Instructions common

INSTRUCTION
for delivery of exhibits to Kiev

All points of this instruction are obligatory to follow up. In case of non-observance any of them, Expo-Dan is not responsible for the qualitative fulfillment of its obligations.

COMMON REGULATIONS

According to customs legislation for all exhibits, imported in Ukraine, the preliminary declaration (PP, PD) must be composed to cross the Ukrainian border, and full customs declaration (IM-31, IM-40) must be arranged in Kiev.

The preliminary declaration is the basis for passing the Ukrainian border. To compose it we need your invoice prepared and sent us for check in good time (minimum 4 days) before departure and the customs point of crossing pointed at Ukrainian border (you discuss it with carrier of shipment in advance).

Attention! Please do not send shipment before we check and confirm the invoice!

We compose the preliminary declaration, register it in Kiev custom-house  and they send it by e-mail to custom-house at the border, pointed us by you. We inform sender the number of this preliminary declaration.

After composing of transport documents sender must send us the copies of following documents (invoices, TIR Carnet, CMR, or AWB) by fax.

The sender must:

  • let driver know the number and the date of preliminary declaration (number you can write in CMR: column 13, item 2) and the custom point of border crossing;
  • pass the freight documents with the driver (minimum three copies of CMR and invoices he must give us in Kyiv);
  • pass the contract (see below) with the original stamp and signature of exhibitor with driver (if it is possible);
  • give “The Instruction for Driver” to driver.

Please pay your attention, if haulier changes truck or trailer at the way to Kiev, you need to inform us about this before truck’s arrival. Also please inform us if shipment comes in combined truck. 

After driver`s arrival at the Ukrainian border he informs the number and the date of preliminary declaration to customs official and pass him freight documents. The customhouse checks our declarations from e-mail &  documents of driver and let the truck cross the border (if there are not any problems and differs).

At the customs point on the border, driver must go through some control services and put some stamp on CMR:

  • sanitary-epidemiological control (stamp for Temporary Import – “Importation into Ukraine is permitted”, for Final Import – “Importation and using in Ukraine is permitted”)
  • ecological control;
  • radiological control;
  • quarantine control (for all exhibits in wooden and cardboard packages)

When driver arrives in Kiev he must contact Expo-Dan, telephone numbers are pointed in documents. Also, please, control the driver: he must get though registration at the customs-house, immediately after arrival.

DIRECTION HOW TO PREPARE INVOICE

1. TEMPORARY IMPORT

For all exhibits of temporary importation to the exhibition period (equipment, demo samples, models, etc)

Invoice-proforma _____(number & date)
Sender:    (name and address of the sender)
Recipient: EXPO-DAN Ltd, Code 23153901                         
                 Bolshaja Zhytomyrskaja,33, office 316, 318
                 Kyiv, Ukraine, tel.+380 44 581 35 36 

Exhibition:”Name of exhibition”


 Articles
including type 		Quan-
tity 		Unit Customs
code 		Gross Net Dimen-
sions 		Price
USD
1 TV set, TOSHIBA, Diagonal 72 cm, model model 20VL332B2, s/n 4016402000074 1 st. 8528126250 22
12 70x60x60 700
2 Frige SIEMENS one-compressor, white, two-cameras, volume – 200 l, model SWT 256 s/n 552846H519 1 st. 8418290000 85 60 150x60x60 500
Total:         107 72   1200

Show the number of places:    Sender`s seal & signature

  • Point the name and address of sender.
  • Point the name of exhibition and exact address of the recipient (see the example of invoice).
  • To compose the declaration we need information in the table (name of goods and translation into Russian, quantity, customs code, gross, net, price)
  • Point the number of places, which must coincide with TIR Carnet and CMR.

According to Ukrainian customs legislation, there are minimal prices for many goods. The lower prices cannot be used for customs registration in Ukraine. Pls agree with us.

Pls pay your attention, that all columns must be filled in and information in invoice and forwarding documents (CMR, Carnet-TIR, AWB) must be absolutely the same.

2. FINAL IMPORT

For advertisements, using during exhibition(catalogues, leaflets, posters, pens, etc)

Invoice-proforma _____(number & date)
Sender:    (name and address of the sender)
Recipient: EXPO-DAN, Code 23153901                         
              Bolshaja Zhytomyrskaja,33, office 316, 318
              Kyiv, Ukraine, tel.+380 44 581 35 36

Exhibition:”Name of exhibition”


 Articles
including type 		Quantity Unit Customs
code 		Gross Net Dimensions Price
USD
1 Ballpens /ðó÷êè 100 st. 96081099 2 1.5 35x45x25 10
2 Flags/ôëàæêè 15 st. 63071090 3 2 20
3 Catalogue/êàòàëîãè 500 st. 49111000 15 14 40
Total: 20 70

Conditions of delivery: DDU-Kyiv

Show the number of places:    Sender`s seal & signature

Please, pay your attention:

  1. According to Ukrainian customs legislation, price of advertisements (like catalogues, posters, etc), must be minimum 2 EURO per 1 kg gross.
  2. According to Ukrainian customs legislation, there are minimal prices for many goods. The lower prices cannot be used for customs registration in Ukraine. Pls agree with us.
  3. According to Ukrainian customs legislation, import of non-licensed CD-disks and VHS-cassettes are strictly prohibited. We recommend not to send a.m.goods and inform us.

Please, notice that all the exhibits, which will be used in the show, must be pointed in separate invoice as “For Final Import”. These goods must be imported on the basis of special customs declaration on which all duties and taxes are paid by Expo-Dan, and billed to exhibitor.

Please, describe ALL exhibits are in the truck.

All undeclared things, not pointed in invoices and found by customs inspectors are considered as contraband. It can course serious problems – arrest of the shipment and starting the court process.  The differs between invoice and other forwarding documents in weight, price and quantity can course the delay and more intensive control.

KINDLY ASK YOU TO SEND US INVOICES IN 4(FOUR) DAYS BEFORE DEPARTURE.

HOW TO PREPARE FORWARDING DOCUMENTS
(CMR, Carnet-TIR)

Also before departure we need following:

  1. Mob of the driver
  2. Customs point on the border.
  3. Pls send us copies of CMR and Carnet-TIR before departure.

CMR:

  1. Sender (point 1):
    Exhibitor’s name (If it’s forwarding agency, pls write: through (forwarder’s name)
  2. Description (point 6):
    Exhibition goods ......
    Quantity of places
    !Attention! Quantity of places must be the same in invoice, CMR, Carnet-TIR.
  3. Note (point 13):
    Customs clearance through Expo-Dan Ltd
    on terminal
    Kiev customs, Exhibition department
    prospekt Akademika Glushkova, 1
  4. Pls pass to the driver “Instruction for driver” (enclosure) .

CARNET-TIR

!Attention! Quantity of places must be the same in invoice, CMR, Carnet-TIR.

Contract

For the convenience of clients, we use the appropriate way for the contracts subscription: we send the contract to exhibitor by fax or e-mail and than the exhibitor must add his name, put the stamp & signature and send us back by fax.

If it is possible, please hand over this contract with the original stamp and signature of forwarder with driver. 

Special information

1. Time of delivery at the exhibition

Goods must arrive not less than 2 working days before the exhibition. If the exhibition starts on Monday the goods must arrive latest by the  Thursday midday. The arrival of goods  after the showed time can delay customs formalities and delivery of goods to the stand.

2. Temporary   importation ( Re-Export):

All the goods imported as Temporary import, must be returned to their home countries abroad in three days after the show

RETAIL SALES FROM THE STAND ARE STRICTLY PROHIBITED!
IT IS A SERIOUS BREACH OF  UKRAINIAN LEGISLATION!

Transport insurance

We  recommend to have insurance policies covering all accidents, which may happen during the shipping.

3. The measure of security

For security during assembling we recommend you to give us the list of the small and/or valuable goods.

4. Special  regulations

As there are some special customs procedures  and conditions for import of some goods, we kindly ask you to discuss this with us before departure.

ATTENTION!!! NEW RULES!!!

  1. All shipments arrived by road to our customs terminal must have ALL NECESSARY STAMPS assured on the border. Pls control your trucking companies in obtaining them:
    • RADIOLOGY
    • ECOLOGY
    • SES
      Absence of these stamps on CMR courses extra-charges 350 EURO billed to the sender.
  2. EXPO-DAN Ltd does not guarantee the clearance and delivery on time when ANY UNDECLARED THINGS (CD, video, others) are in the spmt. All of them customs officials consider as CONTRABAND and can start long and difficult affair with paying of extra-charges. This we should bill to the sender as far for immediate payment..  
  3. EXPO-DAN Ltd does not guarantee the on time clearance and delivery of goods sending by courier or express post (DHL, TNT, UPS)

Shipments arrived in this way can course extra-charges and delays.

All  questions, which are not risen in this instruction
must be discussed extra.
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