General Shipping Instruction

IOF REGIONALS BRAZIL 2012

1ST LATIN AMERICAN OSTEOPOROSIS MEETING
May 24th to 27th, 2012
Grand Hyatt Hotel, São Paulo - SP, Brazil

DOCUMENTS REQUIRED
1 - Shipping documents (AWB – B/L) 4 - Booth/space contract
2 - Invoice 5 - Certificates of origin, health and
3 - Hold Harmless Letter analysis*

*Required to goods controlled by Brazilian Health and Agriculture Ministries

1 - Shipping documents (AWB – B/L)

a) DEADLINES
• Air Freight shipments (Direct): Arrival at • FCL Ocean Freight shipments: Arrival at
GRU, VCP, GIG airport no later than: 15 Port of Vitoria, Santos or Port of Rio no
days prior to delivery later than: 20 days prior to delivery
• Air Freight shipments (Consolidation): • LCL Ocean Freight shipments: Arrival at
Arrival at GRU or VCP airport no later Port of Vitoria, Santos or Port of Rio no
than: 15 days prior to delivery later than: 20 days prior to delivery
• Air Freight Documents / Pre-alert: • Ocean Freight documents / Pre-alert:
Pre-alert is required 48 hours prior to Pre-alert is required 48 hours prior to
shipment departure. PLEASE DO NOT shipment departure from port of origin
SHIP CARGO WITHOUT OUR PREVIOUS and original documents must arrive 7
AUTHORIZATION!!! working days prior to vessel arrival.
b) CONSIGNING DETAILS
AWB and B/L in case of direct shipments MAWB in case of Air Freight consolidation

FULSTANDIG SHOWS E EVENTOS MC LTDA. FULSTANDIG SHOWS E EVENTOS MC LTDA.

Rua Eli, 164 – Vila Maria, São Paulo – Brasil Rua Eli, 164 – Vila Maria, São Paulo – Brasil
CEP 02114-010 CEP 02114-010
T: (5511) 2207-7650 T: (5511) 2207-7650
F: (5511) 2207-7654 F: (5511) 2207-7654
CNPJ: 05.231.625/0001-88 CNPJ: 05.231.625/0001-88
Ocean Freight consolidation HAWB in case of Air Freight consolidation:

OCEAN FREIGHT CONSOLIDATION FULSTANDIG SHOWS E EVENTOS MC LTDA.

SERVICES ARE NEITHER ACCEPTED NOR Rua Eli, 164 – Vila Maria, São Paulo – Brasil
AVAILABLE AT THE MOMENT. PLEASE DO CEP 02114-010
CONTACT OUR OFFICES FOR FURTHER T: (5511) 2207-7650
INSTRUCTIONS F: (5511) 2207-7654
CNPJ: 05.231.625/0001-88
c) FREIGHT CONDITIONS
• All freight coming down to Brazil for a trade show must be shipped on PRE-PAID basis
and amount of freight clearly shown on the body of AWB/BL.
c) Freight “AS AGREED”
• IMPORTANT NOTESis not acceptable by Brazilian Customs Authorities.
• Returning freights, in case of temporary admission, must be re-exported on collect basis.
• Permanent goods must be imported into Brazil separately from the temporary
ones. Therefore please make sure to issue separate AWB/BL and invoices, per
exhibitor, accordingly
• Import license might be applicable depending on the nature of goods. Therefore
please make sure to e-mail us copy of invoice ahead of time so that we can
advance import license formalities prior to shipment departure from origin
• Food/ Beverage/Medical/ Dental goods – most of them require import license.
The process to obtain the license takes 30 days. And the cargo can only be
shipped after the license is issued. The required documentation for the license
process is composed by: - certificate of origin (consigned to Fulstandig); -
certificate of free sales/ health; - invoice (consigned to Fulstandig); - packing list
(consigned to Fulstandig). Depending on the harmonized code of the product
other certificates can be required as well, so we require to inform the
harmonized code as soon as possible.
• 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 even if it bears original signature
• It is very important that realistic values are declared. Brazilian authorities have
the right to question the value declared on the invoice
• Customs authorities inspect every shipment according to each Invoice. In case of
any discrepancies, the complete shipment is potentially subjected to delays,
fines and/or seizure
• Please do not ship any cargo without our previous authorization
d) DECLARATIONS TO BE MENTIONED AWB/BL
Following declarations must be mentioned on AWB and BL (be sure to mention all
harmonized codes on BL body):
“CARGO DESTINED TO IOF REGIONALS BRAZIL 2012 – 1ST LATIN AMERICAN
OSTEOPOROSIS MEETING FROM May 24th TO 27th, AT Grand Hyatt Hotel , IN SÃO
PAULO, SP RETURNING TO ORIGIN AFTER FAIR (for temporary shipments only) or TO
BE CONSUMED DURING THE FAIR (for permanent shipments only)”

For the BL is mandatory to detail the packaging as following:

- In case it is pallets: Nr of pallets - description of the goods; weight in kg; the cbm;
the harmonized code.

- In case it is plastic drums: Nr of plastic drums - description of the goods; weight in

kg; the cbm; the harmonized code.

- In case it is wooden crate: Nr of wooden crate - description of the goods; weight in

kg; the cbm; the harmonized code.

- In case it cardbox: Nr of cardbox boxes - description of the goods; weight in kg; the
cbm; the harmonized code.
IMPORTANT NOTE: PLEASE MAKE SURE ALL SHIPMENTS (AIR AND OCEAN) ARE
WEIGHED AND WEIGHT FIGURES DECLARED ON EXPORT DOCUMENTS MATCH WITH
ACTUAL WEIGHT.
2 - Invoice
a) CONSIGNING DETAILS
FULSTANDIG SHOWS E EVENTOS MC LTDA.
Rua Eli, 164 – Vila Maria, São Paulo – Brasil
CEP 02114-010
T: (5511) 2207-7650
F: (5511) 2207-7654
CNPJ: 05.231.625/0001-88
SHOW NAME-VENUE - CITY-BRAZIL
b) THE FOLLOWING INFORMATION MUST BE INCLUDED ON THE BODY OF
INVOICE/PACKING LIST
• Number of packages
• Itemized gross and net weight
• Total gross weight
• Complete description of goods including part and serial numbers. Brazilian Customs are
very strict with serial numbers and models. Please make sure to have serial numbers and
models mentioned on the invoice. Heavy penalties can be charged by customs if there’s
any mistake. Itemized harmonized codes
• Itemized harmonized codes
• Itemized unit and total prices (“NO COMMERCIAL VALUE” declaration is not accepted by
Brazilian Customs authorities)
• Itemized gross and net weight
• The following declaration be included on the of your invoice:
• “CARGO DESTINED TO, RETURNING TO ORIGIN AFTER FAIR (for temporary shipments
only) or TO BE CONSUMED DURING THE FAIR (for permanent shipments only)”
“NO COMMERCIAL VALUE – SEM COBERTURA CAMBIAL”

3 - Hold Harmless Letter

For all shipments coming into Brazil, whether under temporary or permanent
basis, 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, signed and sent out together with shipping documents.

Hold Harmless Letter

This letter is to acknowledge our understanding of the shipping instructions issued by FULSTANDIG
SHOWS E EVENTOS MC 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 FULSTANDIG SHOWS E EVENTOS MC 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 IOF REGIONALS BRAZIL–
1ST LATIN AMERCIAN OSTEOPOROSIS MEETING 2012 show. From the time we receive our goods from
FULSTANDIG SHOWS E EVENTOS MC LTDA. we ______EXHIBITOR_______ will be responsible for the
safety and security of our exhibits. We therefore hold harmless FULSTANDIG SHOWS E EVENTOS MC
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 FULSTANDIG SHOWS E EVENTOS
MC LTDA..

SIGNATURE ___________________ DATE ___________________________

4 – Booth/ Space Contract
Copy of booth / space 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. This way we can prove customs exhibitor
who signed space contract will definitely attend the show.

5 - Certificates
a) CERTIFICATE OF ORIGIN
Required under the following circumstances:
• Shipment proceeding from countries members of MERCOSUR (South America)
• Shipment consisting of food, beverage, cosmetics or any other product controlled by
Health, Agriculture and Army Ministries
b) CERTIFICATE OF ANALYSIS
Required under the following circumstances:
• 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

c) HEALTH (FREE SALE) CERTIFICATE

Required under the following circumstances:
• Shipment consisting of food, beverage, cosmetics or any other product controlled by
Health, Agriculture and Army Ministries
• This document states that product is currently sold at origin and cause no harm to
human beings

IMPORTANT NOTE
ORIGINAL CERTIFICATES MUST BE SENT OUT TOGETHER WITH COPY OF INVOICE 10
DAYS BEFORE SHIPMENT DEPARTURE FOR IMPORT LICENSE PURPOSES.
PLEASE DO NOT SHIP ANY CARGO WITHOUT OUR PREVIOUS AUTHORIZATION.
THIS IS REALLY IMPORTANT!

6 – GENERAL INFORMATION
• All trade advertising material, give-away, printed matters, expendable items and
material with CPT/CFR values of 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

• Return shipments might take approximately from 3 to 4 weeks to be re-exported

back to origin

• 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. Prorogation for Show rooms presentation, testing performance
and any other event than the one originally requested are being refused by
Customs. Therefore, if by any chance, exhibitor knows ahead of time goods will
take part of private show, presentation or testing events please make sure to
contact us before shipping cargo to Brazil for further instructions
• 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)

This includes crating, pallets, cases, skids & dunnage. Shipments packed in non-
treated & marked wood material will not be permitted entry by Brazilian Customs,
and will be re-exported. WPM without approved mark = Treatment, Disposal or
Return to origin country

• 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
FULSTANDIG SHOWS E EVENTOS MC LTDA. cannot be responsible for any
demages or losses that might occur to the contents. Besides replacement
cartons may be very costly and difficult to find at the end of Show.

• We strongly recommend to not shipping anything by courier services once they

are not allowed to clear customs in Brazil. Neither Fulstandig nor the show
organizer is responsible for possible problems if you use courier services.