ABAV 2008 – RIO DE JANEIRO 

In conjunction with our event logistics specialist and partner in Brazil, we will make all of the 

necessary arrangements for transport from the United States to the show site. 

The following instructions are provided to assist you in the planning of your shipping 

arrangements. For additional information please feel free to contact us. We wish you a 

successful participation in this event and we look forward to being of service to you. 

SHIPPING INFORMATION AND INSTRUCTIONS 

LATEST SHIPPING DATES 

Air Freight 

Please have your goods available for pick up: NO LATER THAN SEPTEMBER 22nd, 2008 

PLEASE NOTE: IN ORDER TO REDUCE COSTS, WE WILL BE CONSOLIDATING SHIPMENTS AT 

OUR WAREHOUSES ON THE EAST COAST, THE WEST COAST AND THE MIDWEST. THEREFORE IT 

IS VERY IMPORTANT TO HAVE YOUR DOCUMENTATION FINISHED AND SHIPMENT LABELED AND 

READY FOR PICKUP BY GIVEN DEADLINE DATES. 

CONSOLIDATION WAREHOUSES LOCATIONS: 

Exhibit Transport, Inc. LAX Consolidation point address: 

Make sure your boxes are clearly marked with show name, exhibitor name, and stand number. 

Please forward us any courier or trucking bill of lading number as pre-alert. 

Exhibit Transport, Inc. 

4451 Eucalyptus Ave.Suite # 310 

Chino CA 91710 

+1 714 536 4161Chad Thomas

DOCUMENTATION

Temporary import and give-away items sent to BRAZIL are to be invoiced and packed separately for 

customs purposes. 

An original commercial invoice with three (3) copies of each are required for the export of your shipment.  

The commercial invoice must BE TYPEWRITTEN and provide accurate information regarding quantity, 

description, size/weight, value of each item shipped and country of manufacture.  Quantities and contents 

listed on your commercial invoices must match exactly those actually being shipped.  Please indicate the 

Schedule ‘B’/Harmonized Tariff Code for each item shipped.  If you require assistance in determining the 

code for the goods you are shipping, please visit the Bureau of the Census-Foreign Trade Division website: 

http://www.census.gov/foreign-trade/schedules/b/ 

VERY IMPORTANT: Advance copies of Commercial Invoices (for review and classification) must be e- 

mailed or faxed to our office 3 DAYS PRIOR TO THE PICKUP OF YOUR FREIGHT. PLEASE E-MAIL TO 

ARNOLD@EXHIBITTRANSPORT.NET OR FAX TO 714-536-7161. 

Original documents must accompany your shipment to our warehouse. Place the invoices in an envelope 

marked “Export Documents” and adhere to the outside of one of the cases.  

CASE MARKING/PACKING AND FUMIGATION REQUIREMENTS

Exhibitors are advised to use sturdy, strong, reusable containers to protect against the rigor of international 

transport.  Cardboard cartons are not recommended, especially if the goods are to be re-exported at the 

conclusion of the show.   Please mark each case with the shipping label we will provide, or as follows: 

EXHIBITOR NAME  

STAND # _______ 

ABAV 2008 

Dimensions (LxWxH in Centimeters) / Gross Weight in Kilos 

Case # _____ of _____ Cases 

IF YOUR CASES ARE LOCKED it is imperative that we have a set of keys or the lock combination to allow 

Customs to inspect the contents. 

IMPORTANT NOTE:  Temporary import items should be packed and invoiced separately from permanent 

import items.  Please enclose a copy of the commercial invoice/packing list inside each carton.  ALL 

CARGO IS SUBJECT TO CUSTOMS INSPECTION AND MIGHT BE OPENED AND COMPARED TO 

THE DETAILS LISTED ON YOUR COMMERCIAL INVOICE (S). DISCREPANCIES WILL CAUSE 

DELAYS AND POSSIBLE ADDITIONAL COSTS AND FINES. 

All materials used for packing your freight (pallets, crates, etc) made of SOLID WOOD must be fumigated 

in the country of origin.  The outside of your wood packing must be stamped with the following 

quality/treatment mark issued by accredited inspection agencies: 

- IPPC (International Plant Protection Convention) Logo  

- XX (ISO country code)  

- 000 (Code assigned to the company carrying out the fumigation procedure by the  

National Plant Protection Organization)  

- YY (Fumigation method-either HT (Heat Treatment) or MB (Methyl Bromide) 

Packing materials made from plywood or plastic are exempt from the above regulations. 

REGULATIONS/RESTRICTIONS 

• Items for permanent importation into BRAZIL will be subject to payment of Customs duties. This 

includes any and all give away items, including literature, brochures, catalogs, etc. 

• Certain products (seeds, grains, foodstuffs, textiles, leather) require special permits and certificates 

issued by an appropriate Brazilian Government Ministry prior to their arrival in BRAZIL. Exhibit Transport can assist in obtaining these permits. We require an advance completed commercial 

invoice and if possible, a copy of your advertising or sales brochure for each product being shipped.   

• Items for temporary importation into BRAZIL (any item which will be re-exported from BRAZIL at the 

end of the show) must be packed and invoiced separately from those items that will remain in 

BRAZIL (sold, distributed or given away).  

• Descriptions for all items being sent to BRAZIL should be simple and easily understood. The 

description must also indicate model and serial numbers and they must match the actual items 

being shipped. Any discrepancies discovered by Customs will result in the seizure of the entire 

shipment. Neither Exhibit Transport nor our agent is responsible for the accuracy of the 

documents prepared by the exhibitor; therefore, we cannot accept any responsibility for seizures 

that are the result of inaccurate invoices. 

• We do not recommend exhibitors hand carry exhibit materials to the show. BRAZILIAN Customs 

may or may not elect to search your baggage and any items deemed not to be personal effects 

might be detained. 

If this happens you will need to enlist the assistance of a BRAZILIAN Customs Broker to lodge a 

formal clearance to obtain release of your goods.  This process can be expensive and may take 

several days to complete.  Exhibitors attempting to hand carry items do so at their own risk. 

• BRAZILIAN Customs will not accept the term "No Commercial Value" for any item. For giveaway 

items, we suggest you use the lowest possible realistic value. For saleable material, your 

commercial invoice must reflect the price at which you actually plan to sell the item. Once a value is 

stated on an official document it cannot be changed. BRAZILIAN Customs reserves the right to 

determine commercial value, should they consider the value provided to be false. 

• Exhibit Transport, our agents and carriers are not responsible for broken glass, the condition of 

any perishable goods upon delivery to the show site or any other freight deemed insufficiently 

packed. 

• Exhibitors are strongly advised to fully insure all exhibit materials and displays during transportation 

to and from the show, including the period when the goods are actually on display.   

TEMPORARY IMPORTATIONS 

Any material that is entered into BRAZIL on a temporary basis must remain in the custody of Exhibit Transport and/or our designated agents/carriers until: 

• The goods are either returned to our terminal, an U.S. destination airport or the goods are shipped 

to a destination outside of BRAZIL. 

• The goods are entered permanently into BRAZIL, whereby the BRAZILIAN importer of record must 

make a permanent entry with BRAZILIAN Customs referencing the original temporary entry and 

proving payment of all duty and tax.  

• The goods are transferred to an official customs bonded facility pending a sale or re-exportation.  

The exhibitor is encouraged to make re-importation arrangements through Exhibit Transport’s 

customs broker as use of other brokers may unnecessarily delay the transaction. 

• BRAZIL does not participate in the ATA Carnet program. ATA-Carnets are not accepted in Brazil. 

• For further information on selling items in BRAZIL, please contact Exhibit Transport in advance. 

EXPORT LICENSES

Please check to see if any portion of your shipment requires an U.S. export license prior to it leaving the 

country.  For clarification, we suggest that you contact a trade specialist at your district office of the 

Department of Commerce, the Washington office of the Department of Commerce, or the U.S. Department 

of State.  Further information can also be obtained at the websites listed below.  It is the exhibitor's 

responsibility to obtain the applicable license prior to the goods leaving the USA.   

 Department of Commerce:  http://www.export.gov/regulation/index.asp 

 Bureau of Industry & Security:  http://www.bis.doc.gov/ 

HAZARDOUS GOODS

Shipments containing hazardous goods require special handling and documentation.  Many steamship 

lines, airlines and trucking companies have strict regulations which dictate that such shipments be moved 

separately, properly documented and packed in strict accordance with current laws and regulations.   

If you plan to ship hazardous materials, please notify Exhibit Transport prior to the delivery of the goods 

to our consolidation points. It is the shipper's responsibility to comply with all requirements for proper 

packaging, certificates and labeling. 

INSURANCE  

Exhibitors are strongly advised to ensure that all exhibit materials and displays are fully insured for 

transportation to and from the show, including the period when the goods are actually on display.  All-risk, 

strike coverage is available through Exhibit Transport only upon written request from the exhibitor.  

Consumable items, foodstuffs, normal wear and tear and all outdoor exhibits are some of the examples of 

items that cannot be covered.  Full details and limits of coverage are available upon request. 

OUTBOUND/RETURN SHIPMENTS 

All materials returning to their country of origin will be subject to BRAZILIAN export clearance that can take 

time to complete.  Return transit times are affected by mode of transport, customs status, and security 

issues. In order to comply with BRAZILIAN regulations, exhibitors are urged to determine their return freight 

requirements prior to the show and advise Exhibit Transport accordingly. 

LIMITS OF LIABILITY 

Exhibit Transport’s liability for loss or damage of materials entrusted to them for shipment is limited to 

that of the carriers and/or agents employed to provide such services.  All work is undertaken at the owner's 

risk and otherwise in accordance with our terms and conditions, a copy of which is available upon request. 

PAYMENT TERMS 

ALL INBOUND CHARGES ARE DUE PRIOR TO THE OPENING OF THE SHOW, UNLESS CREDIT IS 

ESTABLISHED WITH EXHIBIT TRANSPORT.  RETURN CHARGES FOR CONSIGNMENTS BEING 

SENT TO ANY INTERNATIONAL DESTINATION ARE DUE PRIOR TO THEIR DEPARTURE FROM 

GERMANY.  OUTBOUND HANDLING CHARGES FOR SHIPMENTS RETURNING TO THE U.S. ARE 

DUE IN FULL PRIOR TO ANY GOODS BEING RELEASED FOR ON-FORWARDING. 

All invoices will be in U.S. dollars.  Duty, tax and all handling charges for goods staying in BRAZIL must be 

paid in full before anything is delivered to the buyer.  Payment can be made via wire transfer, company 

checks drawn from a U.S. bank or American Express, VISA or MasterCard.   

In the event of non-payment, for any reason whatsoever, that should result in the use of collection agencies 

for recovery of outstanding monies, Exhibit Transport reserves the right to full recovery including any 

deductions of costs imposed by the aforesaid agencies.  The aforementioned terms and conditions shall be 

construed according to the laws of the State of California.  It is further agreed that in the event of any suit to 

enforce any of the terms and conditions hereof, then in that instance the prevailing party shall be entitled to 

reasonable attorney's fees and costs as fixed by the court.