AIRWAYS FREIGHT NeoCon Exhibitor Resources Owner’s Manual
- June 15, 2024
- AIRWAYSFREIGHT
Table of Contents
AIRWAYS FREIGHT NeoCon Exhibitor Resources
Specifications
- Set Up: June 4th – 8th
- Event Dates : June 10th – 12th
- Move Out: June 12th – 19th
- Airfreight Deadline: May 28th
Product Usage Instructions
-
Set-Up
The set-up for Neocon 2024 will take place from June 4th to June 8th. During this time, exhibitors should prepare their booths and arrange their merchandise accordingly. -
Event Dates
The event will be held from June 10th to June 12th. This is the main period when attendees will visit the exhibition and interact with exhibitors. -
Move Out
After the event concludes on June 12th, exhibitors will have until June 19th to move out their booths and merchandise. Please ensure that you adhere to the move-out schedule to avoid any inconvenience. -
Airfreight Deadline
If you are shipping your merchandise via airfreight, it must arrive at Chicago (ORD) airport no later than May 28th. This deadline ensures that your products are available for set-up before the event.
Consignment Instructions
If you are using ocean bills, air waybills, labels, or packing lists for
your shipments, please follow these instructions:
- Exhibitor Name / Booth #: [Your Exhibitor Name] / [Your Booth Number]
- Shipping Address: Neocon 2024 Merchandise Mart, 200 World Trade Center, Chicago, IL 60654
- For Delivery DIRECT TO SHOW SITE: Airways Freight Corp. PH 800-228-4220
- Notify: FX 479-442-6080, Email: intshows@airwaysfreight.com
Courier Shipments
We strongly discourage the use of a Courier Service for the dispatch of your
material to the exhibition. Due to importer regulations, we will not be able
to assist with customs clearance of courier shipments of any material from
outside the US.
Documentary Requirements
For customs clearance, the following documents are required:
- 1 original and 5 copies of commercial invoice & packing list
- Separate commercial invoices should be provided for temporary and consumable entries (consumables include give-away items).
- Invoices should detail the contents of each carton in English and should state per unit as well as total value.
- Invoices should contain full descriptive detail of each commodity shipped along with any corresponding model and serial numbers for equipment or hardware.
- Pre-sold goods must be clearly identified as such, so that appropriate importer information, and customs data, can be gathered prior to entry. Please notify us prior to shipment if your equipment has already been sold.
- Dangerous goods must be shipped in accordance with IATA dangerous goods regulations (Air). Special arrangements must be made for their movement.
- All shipments must be pre-alerted to Airways Freight Corporation, 2 days prior to arrival for air freight, and 7 days prior to arrival for sea freight shipments.
Pre-alerts should include carrier name and bill numbers, arrival flight/vessel details, as well as copies of all shipping documents. Please note that different regulations apply for shipping medical devices.
SET UP:
|
June 4th – 8th
---|---
EVENT DATES :
|
June 10th – 12th
MOVE OUT :
|
June 12th – 19th
_ _AIRFREIGHT DEADLINE:__
| AIRFREIGHT shipments must arrive to Chicago (ORD) airport no later than:|
May 28th
---|---|---
CONSIGNMENT INSTRUCTIONS
(for Ocean Bills, air waybills, labels, packing lists):
For Delivery DIRECT TO SHOW SITE:
Exhibitor Name / Booth #| Notify:| Airways Freight Corp.
Neocon 2024| PH800-228-4220
Merchandise Mart| FX479-442-6080
200 World Trade Center Chicago, IL 60654|
Email:intshows@airwaysfreight.com
MARKING INSTRUCTIONS:
All pieces or shipping crates must be clearly marked as shown below: Pieces on
pallets, even if they are banded and shrink wrapped, should be individually
labeled. All wood packing material entering the USA is now subject to ISPM
standards, so all non-manufactured wood packing and dunnage material must be
heat-treated or fumigated and marked with the IPPC stamp. See also:
www.aphis.usda.gov
Neocon 2024 Merchandise Mart 200 World Trade Center Chicago, IL 60654
- EXHIBITOR: ____
- BOOTH NO___
- CASEOF
- GROSS WT: __ KGS
- NET WEIGHT ___ KGS
MADE IN (COUNTRY OF ORIGIN)
CUSTOMS CLEARANCE
Airways Freight Corporation will arrange for all customs clearance for both
the import and export of your exhibition materials. All articles for give-
away, sales, or consumption, will be cleared as dutiable entries. For goods
that will be re-exported, we recommend use of an ATA Carnet. Please, however,
ensure your invoices clearly distinguish between items that will be consumed
and items that will be re-exported. A template of this document is included in
this attachment for your reference. All commercial invoices should be sent to
us prior to shipment for our review at:
intshows@airwaysfreight.com
COURIER SHIPMENTS:
We would strongly discourage the use of a Courier Service for the dispatch of
your material to the exhibition. Due to importer regulations, we will not be
able to assist with customs clearance of courier shipments of any material
from outside the US.
DOCUMENTARY REQUIREMENTS
1 ORIGINAL AND 5 COPIES OF COMMERCIAL INVOICE & PACKING LIST
- Separate commercial invoices should be provided for temporary and consumable entries (consumables include give-away items). Invoices should detail the contents of each carton in English and should state per unit as well as total value and should contain full descriptive detail of each commodity shipped along with any corresponding model and serial numbers for equipment or hardware.
- Pre-sold goods must be clearly identified as such, so that appropriate importer information, and customs data, can be gathered, prior to entry. Please notify us prior to shipment if your equipment has already been sold.
- Dangerous goods must be shipped in accordance with IATA dangerous goods regulations (Air) Special arrangements must be made for their movement. It is the shipper’s responsibility to properly label cargo containing dangerous goods and to properly complete the DG forms allowing their movement for the mode of transportation you require. Deadlines for dangerous goods shipments are 1 week prior to those deadlines listed above and prior approval of these documents must be obtained prior to shipment.
- All shipments must be pre-alerted to Airways Freight Corporation, 2 days prior to arrival for air freight, and 7 days prior to arrival for sea freight shipments. Pre-alerts should include carrier name and bill nos., arrival flight/vessel details, as well as copies of all shipping documents. See the note below regarding medical device shipping
- IMPORTANT NOTE : FORWARDER SERVICES ARE NOT THE SAME AS DRAYAGE SERVICES! Unlike shows in other parts of the world, on-site material handling (delivery from advance receiving, unloading from truck, positioning in stand, removal, storage, return of empties, and loading on truck), is managed by the General Contractor. In this case, that is the MART. This means, liability and responsibility for the cargo passes to the General contractor from us at the dock of the convention center, or advance receiving location. This also means a work order and payment arrangement must be made with both the forwarder (Airways) and the contractor (The MART).
ITEMS FOR IMPORT
Items for entry to the United States of course can vary in customs
requirements. Please be sure to clearly define and value each item for
shipment to NEOCON 2024 and provide information to Airways prior to shipping;
we will in turn review carefully and offer the correct guidance.
INSURANCE
It is up to the exhibitor to confirm that they have insurance in place with
their own provider, and that their policy will extend coverage of their stand
and equipment during transit to and from the show, as well as while it is on
the stand. If your policy provider cannot extend adequate coverage, please
contact Airways about obtaining proper coverage of your goods. NOTE- Standard
carrier’s liability will end at the dock of the convention center, so
shipments will be subject to the limits of liability stated in your MART
information once they arrive at the dock of show site or advance receiving
warehouse.
PAYMENT REQUIREMENTS: A valid credit card account number prior to delivery of your goods to the show must secure charges for all transportation, clearance, and delivery. Airways accepts VISA, MASTERCARD, and AMERICAN EXPRESS.
GETTING TO THE SHOW Airways Freight Corporation is pleased to offer complete forwarding services for international exhibitors. If you are in need of total transportation services from your door, please reach us at the contact information below. If you choose to use your own forwarder, it is imperative that they follow our instructions closely, and email a pre-advice to the address/number listed below. If you have any questions regarding this information, please reach us via email, phone, or fax at the contact information below:
USA & CANADA: 800-643-3525 (Toll
Free)
INTERNATIONAL : 479/442-6301
Fax : 479/442-6080
EMAIL : intshows@airwaysfreight.com
COMMERCIAL INVOICE/PACKING LIST
| SHIPPER | CONSIGNEE | SHOW / BOOTH # / EXHIBITOR | IMPORT STATUS |
|---|---|---|---|
| Exhibitor name/booth # Neocon 2024 Merchandise Mart 200 World Trade Center | |||
| Chicago, IL 60654 | Neocon 2024 Floor #: Booth #: |
PERMANENT TEMPORARY
CASE #| WEIGHT (LBS)| DIMENSIONS
L x W x H
| QTY| HARMONIZED TARIFF NO| DESCRIPTION IN ENGLISH OF CONTENTS OF EACH CASE#|
COUNTRY OF ORIGIN| VALUE (US$)
X | TOTAL USD $0.00
---|---
AUTHORIZED SIGNATURE OF SHIPPER/AGENT PAGE OF __
FOR DEBIT/CREDIT CARD PAYMENT ONLY: Please complete the form below and mail, fax or email to:
CARDHOLDER INFORMATION
- Print Name (exactly as shown on card)
- Phone Number:_____
- Fax Number:__
- CC Billing Address:_____
- Company Name:__
- Email address:_____
- Cardholder Signature:___I hereby promise to pay the authorized amount shown above to Airways Freight Corporation
Airways Freight Corporation P.O. Box 1888 Fayetteville, AR, 72702 3849 West Wedington Drive Fayetteville, AR 72704 (Toll Free) 800.643.3525 (Local) 479.442.6301 (Fax) 479.442.6522 www.AirwaysFreight.com
FAQ’s
What is the deadline for airfreight shipments?
Airfreight shipments must arrive at Chicago ORD airport no later than May 28th.
How should I mark my shipping crates?
All shipping crates must be clearly marked with the following information: Neocon 2024 Merchandise Mart, 200 World Trade Center, Chicago, IL 60654. Additionally, each piece on pallets should be individually labeled. Make sure to comply with ISPM standards for wood packing material.
What are the documentary requirements for customs clearance?
For customs clearance, you need to provide 1 original and 5 copies of the commercial invoice and packing list. Separate invoices should be provided for temporary and consumable entries. The invoices should detail the contents of each carton in English, state per unit as well as total value, and include full descriptive detail of each commodity shipped along with any corresponding model and serial numbers for equipment or hardware.
Official International Shipping & Customs Clearance Instructions
Airways Freight Corporation is pleased to be appointed as the official international exhibition forwarder for NEOCON 2024. In this capacity, we will be coordinating the freight forwarding, customs clearance, delivery, and re- exportation of international shipments after the closure of the exhibition. Two of the keys to a successful exhibition are early logistical planning and attention to detail. We therefore encourage you to take note of the key information contained in these instructions and start your successful planning now!
References
- Welcome Airways Freight provides customized logistics services
- USDA APHIS | Home Landing Page
- USDA APHIS | Home Landing Page