Shipping/Materials & Handling
World Wide Shipping Instructions
This Shipping Manual will assist you in your preparation for the correct and timely dispatch of exhibits to Cancun for the AAPG/SEG International Conference & Exhibition 2016. We advise you to read this manual carefully.
Failure to comply with the following deadlines and instructions will cause unnecessary delays in clearance and may lead to additional expenses.
Agility Fairs and Events in conjunction with Jaguar Trafimar, can provide the following services for your company: transportation from origin point overseas,execution of all documentation necessary to comply with Mexican Custom Regulations, ensure that commercial invoices are complete and in the proper format, schedule and supervise the international movement of your material; monitor custom clearance through the foreign port or airport; arrange delivery to your stand. A Jaguar Trafimar and Agility Fairs and Events representative will be on-site to assist you.
All business is conducted on the basis of our General Standard Trading Conditions- available upon written request.
All exhibitors are requested to direct all correspondence concerning the exhibition to:
Jaguar Trafimar Logística, S.A. de C.V.
Col Los Morales Polanco
11540 México, D.F.
Contact: Miguel Angel Lara
US & International Exhibitors
Agility Fairs and Events Logistics Ltd
1100 Tamiami Trail, Suite B
Venice, Florida 34285
Contact: Melissa May
Import of Samples, Office Materials and/or Give Away Materials
All promotional materials to be distributed during the event shall be marked with corporate logo and/or name of the event, otherwise would not be able to be cleared from customs as they are subjected to import permits (key rings, stuffed toys, pens, memory sticks, etc).
Please also note that stationary to be utilized by the exhibitor during the event IS NOT CONSIDERED BY CUSTOM AUTHORITIES AS PROMOTIONAL MATERIAL OR GIVEAWAY should such material be included within the shipment, the consignment will be refused and returned to origin.
In addition to the above mentioned, please note that all product samples and/or giveaways must be individually labeled with the following wording, and must be packaged and listed on separate invoice:
“Samples for Free Distribution at AAPG/SEG 2016 Cancun”
Shipments Through Courier Companies
Courier companies such as DHL, FEDEX, UPS, etc are not able to complete temporary import Customs procedures, thus we encourage you not to use such courier services for exhibit materials.
Courier companies also cannot complete permanent entry for materials exceeding a weight of 0.5 kgs and / or a value above USD 50 and instead, they would hand over the shipment to a designated custom broker. We encourage
you to get detailed information at your end through the courier service of your choice.
Should Jaguar Trafimar / Agility have to become involved to finalize Customs clearance procedures, additional charges will be applied as per the official International freight tariff.
Pre-Alert on Shipment
Exhibitors are requested to send us by telefax or e-mail a ‘Pre-Alert of Shipment’ for all cargo arriving at Veracruz port or Cancun International airport.
If there is any special handling required on arrival in Mexico, please specify so that we can plan and execute accordingly.
All business is conducted on the basis of our General Standard Trading Conditions- available upon written request
Routing & Consignment Instructions
Exhibitors may ship their exhibits or stand materials “Freight Prepaid” to Mexico by the following modes of transport:
Sea freight via Veracruz
Freight Deadline Arrival Date: 22nd August 2016
Jaguar Trafimar will arrange transit to the venue in CANCUN by truck from the port. For this mode, exhibitors are requested to consign the shipping documents to:
Consignee: Jaguar Trafimar Logística, S.A. de C.V.
A.A Jorge Enriquez Serralde
Attn: Angeles Juarez
Direct shipments to CANCUN from abroad by Air
Freight Deadline Arrival Date: 29th August 2016
For this mode, Jaguar Trafimar will take over exhibits after unloading at CANCUN airport. Goods will then be trucked to the venue in CANCUN. The shipping documents must be consigned to CANCUN airport as follows:
Consignee: Jaguar Trafimar Logística, S.A. de C.V.
C/O Agencia Aduanal Del ValleE, S.C.
Cancun Intl. Airport
ATN. LIC. Jose Luis Leyva
Tel: (5255) 2603-4040
Fax: (5255) 2603-4041
Please ship on a direct IATA AirWaybill.
All shipping documents must be mailed to Jaguar Trafimar Logística, S.A. de C.V. as follows:
- Combined Commercial Invoice & Packing List — 1 original + 5 copies
- Catalogues for all machinery/equipment — 2 sets
- Certificate of origin — 1 original + 1 copy
Above mentioned documents together with original B/L must be mailed to reach Jaguar Trafimar Logística no later than 10 days before sea cargo arrival at Mexican seaport. Copy docs must be emailed to email@example.com prior to dispatch from origin
Documents together with copy of AWB must be mailed to reach us no later than 4 days before Air cargo arrival in Cancun airport. Copy docs must be emailed to firstname.lastname@example.org prior to dispatch from origin.
All invoices must provide accurate information regarding quantity, description (English and Spanish) size/weight and values of each item being shipped. Quantities and contents listed on your commercial invoices must match exactly with those actually being shipped. Giveaways and printed material should also be given a specific description and accurate quantity such as 75 ballpoint pens or 540 corporate annual reports. All cartons will be opened by Mexican Customs for inspection. Please also indicate the Customs Tariff number, Schedule B or Brussels Commodity code number for all items shipped. This information should be available from your corporate shipping department. If, however, you have difficulty in obtaining this information, please contact Agility Fairs and Events for advice.
Invoice descriptions need to be simple; easy-to-understand terms and provided in both English and Spanish language. If you cannot provide the translation, Jaguar Trafimar will arrange for this translation for a nominal charge. However, it is important to leave adequate space between items on your invoice for translation.
Items for temporary importation into Mexico (any item that will be re-exported at the end of the show) must be packed and invoiced separately from those that will be permanently imported (sold, given-away, distributed). Invoices should plainly indicate whether the goods are for temporary or permanent importation. Items for permanent importation will be subject to the payment of duty and I.V.A. (V.A.T).
Customs Clearance in Mexico
The combined commercial invoice and packing list prepared is the only document required by Mexican Authorities. This is also, the same form used for the customs inspection and examination of exhibits at the exhibition grounds. This form acts as an exhibitor’s official commercial invoice.
- Commercial invoices and packing lists can be combined on one document if they list quantity, description, and value of EACH ITEM shipped as well as weight and dimensions of EACH PACKAGE in this shipment, Including Customs Tariff codes.
- Your company's tax ID, VAT or GB Number and any applicable license numbers should also appear on the commercial invoice.
- Make sure to include (in English and Spanish), a complete, precise and simple non-technical description of all items on the commercial invoice.
- Please include the case size and cubic meters (CBM). The following calculations will provide assistance: LxWxH in inches x 0.0000164=CBM
- Material not returning from the show (i.e. items to be solde, literature, giveaways, etc.) must be packed and listed on a separate invoice. As a separate permanent entry would have to be completed.
Important: Please note that All Shipments would be inspected by Customs Brokers to ensure that all goods declared in the commercial / pro forma invoice would match with those packed into crates and or boxes / cartons and to avoid customs fines and/or confiscation of goods.
Please also make sure that values declared in the invoices are actual commercial values as undervaluation would arise on expensive penalties and the application of countervailing duties.
In any of the mentioned cases, Agility Fairs and Events & Jaguar Trafimar Logistica would not be liable for any delay in customs clearance.
Material not returning from the show (i.e. items to be solde, literature, giveaways, etc.) must be packed and listed on a separate invoice.
Shipments Covered by ATA Carnet
For shipments covered by ATA Carnet, please note that the exhibitor shall complete the Pre-registration form which is located within the website of the Mexican Chamber of Commerce
Please state during such registration, the following person as “Representante /Details of Representative”
For Airfreight Cargo to Mexico City Airport: Mr. Alejandro Barron Calixto
For Seafreight Cargo to Veracruz port: Mr Jose Manuel Quino Perez
Please also issue Power of Attorney to mentioned person to enable and arrange Customs clearance on your behalf.
Exhibitors should declare to customs, upon arrival at the airport, all hand-carried items in their customs declaration form which exhibitors must complete upon arrival in Mexico.
Please be advised that every hand-carried shipment exceeding the value of US$300.00 is subject to Mexican duties and taxes. Hand-carried shipments exceeding the value of US$1,000.00 require a Mexican custom broker to arrange custom formalities. Please understand that the custom formalities of hand-carried items require the presence of the importing person and the clearance can take up to two days.
If you are hand-carrying goods, it is important that you fax us a copy of your commercial invoice, packing list, flight itinerary, airport of destination in Mexico and passport.
Packing of Exhibits
Exhibitors are advised to provide strong packing cases for the transportation of the exhibits which can withstand the rough handling at port of loading and discharging (by stevedores) and including transit forwarding, unpacking and repacking operations at the venue.
For main exhibits, we recommend bolted returnable type of cases to be used. This is to avoid unnecessary repair and reconstruction of cases in the event of damages due to handling whilst in transit.
Closing of Exhibition
Jaguar Trafimar will return empty cases from the appointed storage area to stand at the close of show, when deemed safe to enter the halls. Jaguar Trafimar will assist in re-packing according to exhibitor’s requirements and will go through customs clearance on behalf of exhibitors.
Exhibitors are requested to declare to Customs on the Combined Commercial Invoice and Packing List the disposal of their exhibits as follows:
- To be returned
- Given away/sold
Exhibitors must not leave the exhibition before handing over return exhibits as well as exhibition documents to Agility Fairs and Events / Jaguar Trafimar. Missing items which have been left unattended cannot be under the responsibility of Agility / Jaguar.
Outbound Customs Clearance
Agility Fairs and Events / Jaguar Trafimar will be held responsible by Mexican custom authorities for final settlement of all customs formalities. Therefore, exhibitors should not allow their exhibits to be taken away from the show ground without prior arrangement with Customs through Jaguar Trafimar. Customs re-export formalities take up to 10 days to process. Please bear this in mind whilst planning for the next use of your equipment. In the event of non-compliance and loss of exhibits during the show prior to handover to Jaguar Trafimar, the exhibitor shall be held responsible for the duty and taxes and penalty by Mexican Customs if any. All charges shall be additional for account of the exhibitor.
PLEASE NOTE: There will be a hand over fee for the items handed over to another agent/Broker to arrange the permanent clearance after the event of US$ 350.00
Return of Exhibits
All exhibits, which have not been sold, consumed or given away, must be re-exported from Mexico or delivered to a bonded warehouse. All return shipments, by air or sea, will only be arranged when all re-export customs clearance procedures are completed.
Temporary imports are allowed to stay in a bonded warehouse no longer than eight months. After this period, all exhibits will be returned in order to close all pending custom files. Please be advised that all storage and handling fees are the exhibitor’s responsibility and will be charged accordingly.
It is the responsibility of each exhibitor to cover for transport insurance, during the exhibition and the return of exhibits to domicile, including the period the exhibits are handled by us.
As our tariff is computed on the basis of volume or weight and has no correlation with the value of exhibits, it follows that the cost of insurance cover is not included in our charges and exhibitors shall themselves ensure that there is adequate insurance charge for their goods and such insurance shall include a waiver of subrogation against Jaguar Trafimar / Agility Fairs and Events and/or subcontractors.
Use of Jaguar Trafimar / Agility Fairs and Events services, implies acknowledgment and acceptance of the foregoing.