European Desalination Society
Exhibition on Desalination for the Environment
Clean Water and Energy
EXHIBITORS' MANUAL
12-14 May 2014
Venue: Grand Resort Hotel, Limassol, Cyprus
Runs alongside the Conference on Desalination for the Environment
Clean Water and Energy organised by the European Desalination
Society
Exhibition Organiser
ACE Event Management
Suite 1A, Parkdale West, Tettenhall Road
Wolverhampton WV1 4TE, United Kingdom
Tel +44 (0)1902 428766
E-mail: [email protected]
Contents
Introduction ................................................................................................................................ 3 Organiser ................................................................................................................................ 3 Venue ...................................................................................................................................... 3 Show dates ............................................................................................................................. 3 Opening hours ....................................................................................................................... 3 Conditions of exhibiting ........................................................................................................ 3 Section 1 - Site Procedures ....................................................................................................... 4 Stand space and shell scheme ............................................................................................. 4 Transportation of exhibits..................................................................................................... 5 Build-up .................................................................................................................................. 5 Hall conditions ....................................................................................................................... 5 Break-down ............................................................................................................................ 6 Contractors............................................................................................................................. 6 Section 2 - General Information ................................................................................................ 7 Accommodation ..................................................................................................................... 7 Visa.......................................................................................................................................... 7 Event Newsletter entry .......................................................................................................... 7 Conference registration ........................................................................................................ 7 Extra furniture ........................................................................................................................ 7 Catering .................................................................................................................................. 7 Cleaning .................................................................................................................................. 7 Distribution of advertising material ..................................................................................... 7 Fire protection ........................................................................................................................ 7 Hazardous equipment and bottled gas ................................................................................ 7 Health and safety ................................................................................................................... 8 Organiser’s office .................................................................................................................. 8 Security ................................................................................................................................... 8 Sound levels for working exhibits (a/v) ............................................................................... 8 Stand etiquette ....................................................................................................................... 8 Visitors .................................................................................................................................... 8 Space only exhibitors ............................................................................................................ 8 Section 3 - Forms ....................................................................................................................... 9 Form 1 - Acceptance of conditions .................................................................................... 10 Form 2 - Company name and Newsletter entry ................................................................. 11 Form 3 - Badges and invitation/tickets .............................................................................. 12 Form 4 – Conference registration ...................................................................................... 13 Form 5 - Lunch requirements ............................................................................................. 14 Form 6 – Extra furniture/electrical equipment addition to shell scheme package ........ 15 Appendix 1 - Official Shipping Manual ................................................................................... 16 Appendix 2 - Commercial Invoice Template .......................................................................... 24 EDS Exhibitors’ Manual 2014
Introduction
Organiser
Ace Event Management
Suite 1A, Parkdale West
Tettenhall Road
Wolverhampton WV1 4TE
United Kingdom
Tel +44 (0)1902 428766
Email: [email protected]
Venue
Grand Resort Hotel
Amathus Area
PO Box 54500
3724 Lemesos (Limassol)
Cyprus
Tel: +357-25634333
Fax: +357-25634588
Email: [email protected]
Website: http://www.grandresort.com.cy
Show dates
Monday, 12 May 2014 to Wednesday, 14 May 2014
Opening hours
09:00 hrs -18:00 hrs on 12 and 13 May 2014
09:00 hrs -16:00 hrs on 14 May 2014
This manual has been prepared by the Organiser to assist Exhibitors, and provides you with important
information on participation in the show. PLEASE READ IT CAREFULLY. If you have any queries or problems
concerning your participation or should any question arise that is not covered by this manual, please contact the
Organiser without delay.
Conditions of exhibiting
Exhibitors are at all times responsible for the transportation, delivery, erection, maintenance, dismantling and
removal of their own exhibition materials. The security of individual stands and insurance of any property brought
into the exhibition, whether for display purposes or not, is at all times the responsibility of individual Exhibitors.
The Organiser’s decision on the suitability of any exhibit is final. No Exhibitor shall change or add to the products
and services to be displayed without the written consent of the Organiser. Any stand that, in the opinion of the
Organiser, is not suitable must be altered to comply with the Organiser’s requirements at the expense of the
Exhibitor. Any Exhibitor wishing to share their stand with anyone outside their own company must enter the name
of the sharing company on their application form and provide full details of sharing companies for the show. All
sharing companies are entitled to the same benefits as stand-holders - allocations of tickets and badges, entries
etc.
Exhibitors are responsible for the provision of adequate personnel for the manning of their stands and the
conduct of those personnel.
The Organiser will not be liable or responsible to Exhibitors or any other person in respect of any inaccuracy or
omission in the information contained in the Exhibitors' Manual. Nor will they be responsible or in any way
concerned with any contract or arrangement made by the Exhibitors with any person, firm or company who is
described as the official supplier of services, or whose services are recommended in the Exhibitors' Manual.
Exhibitors are responsible for fulfilling any requirements stated in the Exhibitors' Manual.
The Organiser reserve the right, in the event of unavoidable circumstances, to change the layout of the exhibition.
Exhibitors affected by any change will be notified. In the event of any dispute, the decision of the Organiser is
final.
EDS Exhibitors’ Manual 2014
Section 1 - Site Procedures
Stand space and shell scheme
No unauthorised exhibitor will be allowed on the exhibition site. Where booked, a purpose-built shell scheme is
provided in addition to floor space.
Where booked, a purpose-built shell scheme is provided in addition to floor space. This will be to a
standard specification:
Structure:
Silver-colored aluminum, of Octanorm system of total height 2,50m
Panels:
MDF covered with white coloured PVC. This cannot be painted, nailed or
screwed. Adhesive hook-and-loop strips (Velcro) can be used for light items;
exhibitors are advised to bring these themselves as the organisers only keep
emergency supplies. Hooks will be provided for heavy items. Exhibitors are
advised to use nylon line (fishing line) to hang pictures, products etc.
Fascia:
Silver-coloured aluminum structure filled with white PVC and blue PVC of
total height 30 cm. As standard, the name on the fascia (Form 2) in 100mm
lettering in blue upper case Helvetica font will appear once.
Front Sign:
Standard blue vinyl letters of 10 cm height until 20 characters on the blue
PVC.
Lighting:
2 spotlights of 100 Watt/ 6m2
Power:
1 plug socket of 500W(220V) per stand (2 power sockets if 18m2 stand)
Carpet:
All exhibitions stands are fitted with carpet
Furniture:
2 x office chairs, 1 x table and two spotlights
Exhibitors with additional furniture requirements should refer to Form 6 Extra Furniture/Electrical Form.
Corner sites will only have two walls; peninsular sites (open 3 sides) will have a back wall only, with the fascia
supported at each front corner of the stand. Cleaning is included in the shell scheme price.
EDS Exhibitors’ Manual 2014
Transportation of exhibits
Insurance of all material transported to the exhibition or used as part of stands is the sole responsibility of the
Exhibitor.
Although Exhibition Freighting GSM Ltd is our appointment freighting agent, you are NOT under any obligation
to use their services. This is totally at the Exhibitors’ discretion. Please contact them direct at:
Exhibition Freighting GSM Ltd
The Old Stables, Home Farm, Red Hill, Wateringbury, Kent ME18 5NN, UK
Tel: +44 (0) 1622 816 888
Fax: +44 (0) 1622 817 485
Contact: Steve Turner
Email: [email protected]
Website: www.ef-gsm.com
If you have not already sent your freight, we suggest you do this as soon as possible. If your freight weighs
more than one ton, please inform the Organiser by return.
Build-up
The site will be open from 12:00 hrs until 20:00 hrs on Sunday, 11 May 2014. Please make sure that those
delivering your material have details of the exhibiting company's name and stand number. Contractors' lorries
must be removed from the site once unloaded. No work will be permitted outside these hours without the prior
permission of the Organiser. No goods are accepted before the set-up period.
All stands must be completed and decorated by 20:00 hrs on Sunday, 11 May 2014. It is IMPERATIVE that all
services, etc are ordered in advance with precise instructions. Bulky or heavy exhibits will be refused entry after
13:00 hrs on Sunday, 11 May 2014. Any Exhibitor needing to set up earlier must notify the organiser
immediately.
Exhibitors are reminded that the storage of packing cases or materials on the exhibition site is strictly prohibited.
Hall conditions
Stand dimensions
No stand fitting or display feature on shell scheme stands may exceed 4m high. Where Exhibitors have
common walls with other Exhibitors, these walls should be 2.5 m high to avoid discrepancies. Exhibitors are
encouraged to get in touch with their neighbours in any case where problems may arise. If it is necessary for
stands with common walls to differ from 2.5 m in height, the Exhibitors using the non-standard height will be
responsible for cladding and decoration, ensuring that the wall is finished to the satisfaction of the neighbouring
Exhibitor and the Organiser. If any Exhibitor has problems or queries regarding the height of their exhibit in
relation to the hall, please contact the Organiser immediately.
Stand boundaries
All exhibits must be kept within the boundaries of the stand at all times. No Exhibitor may obstruct the
gangways with exhibit material or allow material to protrude from the boundaries.
Drop wires
Any ceiling fittings that are required, such as hanging wires, should be requested from the Organiser, who will
determine the suitability of such fittings, arrange for the work to be carried out and charge the Exhibitor
accordingly. Note that only the Organiser’s contractors are allowed to install drop wires. NOTE: No items can
be hung from the ceiling in the Banquet Hall.
Damage to hall
Great care must be taken to avoid damage to any part of the hall or stand fittings. Any repairs for damage
occurring will be charged to the contractor/Exhibitor concerned.
EDS Exhibitors’ Manual 2014
Weight limitations
The Organiser must be advised well in advance of heavy/large exhibits. The maximum weight by sqm is 500kg/m2.
Lorry park
During the show, all lorries and vans must be removed from all car parks at the venue.
Break-down
No-one, including Exhibitors, will be permitted to drive vehicles into the area around the exhibition until the
Organiser give permission.
Stands must be maintained in a fully manned and operational state until 16:00 hrs on Wednesday, 14 May
2014. Hand-carried goods only will be allowed out of the hall on Wednesday, 14 May 2014 before 16:00 hrs.
The Organiser ask that Exhibitors take note of these instructions and bring them to the attention of contractors
in order to prevent a crush of vehicles and the resultant delays in departures of all Exhibitors.
Note that any stand fitting material that is to be retained by the Exhibitor should be clearly labelled to prevent
removal by cleaning staff/contractors. During the dismantling procedure, any stand fittings left behind by
Exhibitors or contractors will be removed by the Organiser unless notified that the stand fittings are to be
retained awaiting collection. The hall MUST be cleared by 20:00 hrs on Wednesday, 14 May 2014. Any items
still on site after that time will automatically be removed, and any costs incurred will be levied from the Exhibitor.
Contractors
Any contract entered into between an Exhibitor and any contractor does not in any way form part of the contract
between the Exhibitor and the Organiser. Responsibility will not be accepted by the Organiser for any dispute or
difference between Exhibitor and contractors in any way whatsoever, and Exhibitors will be responsible for all
payments due to such contractors. Exhibitors will be held responsible for the conduct of any of their contractors
and subcontractors.
EDS Exhibitors’ Manual 2014
Section 2 - General Information
Accommodation
For accommodation, please go to http://www.desline.com where you will find a selection of hotels.
We recommend the Grand Resort Hotel and the reservation form is embedded below. As availability is now limited, we
would advise you to complete and return the form to the hotel ASAP.
Reservation Form GrandResort.doc
Visa
Most countries do not need a visa for Cyprus but we strongly advise that you check with your embassy or travel
agent.
Event Newsletter entry
Each exhibiting company is entitled to a free entry in the EDS Event Newsletter which will be both distributed at
the event and sent to its usual circulation. Each entry will include company contact details and a 50-word passage
describing the company's services and exhibits. So that the Newsletter can be printed and ready for distribution at
the show, it is essential that the Organiser receive all copy by return; please see details at Form 2.
Conference registration
For Exhibitor conference registration, see Form 4.
Extra furniture
Extra furniture and electrical equipment can be ordered by completing the form in the CCIB Extra Furniture Form
in the attachment. NOTE: Please send a copy of your Extra Furniture Form (Form 6) to the Organiser to
ensure that the correct furniture is delivered to your stand at [email protected]
Catering
Food and other refreshments will be available on site and Exhibitors are not allowed to bring in food or beverages from
outside the venue.
Cleaning
Carpets will be vacuumed each night, and rubbish will be removed from accessible areas on stands. This does
not include tables, etc. It is the responsibility of the Exhibitor to see that their stand is kept in a clean and orderly
state at all times. Gangways must be kept clear and unobstructed and will also be cleaned nightly. Please note
this is a non-smoking venue.
Distribution of advertising material
In order to reduce the amount of potential litter, Exhibitors are not permitted to distribute printed material other
than from their own stands. Any material placed around the exhibition will be removed by the Organiser.
Exhibitors' employees or nominees may only distribute material from the stand and not the gangways,
thoroughfares or entrance area.
Fire protection
All materials used in construction work, displays etc must be effectively fireproofed or made of non-flammable
materials.
Hazardous equipment and bottled gas
EDS Exhibitors’ Manual 2014
No equipment of a hazardous or dangerous nature is to be used or employed without the written consent of the
Organiser, and where appropriate, the Local Authorities. The Organiser accepts no responsibility in the event of
the Local Authorities failing to give the necessary permission.
Compressed air, oxygen, hydrogen, dissolved acetylene or other gas or liquid under pressure must be supplied in
steel cylinders, and then only by written consent of the Organiser prior to its entry into the building. Exhibitors
must contact the Organiser if they plan to use bottled gas.
Health and safety
Exhibitors are advised that any equipment being operated or demonstrated should be inherently safe and not
create a hazard to the demonstrator or visitors. First aid will be available on site.
Organiser’s office
At 09:00 on Sunday, 11 May 2014, the Organiser will be established at the venue for the assistance of both
Exhibitors and contractors, who should report their arrival to the office to receive any up-to-date information. The
Exhibitor pack containing up-to-date information, stand personnel badges etc should be collected at Exhibitors'
earliest convenience. Outstanding payments for stand extras should be paid for at this time.
Security
Although general security is provided by the Organiser, Exhibitors are reminded that the security of individual
stands and exhibits is at all times their responsibility. Stands should not be left unattended at any time,
particularly during the vulnerable build-up and break-down periods. Exhibitors' stand personnel will be required to
obtain and display badges provided by the Organiser at all times. The Organiser will accept no liability for any
loss or damage to any stand, exhibits, personal property or personal items howsoever such loss or damage is
sustained. It is the responsibility of the individual Exhibitor to ensure that their stand, exhibits and personal
property are secure at all times. Exhibitors showing small items of a valuable or vulnerable nature should arrange
for overnight safekeeping with the Organiser or their hotel, or a suitable security office.
Please do not leave any items on your stand after you have packed and removed your exhibits or stand fittings.
Sound levels for working exhibits (a/v)
The Organiser reserve the right to monitor, and where necessary, determine the acceptable level of sound of
audio/visual presentations or working exhibits. Where the sound level is deemed to be too high or detrimental to
adjoining Exhibitors, the Exhibitor will reduce the sound to a mutually acceptable level.
Stand etiquette
Exhibitors are respectfully requested to maintain a discreet attitude should they wish to offer hospitality on their
stands or run audio/visual programmes. The service of alcoholic beverages should be maintained in a private
section within the stand and visitors should be entertained there or in the appropriate restaurants or bars.
Visitors
Visitors will be registered (by invitation/ticket registration form), and given visitor stickers at the hall entrance. This
will be the point of access for all information, during the show. The exhibition will be open to the general public. In
addition, Exhibitors can obtain invitation/tickets for their own distribution by completing Form 3 and returning it by
the date on the form. The Organiser will also be distributing invitation/tickets.
Space only exhibitors
Exhibitors designing their own stands may enter the exhibition hall from 9am on Sunday the 11th of May.
EDS Exhibitors’ Manual 2014
Section 3 - Forms
Form 1 - Acceptance of conditions
Form 2 - Company name and Newsletter entry
To be returned immediately
Form 3 - Badges and invitation/tickets
Form 4 - Conference registration
Form 5 - Lunch requirements
Form 6 – Extra furniture/electrical equipment in addition to
shell scheme package
EDS Exhibitors’ Manual 2014
Form 1 - Acceptance of conditions
To be completed by all Exhibitors
PLEASE PRINT CLEARLY OR TYPE
Company Name:
Postal Address:
Postal/ZIP Code:
Country:
Tel:
Fax:
Email:
Website:
On behalf of the above company, I accept the conditions of exhibiting contained in the Exhibitors’
Manual
Signed:
Date:
Name:
Position
Return completed forms by 28 February 2014 to:
ACE Event Management
E-mail: [email protected]
EDS Exhibitors’ Manual 2014
Form 2 - Company name and Newsletter entry
PLEASE PRINT CLEARLY OR TYPE
Please complete all details and return to the email address below immediately. Failure to do so risks your company not
being included in the Newsletter.
The information entered on this form will be used to produce both your stand’s fascia board and your entry in the Newsletter
(50 words). One name only can be submitted for the fascia board, but there should be one Newsletter entry for each
organisation represented on your stand. A duplicate of this form should be used to submit such entries. You may be
contacted by the publisher directly, concerning your entry.
Company Name:
Signature:
Date:
Contact name to appear in the Newsletter entry:
*Please note: The company name only, and not additions such as (Pty), Ltd, Inc, Co etc, will be included on the fascia board
Company name to appear in Newsletter entry and on fascia board* — maximum of 18 characters (please print):
Newsletter entry (max 50 words)
(Remember to print clearly or type)
To be returned immediately to:
ACE Event Management
E-mail: [email protected]
EDS Exhibitors’ Manual 2014
Form 3 - Badges and invitation/tickets
PLEASE PRINT CLEARLY OR TYPE
Please complete all details, photocopy or pdf and return immediately to the email address below.
Badges for Exhibitors’ representatives are prepared in advance and will be ready for collection on arrival at the Exhibition.
Badges should be requested for all personnel manning stands on behalf of the companies represented (photocopy this form
as necessary). If there are any changes regarding the personnel, please contact the Organiser immediately.
To avoid errors, please type or write in capital letters the names to appear on badges. Use an additional sheet if necessary.
Invitation/tickets for the exhibition are available on request; these are free of charge. Up to 100 can be ordered. Should you
require any further invitation/tickets please indicate. Exhibitors are free to distribute invitation/tickets at their own discretion.
Company Name:
Signature:
Date:
Invitation required which will be sent as a pdf file by email: YES/NO
(Please note: These invitations are only for invitees to your stand and NOT for entrance into the Conference)
Badges for all personnel manning stand – PLEASE PRINT
Name
Title
Return completed forms by 28 February 2014 to:
ACE Event Management
E-mail: [email protected]
EDS Exhibitors’ Manual 2014
Form 4 – Conference registration
PLEASE PRINT CLEARLY OR TYPE
One free conference registration is given with every exhibition stand. If you wish to register any further
personnel, please go to www.desline.com. NOTE: You must nominate your free delegate registration below.
The date and locaton of the Gala Dinner will be confirmed shortly. The charge per person is €50.00
Company Name:
Signature:
Date:
Attendee’s Name (please print)
Cost (€)
FREE
1.
2.
3.
4.
5.
6.
7.
8.
Return completed forms by 28 February 2014 to:
ACE Event Management
E-mail: [email protected]
EDS Exhibitors’ Manual 2014
Form 5 - Lunch requirements
PLEASE PRINT CLEARLY OR TYPE
Lunch is available for €25.00 per day. Should you wish to pre-book, please complete and return this form
Company Name:
Signature:
Date
Date:
No of lunch tickets required
Cost (€)
Monday, 12/5/14
Tuesday, 13/5/14
Wednesday, 14/5/14
Total:
Return completed forms by 28 February 2014 to:
ACE Event Management
E-mail: [email protected]
EDS Exhibitors’ Manual 2014
Form 6 – Extra furniture/electrical equipment addition to shell scheme package
Attached below is a comprehensive list of items available for hire to supplement the standard shell scheme or for
exhibitors ordering space only.
Double click the individual icon to open the Promotional Displays Catalogue and the
Furniture Booklet.
If you wish to order any of these items, please print off the furniture booklet order form, complete all details and
return immediately to the email address below.
Should you wish to order any display material please contact: Christina Nicolaou, Display Art PLC. Email:
[email protected]. Tel: +00 357 22485420. Please state the event and date. Also send a copy
of your order to the organiser so we can make sure that your display items have been delivered.
An invoice will be sent, and payment collected in cash or travellers cheques at the event when exhibitors register
with the Organiser. If ordered items are cancelled after receipt of this form, full payment must be made.
Whilst the Organiser will try to comply with your order, delivery cannot be guaranteed. In the event of non-delivery,
exhibitors will be notified before the exhibition opens and any money received for these items will be refunded in
full. The prices listed include supply, hire, installation, maintenance during the show and dismantling.
Promotional D isplays C atalog ue.pdf
Furniture B ooklet.pdf
Return completed forms by 28 February 2014 to:
ACE Event Management
E-mail: [email protected]
EDS Exhibitors’ Manual 2014
Appendix 1 - Official Shipping Manual
OFFICIAL SHIPPING MANUAL CONTACT:
Freight and Shipping
Exhibition Freighting G.S.M
T: +44 (0)1622 816 888
F: +44 (0)1622 817 486
Steve Turner
[email protected]
www.ef-gsm.com
EDS 2014 DESALINATION FOR THE ENVIRONMENT CLEAN WATER & ENVIRONMENT GRAND RESORT HOTEL – LIMASSOL CYPRUS 12-‐14 MAY 2014 EDS Exhibitors’ Manual 2014
Exhibition Freighting GSM Ltd have been appointed as the sole official
freight forwarding and on site handling contractor, responsible for
customs clearance and on-site handling.
The scope of services provided under official status includes:
•
Offloading & reloading of vehicles
•
Deliveries and collections to / from booth
•
Warehousing, prior to and after the event
•
Removal, storage & delivery of empty cases
•
Customs formalities
•
Collections from Port / Airport
•
International transport (road, air, express)
•
On site supervision and EF management
•
Insurance (upon request)
EDS Exhibitors’ Manual 2014
INTERNATIONAL SHIPPING INSTRUCTIONS
ARRIVAL DATES
PLACE OF ARRIVAL
ARRIVAL DEADLINE
SEAFREIGHT
LIMASSOL PORT
1ST MAY 2014
AIRFREIGHT
LARNACA (LCA)
4TH MAY 2014
MARKING
The shipping mark for all cases must be as follows:
EDS 2014
EXHIBITOR NAME......................................
STAND NO................................................…
CASE NO.....................OF.........................…
CONSIGNMENT INSTRUCTIONS
AIRFREIGHT / SEA FREIGHT CONSIGNEE:
ORBIT MOVING & STORAGE LTD
33 MICHAEL ZAVOS STR.
4107 AYIOS ATHANASIOS
LIMASSOL CYPRUS
TEL: +357 25 751155
FAX: +357 25 755820
NOTIFY:
EDS 2014
EXHIBITOR NAME:
STAND NUMBER:
EDS Exhibitors’ Manual 2014
SPECIAL GUIDELINES FOR COURIER SHIPMENTS
Deliveries to the venue:
We strongly recommend Exhibitors not to send Courier shipments direct to your stand unless you have a member
of your staff present to receive them. If you do send goods by courier we suggest that you send them on a DDP
basis to our Warehouse - address mentioned below. No liability can be accepted for shipments sent directly to the
stand. The charge for the receipt and delivery of the courier if under 50kgs will be EUR 150.00 per shipment. Over
50kgs the normal airfreight tariff will be applied. If customs clearance is required this will again be as per tariff.
Courier Delivery Address
(Arrival Deadline: 6th May 2014)
ORBIT MOVING & STORAGE LTD
33 MICHAEL ZAVOS STR.
4107 AYIOS ATHANASIOS
LIMASSOL CYPRUS
FOR: EDS 2014 @ GRAND RESORT HOTEL
TEL: +357 25 751155
FAX: +357 25 755820
Correct address and labelling:
It is very important to mention on the transport documents and in the labels the delivery information at the venue
(Name of Exhibitor, Stand and Hall Number.).
Shipments without proper delivery information at the venue will not be delivered and will remain at our warehouse
until the exhibitor requests them (claims for delayed deliveries of unmarked shipments will not be accepted if
shipments are not correctly labelled).
Track & Trace information:
We recommend having the tracking number (assigned by the courier company) on hand at the exhibition; this will
make it easier to locate your shipment.
Pre-advice:
Please always send us notice of your shipment immediately once sent or at least 2 days prior to arrival. Our staff
will keep you posted of the status of your shipment.
Steve Turner – [email protected]/ +441622 816888
Customs formalities:
A pro-forma invoice must travel with the goods for the import formalities. Please read the Customs Formalities
section of the manual.
Transport conditions:
Your courier shipment must be sent on a “pre-paid” or “DDP” basis (all charges paid by the sender including the
payment of duties and taxes). Courier shipments arriving with unpaid transport costs will be refused (unless the
exhibitor gives instructions for payment of charges on their behalf. An additional 10% fee will be charged for
advanced payment).
EDS Exhibitors’ Manual 2014
DOCUMENTATION REQUIRED FOR CUSTOMS CLEARANCE
For shipments outside the EU, the following documents are required:
• 3 original invoices should be attached to the Air waybill/ Ocean Bill of Lading / CMR
• Packing list in English showing number of units/ weights/ sizes / total number of boxes / values/ full
description of items including serial numbers, model and customs codes (Brussels nomenclature).
• Please issue separate invoices for temporary and permanent importations. These must also be packed
separately.
• Please state on the invoice “Samples not for sale, value for statistical purposes”
• Invoices must be addressed to :
• If necessary – Certificate of Origin
• The flight details, plus a copy of Air Waybill and commercial invoice/packing list should be sent to EFGSM at least 2 days prior to arrival in Cyprus
FAX:
+44 (0)1622 817 485
EMAIL:
Steve Turner
[email protected]
Invoices must be addressed to:
ORBIT MOVING & STORAGE LTD
33 MICHAEL ZAVOS STR.
4107 AYIOS ATHANASIOS
LIMASSOL CYPRUS
TEL: +357 25 751155
FAX: +357 25 755820
FOR: EDS 2014 @ GRAND RESORT HOTEL
•
The following clause must be stated on the commercial invoice for Temporary imports:
‘Goods to be displayed and returned after EDS Exhibition 12-14th May 2014’
OTHER INFORMATION
Insurance
We strongly recommend that all exhibitors arrange insurance coverage to include transit to and from the exhibition,
whilst on display and in storage. Please note that EF-GSM Limited do not insure automatically unless asked to do
so in writing. Please note that it is the exhibitors’ responsibility to ensure that if goods are left on the stand,
adequate security measures are taken to ensure the security of such items. EF-GSM Limited is not liable for any
losses, theft or pilferage.
Late arrival surcharges
Any shipments arriving after our deadlines will be subject to a late arrival surcharge of an additional 30% of our
official tariff.
Worldwide Network
Our recommended the agent used in your country is a specialist in exhibition freight forwarding, offering you
professional advice on the preparation of your shipment. Through the “DOOR TO STAND” service, you will
get an all-in package that covers all the steps from your domicile to the venue and vice versa, until your items
are returned back after the event. The list of our agents worldwide is available on request.
EDS Exhibitors’ Manual 2014
Accepted methods of payment:
Please note that we do not extend credit terms for services performed. Invoices raised are for immediate
settlement by the following methods.
Bank Transfer: Please note our bank details for bank transfers. Please provide a copy of the Transfer Advice.
Exhibition Freighting GSM Ltd
HSBC Bank
Swift Code: MIDLGB22
Sort Code: 40 05 15
Account Number: 580 456 34
IBAN No: GB82 MIDL 4005 1558 0456 34
Credit Card: we accept Visa, MasterCard and American Express. All transactions are subject to up to 5%
disbursement fee on Invoice value.
Basic Conditions of Contract
All work undertaken is subject to the BIFA, British International Freight Forwarders terms and conditions, newest edition,
and the EF-GSM Ltd liability policy, in conjunction with the conditions and rates for trade fair transportation.
The liability of EF-GSM Ltd ceases with delivery and commences with collection of freight at the exhibition stand,
not considered with the exhibitor’s absence from the stand.
Our invoices will be due immediately after issue without any further notice. New customers or those with whom we
have not agreed terms of payment will be asked to pay charges prior to the start of the event, on-site during the
event or before return shipping of their exhibits. All charges levied will be in accordance with the official exhibition
tariff.
EDS Exhibitors’ Manual 2014
OFFICIAL SHIPPING TARIFF
INBOUND
Customs Clearance
Customs Clearance - Temporary
Temporary Import Bond Fee ( Min EUR 200.00)
Customs Clearance – Permanent
(excludes duties and taxes @ cost + 10% advancement fee)
ATA Carnet Clearance
EUR 155.00
1.5% of CIF value
EUR 155.00
EUR 200.00
Air Freight
From arrival Larnaca Airport to delivered exhibition stand
(Min 200kgs)
Supervision fees (per shipment)
Customs Examination (per shipment)
EUR 1.85/kg
EUR 100.00
EUR 75.00
Sea Freight
EUR 160.00 per m3
From arrival FOC Limassol port to delivered exhibition stand
(Min 3m3 LCL)
FCL 20’ Container
FCL 40’ Container
Supervision fees (per shipment)
Customs Examination (per shipment)
EUR 1950.00
EUR 2800.00
EUR 100.00
EUR 75.00
Direct Offloading *(Please note Surcharges for direct offloading)*
From Received Site to delivered stand (Min 3m3 )
EUR 75.00 / m3
From free received Agents premises to delivered stand
Less than 50kgs
More than 50kgs
EUR 150.00
As per Airfreight Tariff
Courier
Empty Case Storage
Removal, storage & return of empty cases (Min 2m3)
EUR 55.00 / m3
EDS Exhibitors’ Manual 2014
OFFICIAL SHIPPING TARIFF
OUTBOUND
Customs Clearance
Re-export Customs Clearance
Cancelation of temporary import bond Fee ( Min EUR 150.00)
ATA Carnet re- export Clearance
EUR 155.00
1% of CIF value
EUR 200.00
Air Freight
EUR 1.85/kg
From collected stand to delivered Larnaca Airport (Min 200 kgs)
Supervision fees (per shipment)
Export Customs Examination (per shipment)
EUR 100.00
EUR 75.00
Sea Freight
From collected stand to delivered Rotterdam port
( Min 3m3 LCL)
Supervision fees (per shipment)
Export Customs Examination (per shipment)
FCL 20’ Container
EUR 160.00 per m3
FCL 40’ Container
EUR 2800.00
EUR 100.00
EUR 75.00
EUR 1950.00
Direct Re-loading *(Please note Surcharges for direct re- loading)*
From collected stand to loaded truck (Min 3m3 )
EUR 75.00 / m3
From collected stand to delivered warehouse for collection
Less than 50kgs
More than 50kgs
EUR 150.00
As per Airfreight Tariff
Courier
Surcharges
1800hrs - 0800hrs and/or Saturday
Sunday
+ 50% on tariff
+ 100% on tariff
Exclusions
Airline / Port storage
Demurrage
Insurance
VAT (if applicable)
Duties & taxes @ cost + 10% advancement fee
Warehouse storage over 5 days prior to delivery date / after end of show
Additional Labour
Fork Lifting (For positioning)
EUR 170.00 per hour, Min ½ hour.
Worker with pallet jack
EUR 65.00 per hour, Min 2 hours
Cyprus Port Wharfage charges for Sea freight shipments
EUR 10.00 per CBM / 1000kgs (Import / Export)
EDS Exhibitors’ Manual 2014
Appendix 2 - Commercial Invoice Template
Commercial Invoice Template in Excel format – double click the icon to open
EDS Exhibitors’ Manual 2014