
Copy Of Import Export Code Number / PAN no./ KYC doc.
Letter of Authority
Participation Certificate
Certificate of Origin
Catalogue/ Brochures/ Price List/ Technical Write Up
ARE 1 Form, if any
Fumigation Certificate, if wooden material used in packing
NOC from Govt. dept, if required for your exhibits
Any other documents as may require based on your exhibits
DD for handling charges or NEFT / RTGS
For Commercial Invoice (for consumables)
Bill of Lading for Sea Shipments
Air Waybill for Air Shipments
Original Invoice
Original Packing List Giving Packing Specification With Identification/Marking
Copy Of Import Export Code Number
SDF*
OR
Certificate of G.R. Waiver/ Bank Certificate**
Letter of Authority
Export Value Declaration duly signed & Stamped
Participation Certificate
Certificate of Origin, if permanent export
Catalogue/ Brochures/ Price List/ Technical Write Up
ARE 1 Form, if any
Fumigation Certificate, if wooden material used in packing
NOC from Govt. dept, if required for your exhibits
Any other documents as may require based on your exhibits
DD for handling charges or NEFT / RTGS
02 Originals + 02
Non Negotiable
01 Original
01 Original
06 Original
01 Copy
01 Original
01 Copy
02 Copy
01 Original
01 Original
01 Original
01 Original
02 Originals + 02
Non Negotiable
01 Original
06 Original
06 Original
01 Copy
01 Original
01 Original
02 Original
01 Copy
01 Original
02 Copy
01 Original
01 Original
01 Original
01 Original
* PLEASE ADVISE IF YOUR EXHIBITS CONTAIN ANY FOOD ITEMS/ Dangerous goods
Shipping Manual - Translink Express (I) Pvt. Ltd.
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13. DOCUMENT & CONSIGNMENT DEADLINE DATES
Please note all the documents should be delivered to Translink office AS PER INSTRUCTIONS.
14.A. FROM INDIA
a) SEA FREIGHT SHIPMENTS
Deadline Dates
ICD Delhi
Nhava Sheva
th
Receiving
documents
for 25 June 2014 1st July 2014
Verification
/
Russian or earlier
translation
Chennai Port
25th June 2014 or earlier
Receiving verified documents
7th July 2014
8th July 2014
7th July 2014
Receiving Exhibits/ shipping
11th July 2014
15th July 2014
11th July 2014
b) AIR FREIGHT SHIPMENTS
Deadline Dates
Delhi
Mumbai
Chennai
th
Receiving
documents
for 11 August 2014 or earlier
Verification
/
Russian
translation
Receiving verified documents
25th August 2014 or earlier
Receiving Exhibits
25th August 2014 to 1St September 2014 or earlier
* THIS DEADLINE IS NOT FOR FOOD ITEMS SINCE THEY REQUIRE NOC/PERMISSION
FROM CONCERNED AUTHORITIES HENCE SHOULD BE FORWARDED WELL IN
ADVANCE.
TRANSLINK WILL NOT BE RESPONSIBLE FOR ANY DELAY, IF MATERIALS IS GIVEN
AFTER THE DEADLINE DATES.
15. PROHIBITED GOODS
The importation of, inter alia, the lots of goods are prohibited in Moscow, Russia. Some common
items are mentioned below:
Narcotic and habit-forming drugs in any form.
Fully automatic, military and unnumbered weapons, explosives and fireworks.
Poison and other toxic substances.
Cigarettes after certain mass / wt.
Goods to which a trade description or trade mark is applied in contravention of any Act, (for
example counterfeit goods).
Unlawful reproductions of any works subject to copyright.
Prison-made and penitentiary-made goods.
Above are some of the common items, PLEASE PROVIDE COPY OF INVOICE TO
TRANSLINK TO CHECK AND ADVISE YOU.
Shipping Manual - Translink Express (I) Pvt. Ltd.
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16. RESTRICTED GOODS / LICENCES
Certain goods may only be imported provided you are in possession of the necessary authority/permit
/approval or licence. If you are in any doubt whether the importation of other goods is restricted,
please contact your nearest Russian Embassy or our office.
For your ready reference, following are some of the items / range of the products, which are subject
to import restrictions, licensing or certification by the Russian government authorities. These
restrictions not only apply to final imported consignments, but also to temporarily imported items.
The following items belong to the products under special scrutiny:
Fridge and freezer units
Alcohol (wine and spirits)
Foodstuff (fresh fish and meat)
Food ingredients
Tobacco commodities
Cosmetics and beauty aids
Medical equipment and pharmaceutical products
Observation and close circuit surveillance equipment
Telecommunication equipment
Data Media (CD ROMs, DVDs, etc.)
Military equipment (dual use)
Wooden products and wood in general
Endangered species of plants or wild life, whether live or dead, including any parts of and articles
made from them.
Plants and plant products, such as seeds, flowers, fruit, honey, margarine and vegetables oils.
Animals, birds, poultry and products thereof, for example dairy products, butter and eggs.
Russian customs authorities demand for temporary imported equipment classified under group 84, 85 and
90 of the Russian Federation trade nomenclature (similar to Brussels trade nomenclature) the following
document:
1. RF Defense Ministry conclusion that imported goods are not military.
2. RF Service on technical and export control conclusion that imported goods do not belong to the goods
of duel use.
Both documents are necessary. In order to obtain such papers we need technical documentation
describing the technical characteristics, also a picture or detailed brochures may be of help.
Practise shows that in most cases exhibitors neither have necessary documentation. In this situation our
customs brokers and exhibitors will face serious problems with return transport such goods.
We need to have from your end the technical documentation 3 months before the goods are shipped to the
exhibition.
PLEASE PROVIDE COPY OF INVOICE TO TRANSLINK TO CHECK AND ADVISE YOU.
Shipping Manual - Translink Express (I) Pvt. Ltd.
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17. STORAGE OF EMPTY CASES
Handling of empties includes: collection of empties from individual stand, transportation to the empty
case storage, proper storage and re-delivery to the stand upon closing of the exhibition, can be provided if
required by exhibitors.
Apart from the official on-site forwarder, no one is allowed to handle your empty packaging during the
exhibition.
You will receive “ empties labels” from our associate‟s ON SITE EXPO OFFICE at the fairground.
Please ensure that these labels are attached to the empty packaging, which you need to have stored during
the exhibition. Empty packaging without labels will be regarded as waste material and will be removed by
the on-site cleaning companies. It is in your best interest not to store any items, such as tools, valuables,
unused equipment or material inside your empties. We, Translink or our overseas associate cannot be held
responsible for loss of or damages to items left inside your empty packaging.
If you have surplus material or tools, etc. which have to be stored somewhere during the exhibition, then
please contact our Associate‟s on site Expo office . Your empty packaging will be returned to your
exhibition stand as quickly as possible after the exhibition
ends.
18. RETURN OF GOODS AFTER SHOW
All exhibits carry ATA carnet should be re-exported out of MOSCOW, RUSSIA or permanent material
cleared against payment of duty / local taxes will stay in Russia and can not return.
The exhibitor still remains responsible for ensuring that all items are re-packed into the same cases as for
the inbound transport, even after repacking by our associate. For this reason, it is advisable for the
exhibitor to keep a copy of the original pro forma invoice with
him at all times & pack the material in same boxes, as it was exported.
Goods which were declared for consumption (brochures, giveaways
and consumable goods) must not be re-packed. All of these items must remain in Russia, these items
cannot be re-exported.
All exhibitors, who intend to leave the exhibition site before the closing of the show and who leave their
exhibits on the exhibition stand, do so at their own risk. Our Associate will arrange for workers to re-pack
the cases (if required at extra cost). Responsibility or liability for subsequent loss of or damage to such
consignments cannot be accepted by our associate.
We can arrange security storage for exhibits from the end of the exhibition until re-loading commences.
Should an exhibitor require such storage, then he should give written order to our associate or advise us in
advance to make such arrangements.
Our Overseas Associate‟s office at the fairground will supply you with
“Return labels”. To allow us to identify your cargo, all cases must
be clearly marked with these labels.
The exhibits will be transported back to RUSSIAN associate‟s warehouse after the Expo for Re-export to
India / origin country or delivery to any other country than Russia, as the case may be.
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19. SELLING / DONATION OF GOODS
It is strictly prohibited to sell temporarily imported items directly from the exhibition stand. This is
regarded as a serious abuse of Russian law and will bring about heavy fines, penalties.
Under Russian exhibition customs procedures, it is no longer possible to change the status of the imported
goods
from
temporarily
import
to
permanent
import.
In particular selling goods to an official registered Russian company and the subsequent changes of the
status from temporary to permanent import – as was common practice in previous years – is now no
longer possible.
The goods which have been temporarily imported cannot be donated or disposed of in any other form, not
even against payment of customs duties and VAT.
Hence, the cargo cleared for exhibition as temporary import cannot be allowed to sold in Russia, as per
information to us. It must return / re export from Russia. Alternatively, it can be sent to Other country,
e.g. Germany or other European country and sold. Please co-ordinate with Translink Team in advance to
advise you the economical way & make prior arrangements accordingly.
20.
RETURN TO INDIA
The returnable items must have proper identification no./ mark / PHOTOGRAPHS of exhibits for easy
recognition at examination failure to which customs may charge duty/taxes. In certain ports, e.g. Mumbai,
customs may insist for CVD for excisable goods however depends & discretionary power of the customs.
Exhibitors are advised to provide detailed Packing List for all the items with identification marks or serial
no. for easy identification at the time of re import examination and avoid any delay / hassle or extra
charges.
Translink Express (I) Pvt. Ltd. or its Russian representative will be circulating a Return / Disposal
Instruction Form to you for your completion so that we can plan for the return shipments after the
exhibition. Please do not leave the exhibition without any written instructions to our representative or
associates. Exhibits must be repacked into the same cases as they arrive at the fairground. It is in the
interest and responsibility of the exhibitor to make sure that all items are re-packed correctly and
according to the Packing List, proper for transit & avoid any damage / brakeage.
Kindly re-note and make sure that each exhibit has serial / model / code no. Engraved / embossed on the
shipment OR non removable stickers are pasted / printed. Failure to which the customs may not identify
the material and can cause delay in clearance resulting additional expenses, port storage or in extreme
cases, customs may charge duty / taxes.
Please note again, the return consignment must tally with the details mentioned on the customs
documents to avoid any problem at the customs procedure in Germany (for sea shipments),
MOSCOW, RUSSIA & INDIA !
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21.
FOOD STUFF / Textiles / FUR / Cosmetics / WINE & Spirits / Telecommunications
In case of Food stuff, the rules are stringent & lots of reports and other documents required. Such items
may require extra cost and time for clearance. Please advise well in advance for availability of food items
/ cargo.
It is strongly suggest not to send any food items such as toffees, chocklets or other eatables with your
normal exhibition cargo as custom may detain whole shipmet and Translink or its associate will not be
responsible for any delay or non delivery in such case. These items can be purchased locally in Moscow,
Russia, if required.
Besides food stuff, other stated items may also require additional procedure & documents hence
please contact our office for more accurate information and procedure.
22. FULL CONTAINER LOAD AND HEAVY LIFT SURCHARGES
Any exhibitor willing to send full container load in MOSCOW, RUSSIA, should advise in advance
with the cargo information and if they need the empty container for stuffing in their factory. So
that we can arrange the same as per requirement.
PLEASE SEND US OUR FREIGHT INSTRUCTION SHEET IN ORDER TO QUOTE YOU OUR
CHARGES.
23. PAYMENT TERMS
Payment for handling in India & MOSCOW, RUSSIA should be made directly to Translink Express (I)
Pvt. Ltd. After receipt of your shipments documents, Translink will raise proforma invoice indicating the
approx. amount of charges to be paid by the exhibitor for outward movement (export handling), Payment
should be paid before booking of the goods to MOSCOW, RUSSIA, together with Security deposit for
your returnable cargo.
Similarly, charges for re-import from MOSCOW, RUSSIA to India has to be paid in advance before
goods are booked from MOSCOW, RUSSIA, In order to avoid storage charges in MOSCOW, RUSSIA, it
is requested that payment for return shipment is paid well in advance before close of show. Translink or
their associate reserves the right to demand a deposit in order to ensure that all items will be returned after
the exhibition without fail. The same will be refunded once the cargo is returned and all the charges are
settled as per quote / agreed mutually.
Incase goods are sold to any other country, the goods will move to warehouse of Translink‟s associate‟s
warehouse in Germay & stored till sales clearance formalities completed.
All the charges for return to Germany, unloading / clearance and transportation including applicable duty,
taxes, VAT, has to be paid in before delivery, either in India to us or at destination.
Full and final invoice will be sent by Translink after completing the outward formalities / inward
formalities and the amount collected will be adjusted.
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24. CONTACT ADDRESS of TRANSLINK Offices in India:
GURGAON:
Translink Express (I) Pvt. Ltd.
123, Udyog Vihar, Phase- IV,
Gurgaon - 122001 (Haryana), India
CTC
: Mr. Ripudaman Singh Chauhan
TEL: + 91 124 2399273
FAX: +91 124 2399272
Email : [email protected] or [email protected]
MUMBAI:
Translink Express (I) Pvt. Ltd.
B-315, Dattani Plaza, (Inside)
East west Industrial Estate,
Safed pool, Near Sakinaka Junction,
Kurla road, Andheri (East), Mumbai – 400072
CTC : Mr. Avinash D More
Tel: +91 022 32566036/ 28590105
Email: [email protected]
For any query, contact our Gurgaon Office or nearest branch for documents & delivery at our
warehouse.
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To be Printed on Exhibitor‟s letter head
TO WHOM SO EVER IT MAY CONCERN
Reg: Authority letter
We hereby authorize M/s. Translink Express (I) Pvt. Ltd, and their Russian associate / representative to
collect the delivery order and handle import clearance of the exhibits in connection with our Participation
at Exhibition Name and Venue on our behalf.
They are further authorized to handle the exhibits from India till its delivery at exhibition site in Moscow,
Russia and represent us, make declaration give undertaking, guarantees / bond etc on our behalf to all
authorities concerned in India and Moscow, Russia for all movement / clearance / handling of the
exhibits.
Your kind co-operation in this concern will be highly appreciated.
Thanking you,
For Exhibitor Name
Authorized Signatory
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