Careful crating and listing makes life easier
The Russians look very closely at the exhibits entering their country. Return transports are scrutinised just as meticulously. Attention to detail and an experienced forwarding agent are advisable to ensure the smooth transport of exhibition goods.
The cost of carrying exhibition goods eastward can bust more than finely calculated exhibition budgets Jürgen Schmiedel, MICE International Deutschland, Division: Concept 26, Erlangen, knows. Aside from the actual transportation, the necessary papers and customs formalities are also expensive. Exhibitors with experience of Russia therefore advise having only stand construction material and exhibits shipped out, particularly for fairs taking place in Moscow. It is better to buy everything that can be purchased in the capital, such as food and stand accessories, on the spot, not only for cost reasons. Schmiedel always makes sure to cooperate with haulage firms whose trucks are fitted out with GPS systems. "Often it's also convenient for coordinating exhibition projects if the drivers can be contacted by mobile phone," the account manager adds.
Another tip: It is important to make sure that estimates requested from forwarding agents are complete, Schmiedel says. He lists the items that are par for the course: "Apart from transportation from and to Moscow, the freight forwarder must draw up the carriage documents; then there is stallage, where necessary, at the borders (up to five days in some cases) and on site, and possibly convoy fees or border customs duties and import handling." Import handling comprises free delivery from arrival at the exhibition site to the exhibition stand, where the exhibition goods should be unloaded duty paid and packaged.
Export handling is also part of the quotation. The freight forwarder collects the packaged goods from the exhibition stand and they are loaded free. The forwarder then takes care of empties handling, customs registration fees, the preparation of customs value declarations and customs papers, translation of the consignment lists into Russian, the assignment of statistical consignment numbers and return goods clearance in Germany.
Absolute accuracy of the packing lists makes for smooth outward and return transportation. "The contents of each package must tally down to the last detail with the relevant packing list. That means you can't just specify a toolbox; you have to quote a box with ten screwdrivers and two hammers." Meanwhile almost all crates are opened on the outbound and return journey and their contents compared with the lists. "In the case of computers and high-grade products (particularly AV media technology) even the serial numbers on the equipment are checked against the numbers in the packing lists. If something is not right, unloading of the entire cargo can be delayed for an absolutely indefinite period. Equipment that does not match the lists is confiscated immediately and can only be redeemed from customs by a cash payment.
Additionally, because of customs clearance and duties, what arrives in Moscow and returns to Germany must be precisely identified and labelled. Another special feature is that stand construction material must always be repatriated in full. "Even carpeting has to go back - be it only a few odd pieces." For the return journey everything should be packaged exactly as it was for the outbound haul, Schmiedel advises. "Here, too, crates and lists must tally."
To be on the safe side, and sometimes also to expedite handling, the specialist says it is advisable always to have little things to hand such as cigarettes, pocket knives, ballpoints and the like. But here, too, "you mustn't smuggle anything, neither into Moscow nor out". When transporting promotion items, whose number must be quoted exactly, a little extra should always be packed for "good causes". "It's quite simple: small gifts oil the wheels and make working together easier," Schmiedel has learned. His advice: "So always take enough along with you."
On the return journey, crates are opened at random. Since many halls are monitored by cameras, "some of which are concealed", loading of the crates can also be watched. "You have to realise that you're really always under observation in one way or another," Schmiedel says. Were customs officers to find anything like vodka, caviar or even icons, it could cause major problems. "In a best-case scenario the forwarder will be able to sort matters out on the spot. But the entire consignment could also be impounded." If something like that happens, considerable problems can be expected with the next truckload, and it may cost more to bring it into the country.
m+a report Nr.4 / 2006 vom 15.06.2006
m+a report vom 15. Juni 2006