General Freight Forwarding Information - HIMSS AsiaPac

Freight Forwarding Information1. IMPORTANT INFORMATIONThe following information is for your guidance only. The Official Freight Forwarder will send a detailedshipping manual to you upon your request. Please read through the manual carefully and take note of theshipping requirements and deadlines. In the event that you decide not to use the Official Freight Forwarderand their recommended agents (for non-local exhibitors only), please hand the shipping manual to yourappointed freight forwarder for their compliance so that your exhibits can be correctly despatched andconsigned to the Official Freight Forwarder. Failure to comply with the deadlines and instructions will causeunnecessary delays in clearance, and may lead to additional expenses being incurred.All heavy or large exhibits that require the use of a forklift or pallet truck MUST be handled by the exhibitionOfficial Freight Forwarder within the exhibition hall. Movement of freight from the second day of the build-uponwards is subject to size and equipment required and they may not be permitted entry into the exhibitionhall.Exhibitors with such requirements are requested to return FORM 18 before the deadline with their itemdescription, dimensions, weight and date of arrival.2. OFFICIAL FREIGHT FORWARDERAgility Fairs & Events Logistics Pte Ltd has been appointed by the organisers as the Official FreightForwarder for the exhibition.Agility Fairs & Events Logistics Pte LtdNo. 5 Changi North Way, 3 rd Floor. Singapore 498771Tel: (65) 6500 0250Fax: (65) 6214 9592/9593Website: www.agilitylogistics.com3. CONSIGNMENT INSTRUCTIONSAll exhibition goods despatched either by seafreight or airfreight must be consigned to the Official FreightForwarder, regardless of the freight forwarder you may be using. They must be consigned “Freight Prepaid”.DO NOT consign your cargo to the organiser or to the Exhibition Centre.Please consult the Official Freight Forwarder for more details.4. FILMS & VIDEO TAPES / DISCS CENSORSHIPAll films and video tapes / discs to be shown at the exhibition (even if they originate from Singapore) mustobtain the approval from the Board of Film Censors. Clearance takes about 1 week and a handling chargeis applicable. This excludes the censorship fee levied by the Board of Film Censors. Foreign exhibitors canappoint the Official Freight Forwarder to handle this procedure.You are advised not to hand-carry these items into Singapore, as they may be detained by Singaporecustoms and considerable time and effort may be required to clear them in time for the exhibition.

Freight Forwarding Information5. HAND CARRIED ITEMSExhibitors or their appointed forwarder can move in the exhibits if the exhibits are small enough to be handcarried byone person, to be moved in by an office trolley or exhibits that has its own wheels.6. DELIVERY OF EXHIBITSExhibits should not be sent to the exhibition hall until the stand is sufficiently readied to receive them. The exhibitorand/or its representative must be present at the stand to accept delivery. The Organiser will not accept responsibilityfor delivery on behalf of any exhibitor, nor be responsible for the safekeeping of such items before or after delivery.As access to the exhibition premises is restricted, exhibitors must ensure that the delivery, loading and unloadingbays. Vehicles at these loading/unloading bays will be under the supervision and direction of our Official FreightForwarder and the exhibition security officers.To avoid congestion, only small items or goods that can be taken out of their cases without risk of damage can beunpacked in the exhibition hall. For major items, exhibitors should arrange with their freight forwarder to unpack themaway from the exhibition premises. Exhibit can then be delivered and immediately placed in position on the stand bythe Official Freight Forwarder.7. LIFTING AND HANDLING ON-SITEFor insurance reasons and to ensure proper control and co-ordination of freight, only the Official Freight Forwarder ispermitted to work in-hall and operate lifting equipment. Any freight forwarder may deliver goods to the exhibition hall,but they must be handed over to the Official Freight Forwarder for delivery to the booth, unless the consignment canbe carried by one man, without mechanical equipment, such as sack-barrows, forklift or pallet trucks. For safetyreasons, max weight limit handled by 1 man is 25kg per piece and Maximum Trolley Dimensions allowed: 470mm X725mm.8. GIVEAWAY / CONSUMABLE ITEMSGive-aways and souvenirs items are permitted entry into Singapore but may be subject to GST (Goods &Services Tax) of 7% based on their CIF value.9. STAND LAYOUT PLANSPlease provide the Official Freight Forwarder with scale layout drawing so that positioning of heavy exhibitscan be carried out early during the build-up period. Please fax the final layout of your stand to the OfficialFreight Forwarder latest one week before the build-up of the show.10. PACKING AND UNPACKINGPlease ensure that your equipment is packed in a strong, waterproof packing case, which lends itself to bere-packed after the exhibition. Bolted returnable types of cases are suggested for main exhibits. All packingcases, cartons, etc., to be sent to the exhibition must display the following information:SHOW TITLEc/o Agility Fairs & Events Logistics Pte LtdName of Exhibitor:Stand Number:Case Number(s):Gross Weight/Net Weight:Dimensions:The Official Freight Forwarder will assist with the physical unpacking and installation of exhibits. However,exhibitors must supervise and be responsible for these operations. Similarly, exhibitors must supervise thedismantling and re-packing of exhibits, especially for delicate and heavy equipment.If exhibitors arrive on-site late or instruct the Official Freight Forwarder to arrange the positioning and/or repackingon their behalf, then it shall be done handled at the exhibitors’ own risk.

11. ON-SITE STORAGENo storage space will be provided on-site. Direct arrangement should be made with the Official FreightForwarder. Otherwise, exhibitors must arrange for their empty and non-usable cartons and cases to betransported back to their premises. Exhibitors are not to store such items within the exhibition halls.Terrapinn Pte Ltd reserves the right to remove/dispose of any carton, cases and/or packing materials left inthe exhibition halls. Any cost incurred will be borne by the exhibitor.12. INSURANCEInsurance is not provided. It is your responsibility to arrange all risk insurance covering the transport to theexhibition centre, during the exhibition and return of the exhibits, including the period when the OfficialFreight Forwarder handles exhibits. Please ensure that transport insurance is also arranged for exhibits tobe sold locally.13. REMOVAL OF EXHIBITSShould exhibitors and their contractors / agents / suppliers wish to remove any items from the hall, anEXHIBITS REMOVAL FORM must be obtained from the Organiser’s office. This is applicable only duringexhibition show hours.