DEADLINES/ REQUESTED DOCUMENTS

SHIPPING INSTRUCTIONS
SHOW NAME: STOKE 2012
SHOW DATES: October 10-13, 2012.
VENUE: Ulysses Guimarães Convention Center
CITY: Brasilia, Brazil
DEADLINES/ REQUESTED DOCUMENTS
1 – DEADLINES
2 – AWB – B/L
3 – INVOICE / PACKING LIST
4 - HOLD HARMLESS LETTER
5 - BOOTH RENTAL CONTRACT
6 –CERTIFICATES
1 – DEADLINES
AIRFREIGHT
Arrival airport: GRU, VCP airport
SEAFREIGHT
Arrival Port : Santos
Goods should arrive by: 20 working days prior to delivery
date (Sep 10)
Goods should arrive by: 25 working days prior to delivery date ( Sep 1)
Pre-alert is required 48 hours prior to shipment departure.
PLEASE DO NOT SHIP CARGO WITHOUT OUR GREEN LIGHT!!!
Pre-alert is required 48 hours prior to shipment departure from port of origin and we need original
documents in hands 7 days prior to vessel arrival. PLEASE DO NOT SHIP CARGO WITHOUT OUR
GREEN LIGHT!!!
Cargo arriving to Brasilia airport will be customs cleared !!!!
2 – AWB - B/L
CONSIGNMENT DETAILS DIRECT SHIPMENTS
MAWB and B/L
VENTANA SERRA SHOWS E EVENTOS LTDA
Rua Laplace, 74 - 3º andar – Cj. 35
Brooklin – CEP 04622-000 - São Paulo - SP
Brasil
CNPJ: 11.949.010/0001-94
T: (5511) 2445 5320
F: (5511) 2545 5321
CONSIGNMENT DETAILS CONSOLIDATED SHIPMENTS
MAWB and B/L
VENTANA SERRA DO BRASIL AGENC DE CARGAS
Rua Laplace, 74 - 3º andar
Brooklin – CEP 04622-001 - São Paulo - SP
Brasil
CNPJ: 04.915.315/0001-10
T: (5511) 2445 5241
F: (5511) 2445 5321
HAWB AND HB/L
VENTANA SERRA SHOWS E EVENTOS LTDA
Rua Laplace, 74 - 3º andar – Cj. 35
Brooklin – CEP 04622-001 - São Paulo - SP
Brasil
CNPJ: 11.949.010/0001-94
T: (5511) 2445 5320
F: (5511) 2445 5321
DECLARATIONS TO BE SHOWN ON AWB/BL
Permanent and temporary goods must be shipped separately on different AWB's & invoices.
The following declarations must be mentioned on AWB and BL
TEMPORARY SHIPMENTS
“CARGO DESTINED TO STROKE 2012 FROM October 10-13 , 2012 AT Ulysses Guimarães Convention Center Brasilia, Brazil, RETURNING TO THE ORIGIN AFTER
THE FAIR”
DEFINITIVE SHIPMENTS
“CARGO DESTINED TO STROKE 2012 FROM October 10-13 , 2012 AT Ulysses Guimarães Convention Center Brasilia, Brazil, TO BE CONSUMED DURING THE FAIR”
The following information is mandatory on B/L:
 Number of pallets - description of the goods – weight in kg; CBM; HSCODE
 Number of plastic drums - description of the goods – weight in kg; CBM; HSCODE
 Number of wooden crate - description of the goods – weight in kg; CBM, HSCODE
 Number of cardboard boxes - description of the goods – weight in kg; CBM, HSCODE
IMPORTANT REMARKS
 All freight coming to Brazil for a trade show/fair/exhibition must be shipped on PRE-PAID basis and amount of freight clearly shown on AWB/BL.
 Freight “AS AGREED” is not acceptable by Brazilian Customs.
 Temporary admission shipments will be re-exported on collect basis.
 Definitive and temporary shipments must be imported into Brazil in separated packages and with separate documentation - AWB/BL and invoices
 Import license might be applicable depending on the nature of goods, please make sure to e-mail us copy of invoice before you ship goods so that we can
check restrictions and advise import license formalities.
 Medical and Dental goods importation – most of these items require import license. The process to obtain the license takes over 30 days. Cargo can only
depart from origin after the license is issued. The required documentation to apply for import license are: certificate of origin; certificate of free sales/ health;
invoice; packing list and further if necessary, copy must be sent by e-mail for application purposes
 Invoice must be issued whether in English or in Portuguese
 2 original sets of invoice must be submitted together with AWB/BL–Photocopies are NOT accepted
 Realistic values of goods must be declared to avoid problems with Brazilian authorities that may question the values declared on the invoice Brazilian
customs inspect all shipments comparing physical cargo with each invoice. In case of any discrepancy, the whole shipment is subjected to customs delays, fines
and/or seizure.
 Kindly make sure all shipments are properly weighted and weight declared on export documents match with actual weight
3 – INVOICE/PACKING LIST
CONSIGNEE
VENTANA SERRA SHOWS E EVENTOS LTDA
Rua Laplace, 74 - 3º andar – Cj. 35
Brooklin – CEP 04622-001 - São Paulo - SP - Brasil
CNPJ: 11.949.010/0001-94
T: (5511) 2445 5320
F: (5511) 2445 5321
PLEASE SHOW THE FOLLOWING INFORMATION ON INVOICE/PACKING LIST
 Number of packages
 Itemized gross and net weight
 Total gross weight
 Complete description of goods including part and serial numbers, models and itemized HS CODE.
 Itemized unit and total prices (“NO COMMERCIAL VALUE” declaration is not accepted by Brazilian Customs)
 The following declaration must be included on the invoice:
 customs physical inpsection is very strict so please make sure not to miswrite any info as it is may cause delays
and fines
TEMPORARY SHIPMENTS
“CARGO DESTINED TO STROKE 2012 FROM October 10-13 , 2012 AT Ulysses Guimarães Convention Center Brasilia, Brazil, RETURNING TO THE ORIGIN AFTER
THE FAIR”
DEFINITIVE SHIPMENTS
“CARGO DESTINED TO STROKE 2012 FROM October 10-13 , 2012 AT Ulysses Guimarães Convention Center Brasilia, Brazil, TO BE CONSUMED DURING THE FAIR”
4. HANDLING COST
In order to get estimated cost for logistics services we kindly ask you to fill in the attached "qoute request" form
and send it back to the following:
[email protected]
[email protected]
5 - HOLD HARMLESS LETTER
All shipments coming into Brazil a Customs Power of Attorney / Hold Harmless Letter will be required to perform clearance on your behalf. This document must
be issued on exhibitor’s company letter head paper and signed
HOLD HARMLESS LETTER
This letter is to acknowledge our understanding of the shipping instructions issued by VENTANA SERRA SHOWS E EVENTOS LTDA.___PERSON NAME___, ____TITLE_____, understand that all freight
shipped on behalf of _____EXHIBITOR NAME___________ADDRESS___________, will be either returned to the origin or sold to a licensed Brazilian importer. We understand that in either case
VENTANA SERRA SHOWS E EVENTOS LTDA is the Representative in Brazil to handle all customs matter. We also hereby accept any bonded storage charges that may incur during the process of re
export or nationalization.
As specified in the shipping instructions, we accept as our responsibility to make sure that all our equipment for the above mentioned show will be properly insured against all risks.
We also understand that we will gain custody of our products during move in STROKE 2012 show. From the time we receive our goods from VENTANA SERRA SHOWS E EVENTOS LTDA. we
______EXHIBITOR_______ will be responsible for the safety and security of our exhibits. We therefore hold harmless VENTANA SERRA SHOWS E EVENTOS LTDA. from any duties, taxes fines and/or
penalties levied by the Brazilian Government as result of discrepancies between the inbound and the return shipment, regardless of the reason for the discrepancies.
We ______EXHIBITOR____ hereby confirm that is our understanding that in case goods are lost or stolen, all duties, taxes, fines and/or penalties levied by the Brazilian government will still applied
and will be paid by our company in full at your first request and with no delays.
We shall be liable for the immediate and irrevocable reimbursement of any and all amounts of duties, taxes, fines and/or penalties imposed by Brazilian customs through VENTANA SERRA SHOWS E
EVENTOS LTDA.
CARTA DE ISENÇÃO DE RESPONSABILIDADE
Esta carta tem por finalidade confirmar nosso entendimento acerca da instrução de embarque emitida pela VENTANA SERRA SHOWS E EVENTOS LTDA.___PERSON NAME___,____TITLE_____
entende que todos os fretes embarcados por parte da_____EXHIBITOR NAME___________ADDRESS___________, serão devolvidos à origem ou vendidos a um importador brasileiro licenciado.
Entendemos que em qualquer um dos casos a VENTANA SERRA SHOWS E EVENTOS LTDA é a Representante no Brasil encarregada dos trâmites aduaneiros. Outrossim, também aceitamos, por meio
deste instrumento, quaisquer encargos relativos a mercadorias alfandegadas armazenadas que porventura possam incorrer durante o processo de re-exportação ou nacionalização.
Consoante com as instruções de embarque, aceitamos como nossa responsabilidade de assegurar que todos os nossos equipamentos para a feira acima mencionada (sic) sejam adequadamente
protegidos por seguro contra todos os riscos.
Entendemos, também, que teremos a custódia de nossos produtos durante mudanças na feira STROKE 2012 . A partir do momento em que recebermos nossos produtos das mãos da VENTANA
SERRA SHOWS E EVENTOS LTDA a ______EXHIBITOR____, será a responsável pela segurança total de nossas exposições. Sendo assim, damos plena isenção de responsabilidade a VENTANA SERRA
SHOWS E EVENTOS LTDA por quaisquer obrigações, impostos, multas e/ou penalidades porventura cobradas pelo governo brasileiro em decorrência de eventuais diferenças entre o embarque de
chegada e o de retorno.
Por meio deste, nós ______EXHIBITOR____, reiteramos ser nosso entendimento que, no caso de serem perdidas ou roubadas às mercadorias, todas as obrigações, impostos, multas e/ou
penalidades cobradas pelo Governo brasileiro continuarão a vigorar e serão pagas integralmente por nossa empresa, tão logo V.S. solicite e sem maiores delongas.
Outrossim, seremos responsáveis pelo reembolso imediato e irrevogável de todos e quaisquer montantes referentes a obrigações, impostos, multas e/ ou penalidades impostos pela Alfândega
brasileira através da VENTANA SERRA SHOWS E EVENTOS LTDA .
SIGNATURE/ASSINATURA ___________________ DATE/DATA ___________________________
6 – BOOTH RENTAL CONTRACT
Copy of booth rental contract is required for customs import formalities purposes. Please make sure contract is signed off by the same company acting on
shipping documents as exporter, shipper or exhibitor. In case invoice is issued on freight forwarder’s invoice forms please make sure to declare into shipper box
freight forwarder details C/O exhibitor details.
7 – CERTIFICATES
CERTIFICATE OF ORIGIN
Required for:
 Shipment proceeding from countries members of MERCOSUR (South America)
 Shipment consisting of food, beverage or any other product controlled by Health, Agriculture and Ministry of Defense
CERTIFICATE OF ANALYSIS
Required for:
 Shipment consisting of food, beverage, cosmetics or any other product controlled by Health, Agriculture and Army Ministries
 This document bears chemical percentage break down per product listed on invoice
FREE SALES CERTIFICATE
Required for:
 Shipment consisting of food, beverage or any other product controlled by Health, Agriculture and Ministry of Defense
 This document states that product is currently sold at origin and cause no harm to human beings
****Certificates are only required for specific goods controlled by Brazilian Authorities
8 – GENERAL INFORMATION
 Trade advertising material, give-away, printed matters, expendable items and material with CPT/CFR values up to U$ 3,000.00 intended to be disposed in the course of the
exhibition can only be imported duty free upon release of import license prior to freight departure at origin. Duty free request/import license must be processed to Customs
authorities ahead of time and, at least, 15 days prior to shipment departure. This does not insure Duty free/Import License will be authorized. In case Customs performance, on
duty free request, takes more than 15 days, shipment must be held up at origin until we receive authorization and release confirmation from Customs to proceed with shipment
to Brazil. Note that duty free request will only cover exemption of 2 types (I.I & I.P.I) of import duties charged by Brazilian government, but 3 other import duties(P.I.S, COFINS,
I.C.M.S) will still be charged and no way to get exemption
 Return shipments might take approximately from 3 to 4 weeks to be re-exported back to origin after the show
 Temporary admission bond terms are usually authorized by customs for a 30 days period and can only be extended if show which cargo is officially destined to is
prorogated or if cargo participates of more than one event in a row, in this case we need proof of participation of each show individually.
 Pack all goods securely in reusable boxes or wooden crates that are both durable and waterproof. If goods are packed in cardboard boxes, please be advised that
VENTANA SERRA SHOWS E EVENTOS LTDA cannot be responsible for any damages or losses that might occur to the contents.
 We strongly recommend to not shipping anything by courier services once they are not allowed to clear customs in Brazil. Neither VENTANA SERRA SHOWS E EVENTOS
LTDA nor the show organizer is responsible for possible problems if you use courier services.
 Brazilian authorities have issued requirements for imported solid wood packing material (SWPM). All wood packaging must be treated and marked which certifies the
approved treatment on two opposite sides of the WPM. The Mark should contain the valid symbol approved by IPPC, country code, unique number of the producer / treatment
facility designated by the National Plant Protection Organization (NPPO) of exporting countries and treatment methods (HT, MB)
QUOTE - STROKE 2012 - Brasilia
FROM
HERMES EXHIBITIONS
TO
QUOTE:
DATE ISSUED:
CARGO DATA
SHOW: STOKE 2012
REFERENCE:
EXHIBITOR:
AIR/SEA:
MAWB or B/L:
HAWB - B/L:
FOB VALUE US$:
WEIGHT (KG):
FREIGHT VALUE US$:
CBM:
CIF VALUE US$:
TEMP/ DEF:
FROM:
TO:
CNT 20 / 40 / LCL: -
INBOUND
DESCRIPTION OF SERVICE
# PIECES:
OUTBOUND
DESCRIPTION OF SERVICE
US$
1- AWB Cost
2- Airport fee-(estimated) 10 DAYS
17- On-site Handling
18- Trucking Show-site to Bonded
3- Sea Freight Tax - A.F.R.M.M
19- Transportation insurance
4- Bonded transfer (Airport to Bonded)
20- Bonded warehouse (10 days)
5- Bonded transfer (Port to Bonded)
21- Customs Broker Union fee
6- Transportation insurance
22- Administration Fee
7- Bonded Warehouse (10 days)
23- Customs Clearance
8- Customs Clearance
24- Bonded transfer (Bonded to Airport)
9- Customs Broker Union fee
25- Bonded transfer (Bonded to Port)
10- Import Duties and Taxes*(estimated)
26- Transportation insurance
11- Administration Fee
12- Trucking GRU / VCP airport to Show-site 1000 km away***
27- Port fee (estimated) as per receipt
US$
28- Airfreight rate
13- Transportation insurance
Airfreight US$
0.00
14- On-site Handling
15- Storage of empties
FSC Fee US$
AWB Fee
0.00
16- Delay Fee
DBC Fee
29- Sea Freight rate
Subtotal
Total US$
REMARKS
This is na estimated quote and will be revised
upon shipment pre-alert
Insurance policy does NOT cover robbering
loading and offloading. Therefore roundtrip
insurance is required to all shipments
* Do not include Brazilian taxes to issue fiscal receipt
0.00
Subtotal
0.00
0.00
EXHIBITION GOODS
For the exhibitor's stand only
Air freight shipments
Exhibitor's Name
Stand/ Booth Number
Contact Person
Mobile Phone
VENTANA SERRA Shows e Eventos LTDA
Rua Laplace, 74 -3 andar - Cj 35
Brooklin - CEP 04622-000 Sao Paulo - SP
Brasil
Att: Sidnei Brandao / Tel: 55 11 2445 5320
Box ______ out of __________
EXHIBITION GOODS
For the exhibitor's stand only
DIRECT TO VENUE
Exhibitor's Name
Stand/ Booth Number
Contact Person
Mobile Phone
Congress STROKE 2012
Ulysses Guimarães Convention Center
Via S Um Oeste,
Postal code: 70070-350
Brasilia, Brazil
Att: Mr. Gil Orevi / Mobile 972 54 6787910
Box ________ out of ______________
INSERTS
For participant bags
Air freight shipments
Exhibitor or company name
Stand / Booth Number if relevant
Contact Person
Mobile Phone
VENTANA SERRA Shows e Eventos LTDA
Rua Laplace, 74 -3 andar - Cj 35
Brooklin - CEP 04622-000 Sao Paulo - SP
Brasil
Att: Sidnei Brandao / Tel: 55 11 2445 5320
Box ______ out of __________
INSERTS
Direct to venue
Domestic Cargo / Courier Shipments
Exhibitor or company name
Stand/ Booth Number if relevant
Contact Person
Mobile Phone
Congress STROKE 2012
Ulysses Guimarães Convention Center
Via S Um Oeste,
Postal code: 70070-350
Brasilia, Brazil
Att: Mr. Gil Orevi / Mobile 972 54 6787910
Box _____ out of __________
MARKETING/ PROMOTIONAL MATERIAL
For the congress unmanned display
Air freight shipments
Exhibitor's Name
Contact Person
Mobile Phone
VENTANA SERRA Shows e Eventos LTDA
Rua Laplace, 74 -3 andar - Cj 35
Brooklin - CEP 04622-000 Sao Paulo - SP
Brasil
Att: Sidnei Brandao / Tel: 55 11 2445 5320
Box _____ out of __________
MARKETING/ PROMOTIONAL MATERIAL
For the congress unmanned display
Direct to venue
Exhibitor's Name
Contact Person
Mobile Phone
Congress STROKE 2012
Ulysses Guimarães Convention Center
Via S Um Oeste,
Postal code: 70070-350
Brasilia, Brazil
Att: Mr. Gil Orevi / Mobile 972 54 6787910
Box _____ out of __________