EXHIBITORS' MANUAL Exhibition on Desalination for the Environment 12-14 May 2014
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
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