A HOW-TO GUIDE by Meeting Professionals International

Shipping
Best Practices

A how-to-guide for on-time,in-budget and intact package
deliveries for your events
AuthorMariela Mcllwraith, CMP, CMM, MBA, President, Meeting Change

WHETHER YOUR EVENT IS TAKING PLACE

domestically or internationally, you will likely have some shipping needs. Making sure that your materials arrive on time andin good condition are especially important for events as even adelay of a few days can mean having to make due without themfor your entire program.

Here’s your guide to ensuring that your materials arrive on-time,in-budget and intact for your next event.

Service Providers, Roles and Responsibilities

For domestic meetings, trade shows and events, Jayson Haynes,
managing director of hospitality and convention operations
at FedEx Office Office has the following advice: “Check to see
if your venue has an onsite business center provider withpack and ship services that can manage your packages—fromsmall parcels to pallets. Look for providers that can streamline
inbound, outbound and after-hours shipping that can track onproperty and not just to the property.
Shipping Best Practices | Page 1

Get to know some of the different service
providers, their roles and how they work
together to help get shipments to locations
around the world.
• Freight Forwarder: A freight forwarder manages the logistics ofmoving goods to your events. Freight
forwarders often specialize in certain
areas such as produce, livestock, heavymachinery or even special events.
Working with a freight forwarder thatspecializes in meetings, conventions
and special events generally means
they understand the needs of yourparticular shipment. Freight forwarders
typically don’t own their own equipment and instead have strong working
relationships with a variety of carriers,
couriers and airlines. One advantageof working with a freight forwarder is
flexibility. Depending on your needs,a freight forwarder can select from avariety of shipping options from its vast
network of suppliers. It can also selectoptions if you need your delivery at aparticular time, including weekends
and after-work hours.
• Carrier: A carrier is an asset-based
company as it generally own its own
equipment. It fills loads with a varietyof customer goods, including thosefrom freight forwarders. It can be costeffective to work directly with a carrier,and it gives you direct control over theselection of transport. Working directly
does have limitations though, including

only shipping to where their equipment
is scheduled to go and when it is scheduled to go there. Shipping options canalso be limited on size, depending on
the type of equipment the carrier has,such as vans, truck or planes.
• Courier: Traditionally, couriers specialize in small-parcel, overnight deliveries.
They are typically asset-based, meaningthat own their vehicles and equipment.
In some cases, couriers may also act
as freight forwarders and arrange thetransport of goods on other carriers tomeet their client needs.
• Customs Broker: A customs broker isengaged when your goods need to crossinternational borders. The servicesof a customs broker can be arranged
directly, or by your freight forwarder

Check to see if
your venue has anonsite businesscenter provider
with pack andship services thatcan manage yourpackages—fromsmall parcels topallets.

or carrier on your behalf. The customs
broker’s primary role is to manage theimport and export of goods to and froma country. They will typically work onbehalf of the local government to assess
any duties or taxes. As with freight forwarders, customs brokers also specialize in specific areas such as meetingsand conventions.

Paul Griggs, a vice president at Informa,
manages conferences and events worldwide—including Cargo Logistics Canada,
held annually in Vancouver. He shares thefollowing recommendations for working
with freight forwarders, couriers, carriersand customs brokers.
• When to work with a freight forwarder:
For events with significant shippingneeds, the most logical approach is
to work with a freight forwarder who
specializes in the type of event you aremanaging, and someone who has established relationships in that destination.
Ideally, this is a freight forwarder with
offices in the city where your event
is being held as well as regionally insome key markets from where yourshipments are originating. They cantypically arrange for your goods to bepicked up from your office (or other departure point) and deliver them to yourvenue using a combination of couriers,
carriers and customs brokers to meetthe needs of your shipment.
• Appointing and working with an official
supplier: To ensure your exhibitors
and partners have early buy in to yourevent, having a network of suppliers
ready to help them is critical. Shippingand customs is no exception. Particularly when planning a program outsideof your country, appointing an official
broker or forwarder years in front of
the show can help the sales process by
ensuring exhibitors and sponsors are
excited to ship into the region. Oftenthese suppliers can help in your yearprior, giving information to potential
exhibitors and partners on shipping to
the event next year. The appointed supplier must have a critical understandingof the events industry, the program andthe country in which the program is being held. In some cases, exhibitors may
have preferred rates and relationships
with their own suppliers and may opt
to use these rather than the appointed
carrier; this is welcome providing theircarriers can follow the needs of yourevent. Some general services contractors or display contractors may alsooffer shipping services and can provide
shipping support for your program.
• Using an advance warehouse: In someareas the appointed freight forwarder,
Shipping Best Practices | Page 2

general services contractor or display
contractor will offer advance warehousing services. This means that goods
may be shipped in advance of the event
using the appointed carrier or a carrier/courier selected by the shipper
to a warehouse where it is stored until
the official move-in time for the event.
Benefits of using an advance warehouse are that it allows you to leverage
the official supplier’s knowledge andflexible working hours and your own
relationship and negotiated rates withyour preferred carrier or courier. Usingan advance warehouse also means thatyour exhibitors can ship well in aheadof the program, clear customs where
necessary and be prepared for on-time
delivery• Working with a customs broker: If you’replanning a meeting with significant
shipping needs in a foreign destination,
use a customs broker that specializes
in your destination and in meetingsand events. A customs broker can also
provide education to your exhibitors
the year before your event to help build“shipping confidence” for your show.
The customs broker should be awareof any incentives for events or duty andtax exemptions for temporary imports
and exports.
• Saving money on duties and taxes: While
generally, the duty and tax tariffs are
not negotiable, savings may be possible
by making better decisions on what toship internationally and by working
with a customs broker who under-

stands the unique shipping requirements of events and how to enter the
goods strategically to save duty andtax. Keep in mind that duties are basedon the manufacturers’ value (not theretail value) of goods, and the type ofcommodity. In some cases, the fee forcontracting a customs broker may not
be cost effective based on the value ofthe goods and estimated duties thatwill be applied to them. Your destination marketing organization (DMO) or
convention and visitor bureau (CVB)
may be able to recommend customs
brokers with experience in the meeting
industry.
• Arranging material handling: The final
piece of the shipping puzzle is material handling (sometimes referred toas drayage). For exhibitions and tradeshows, this involves moving materials
from the venue’s loading dock to theexhibitor’s stand or booth. Deliveryof goods to the booth may be done
directly by the courier or carrier insome areas around the world. However,in North America, material handlingis typically offered by the General Services Contractor or Display Contractor.
Rates are typically based on weight andnot on piece count.
• Tracking your goods: To increase theodds of goods getting to their destination, track them every day. Tracking
your goods directly is recommended foreach stage of delivery (to the advance
warehouse, to the venue, to the stand).
While ideally your service providers

should be able to provide tracking
services for you, you are always in better shape when you track it yourself.
In some cases, you may need to rely on
the bill of lading (the contract between
the freight carrier and shipper) witha piece count that can be provided byyour courier/carrier to the warehouseor venue. Bringing this document withyou to the show can be helpful if thegoods are not immediately located.
• When to use an ATA Carnet: An ATA
Carnet is like a passport for yourgoods to protect them from duties andtaxes. It is an international customs
export-import document for goods
that will be re-exported. You should
consider one when you are shipping
high-value goods—such as audiovisual or production equipment that istraveling around to different parts of
the world on a regular basis.
• How to save on shipping costs: Shipping costs are generally based onfour things: distance, size, speed andweight. Anytime you can reduce any ofthese variables, you’ll be able to savecosts. It can be cost effective to shipdisplay components from show-toshow—rather than back and forthfrom your office to save on shipping
and wear and tear. This can take somepre-planning, but you might find thecost savings worth it. Your freight
forwarder may be able to arrange
inter-show storage, or this may beavailable through advance warehousing services for your next event.

GETTING STARTED WITH SHIPPING

Below are some general guidelines to help you prepare shipments for your next event.

Confirm delivery
and pickup times

In many cases, events will have specific times when items may be delivered. Confirm in advance ifyour courier or carrier will be able to work within these hours. Many trade shows and exhibitions
will also have options for advance shipments (where materials are received and stored locallyfor a pre-determined amount of time before the event) or direct shipments (where materials aredelivered to the event location). Direct shipments run the risk of not being received on time, andmay have a lower priority for delivery to your booth. If your venue has onsite business center providers that handle packing and shipping, consult with them early to find out about money-saving
options.

Arrange for package signing

Signing for packages represents more than just acknowledging receipt—it also may signify theend of the carrier’s responsibility for those packages. As such, it may be advisable to arrange forthe delivery when you can be there to inspect them personally, as hotel or venue staff may not beable to identify if they have been received in good condition. Clearly numbering your packages(for example, 1 of 10) can help the person signing for the packages know if they have all been
received. Some onsite providers handle the parcel inspection when the packages are received at
the property. They also document any damage to shipments upon arrival.

Shipping Best Practices | Page 3

Know if additional
insurance isneededWhen sending shipments, it’s important to know the amount of insurance coverage that is included. Insurance offered by your carrier may be restricted in when it applies, or it may be based on
the weight of the item and not the value of the contents. If this is the case, confirm if the contents
are covered by your current insurance, or if additional insurance may be required. You should also
be aware of any deadlines for reporting damages to your goods.

Know where yourdeliveries will be
reveived

In addition to knowing the address of the venue, you should know if there is a specific loading
dock area, hours when it is available and any restrictions that may apply. For example, the loading
dock may not be available to attendees who hand-deliver materials in their personal vehicles.

Follow event shipping guidelines

Many events, especially those with an exhibition or trade show, will have specific guidelines andlabeling instructions. These should be followed exactly to avoid unnecessary delays. Check yourproperty website for specific labeling and shipping instructions.

Keep a detailed
list of your packages, tracking
numbers and a
description ofeach

In case of delays it can be very helpful to be able to describe your packages. By keeping an itemized list of your packages, including the items in each, a description (size, color, shape) and tracking numbers, you may expedite finding them. For added convenience and ease of delivery, some
onsite shipping providers keep your parcels together when multiple pallets and packages arrive
onsite.

Know your fees

When it comes to shipping materials to an event, there can be many unexpected costs. Prior toshipping, know if there will be customs and duties applied to your goods, if there will be storage fees at the venue or if material handling fees will be required to deliver them to your space.
You should also confirm fees for completing forms by your freight forwarder, carrier or customs
broker. Tip: Find out in advance if fees apply per package or by total volume. There may be savingsin shipping, handling and custom brokerage fees by pallet wrapping your boxes together. Often,
when the property has an onsite shipping provider, pallets and parcels can be sent directly to theproperty saving you money.

Decide if handcarrying is a reasonable option

In some cases, hand-carrying items with your luggage may be an option for last minute shipments.
Keep in mind that these items are still subject to customs and duties if you are crossing a border,
and this may result in delays if you have not properly completed the necessary paperwork. Be
aware of the availability of assistance onsite to move packages, if needed, and of any airline weight
restrictions.

International Shipping
Recommendations

As part of a global industry, meeting
professionals often need to temporarilyor permanently import items for an event.
Following proper protocols is key to ensuring your event materials are not detainedin customs.
“With international shipping, packing andpreparing your shipments correctly is
one of the most important steps you cantake to protect your events from wasted
costs, missed deadlines and customer
complaints” according to Jayson Haynes,
managing director of hospitality and convention operations for FedEx Office.
Understanding the requirements forcustoms and duties to your destination

and back to your home country should bemade early in the event planning process.
In particular, if your event is usually held
domestically and includes several exhibitors who may need to ship materials to theevent location, working with a customs
broker to develop guidance and recommended timelines will be valuable for
ensuring a successful program.
Before making the decision to ship materials for any program, it’s important to first
decide if it makes more sense to purchase,
produce or rent those items at the destination. This could save money, reduce
potential delays through customs and may
also save costs from shipping and duties.
As added incentive, Paul Griggs of Informa
says that buying locally “reduces yourcarbon footprint and can stimulate thelocal economy—giving back to the cities inwhich we hold our events.”

Recommended items to purchase locally.
• Food items should always be purchased
locally.
• Items that may have high duties toimport to the destination or to return tothe home country. Confirm these itemswith a customs broker in advance.
• In some cases, printing materials andsignage onsite can help guarantee ontime delivery and avoid the financial
and environmental costs of shipping. If
your event locations have onsite business centers, they are likely to be familiar with the best placement and sizes
for signage. (For more information on
signage best practices, see MPI’s white
paper “Signs for the Times.”) If you are
Shipping Best Practices | Page 4

printing locally, you will need to makearrangements for proofing materials.
Onsite business centers often provide
digital proofs.

In addition to producing locally, you
may want to consider if materials can be
replaced with alternative formats. For
example, building in program guides andsponsor or exhibitor information into an
event app eliminates shipping, and can
add valuable functionality such as data
analytics.

Once you’ve determined the items thatneed to be shipped, here are simple steps
to help you prepare your international
shipments.

Step 1: Check shipping restrictions to yourdestination country
The first step to shipping internationallyis to make sure you can legally ship youritems. As mentioned above, shipping considerations should be determined early inthe planning process. Depending on wherecompanies and entities that either require
additional screening or may be prohibitedfrom receiving foreign exports.
Tip: If you represent a foreign organization that is planning an international event
in Canada, you may qualify for a “Borderto Show” option that allows for expedited
border crossing, as well as customs dutyfree entry of some items and you may also
be able to reclaim taxes paid for goods andservices. Visit the Canadian Border Services
Agency website for more information.

Step 2: Prepare your customs documents
Accurate documentation is essential tointernational shipping and customs clearance. Save yourself valuable time by ensuring you have all the information you needon hand when you’re filling out customs
documents. Paul Griggs from Informa says“a good customs broker that specializes inyour event should be able to complete mostof these documents for you—and at thevery least assist you in completing them.
In my experience, errors in paperwork are
the leading cause ofdelays with international shipping.
Too often, these important documents
are completed bypeople who may
not be familiar withthem. A good broker
or freight forwarderneeds to help you
and your exhibitorswith this process.”
According to Haynes
at FedEx Office,“many countries
allow tax relief(either duties andtax exemption uponentry or a refund
after exportation)for items that are
temporarily imported or exported,
as long as certain
conditions are met
and procedures arefollowed.” For U.S.originating packages, Haynes also recommends that you“make sure to keep the export invoices (oncompany letterhead) evidencing shipmentfrom U.S., export bills of lading (copies)
evidencing export from the U.S. and importinvoices (on company letterhead) evidencing shipment to U.S., as your materials may
qualify for duty-free status as a U.S. Made
Good Returned. Make sure that the items
have not been improved or changed in any

With international shipping, packing
and preparing your shipments correctly is one of the most important steps
you can take to protect your eventsfrom wasted costs, missed deadlines
customer complaints
you want to ship items, there might becertain restrictions as to what kinds of materials can be accepted and how your shipment needs to be prepared. If your event
will have specific regulations for imports
and exports, such as with medical or dental
samples or large electronics, discuss yourneeds with a customs broker at the sametime as site selection. Remember to checkwith your customs broker for individuals,

way at the trade show.”

Tip: Keep copies of all of your customs documents to make it easier to resend them if
neededStep 3: Determine your broker
A customs broker is “an expert in the nuances of customs rules and can act as anagent to ensure the goods enter the country
legally and with minimal delay.” Some, but
not all, freight forwarders offer customs
broker services. Ideally, your customs broker should have experience and knowledgeof shipping for meetings and events, and forthe type of industry your event represents.
Import and export requirements can varyby industry, and an understanding of thetime-sensitive nature of events is critical.
As well, brokers should have knowledge ofpractices in the country of export and thecountry of import to assist you in avoiding
delays and minimizing duties or taxes. Your
broker should also be able to assist you in
the appropriate time zones for your event’s
location.
Step 4: Pick the best service for your needs
Depending on size and volume, your shipment may qualify as a package or as freight.
You will also have a choice of method oftransportation for your shipment. Depending on lead times and budget, one may be
preferable. See below for considerations. If
you working with freight forwarders, they
will make recommendations on the mostsuitable option for you event’s needs. In
some cases couriers have special arrangements with governments to bring in “Low
Value Goods” with little to no import duty
and tax.

Ground• Suitable when sufficient time is available• Typically used for domestic or in-continent shipments• Expect costs to be lower than air

Air• Typically the fastest option• Usually the highest-priced option,although it may be less than ocean shipments as prices are calculated differently(air is a combination of weight and size,
while ocean is calculated by container
size)

Ocean

• Suitable only when sufficient time isavailable (four-to-six weeks or longer
depending on the destination)• On-time deliveries can be difficult toguarantee• May require ground transportation fromthe port to your destination• May be more affordable and environmentally preferable than air
Shipping Best Practices | Page 5

Step 5: Get started shipping
Now that you’re ready to send youritems, follow packaging and labelingsuggestions in the Pack Like a Pro – Basic
Guidelines and Labeling – Best Practices
sections of this paper to help your shipment arrive safely.
Step 6: Track your shipment online
Once your shipment is on its way, track
the progress and know who to call if
there are any delays. This includes knowing how to reach your customs broker
for international shipments and contacts
at the destination. Tracking every day isthe best way to avoid surprises and makecontingency plans if needed.

Pack Like a Pro: Basic guidelines

Cushioning. Choose cushioning of appropriate density
and thickness and use enoughto fill all void spaces in yourshipping container. When returning fromthe show, the onsite business center canpack smaller items for you.
Boxing. Select an appropriate
container that is large enoughto accommodate the thickness of cushioning material.

Sealing. Apply at least three
strips of packing tape (noduct or masking tape) to the
top and bottom sides of thecontainer using an H taping method.

Labeling. Place the shippinglabel with the recipient’s full
address on the most visible
side of the container awayfrom any folds or seams.

Some products have specific packing
requirements such as flowers, perishable
items and clinical samples. For detailed
information, see the guides available
here: www.FedEx.com/vg/tools/packaging.html. The guides contain information on how to pack a wide range of items
that you might need for your next event,from computer equipment to artwork.
They also contain handy tips such asthese.
• Printers: Remove printing cartridges
before shipping, and place cartridges
inside a sealed plastic bag to prevent
ink or powder from leaking into thebox. Tape moving parts such as doors
and print heads to secure them during transit. Remove any paper trays
and pack them separately.
• Stringed Musical instruments:
Loosen the tension on the strings toremove the stress on the neck of the
instrument.

LABELING BEST PRACTICESUse International symbols for package handlingYou’re likely already familiar with the wine glass thatis the international symbol for fragile and handle withcare, but did you know that there is an ISO standard for
all types of packaging handling? These include symbols
for hazardous items, top, use no hooks, keep away fromheat (solar radiation), keep dry and many others. Yourfreight forwarder should provide these symbols for you.

Use twoshippinglabels oneach package

This will help your package arrive even if one label falls
off, is damaged or is stacked in a way that it isn’t easilyreadable. Alternatively, consider using luggage tags if thelabels do not easily adhere to the surface.

Number yourboxes

As mentioned previously, including a count (for example,
1 of 10) on your packages will help keep them together.
Keep an itemized list of the contents of each box sothat you can make alternate arrangements if they aredelayed.

Include aphone number on yourpackages

This should be a number that will be answered 24 hours
a day, or, at a minimum, during business hours, at thedestination for your packages. Remember that this number will likely only be used if there is an emergency withyour shipment, so including your cell phone number is agood idea.

Reuse yourcontainers,
not yourlablesReusing your durable shipping containers and boxes isgreat for the environment—just remember to remove
old labels. Also, keep in mind that cardboard boxes offer
limited protection from damage and water. Soft-sided
rubber containers with secure lids may be preferable toclear containers that may crack in cold storage conditions..

Improving your environmental
performance

Tom Bowman, president of Bowman
Change and author of The Green Edge:
How Sustainability Can Help Exhibit andMeeting Planners Save Money and Build
Stronger Brands, outlines a number of bestpractices for improving the environmental
footprint of your event shipping. Bowman’s
recommendations include the following.
• Use a show-to-show route instead ofgoing back and forth between events to
reduce costs and carbon emissions.
• Although shipping lighter items canimprove the carbon footprint, there isa greater impact from reducing the sizeof the shipment, as it allows for packing
more items into fewer trucks.
• For U.S.-based shipments, look for shipping companies that use the voluntary

Smart-Way program from the U.S. Environmental Protection Agency.
Still wondering if weight or size makes themost impact? One of the strongest examplesof the benefits of reducing the size of shipping packages is from IKEA. By using spacesaving flat packs, IKEA can fit six times thenumber of pieces in each truckload, significantly reducing shipping costs.
Other ways of improving your environmental impact include the following.
• Use durable, reusable and stackablecontainers for shipping your items.
Store them for returning your items,
and confirm that there is a dry storage
area to keep them.
• Donate any leftover materials after yourevent rather than shipping or discarding them.
Shipping Best Practices | Page 6

Case Study: Circular Economy andOnsite Donations

An important and growing business practice is life-cycle planning for your products.
The circular economy approach looks at
minimizing waste by re-incorporating
materials into the economy. From an event
perspective, we often have leftover materials after an event that could be recycled,
re-purposed or donated. If you are able toreuse the items for future events, shipping them to your next event is ideal, butwhat do you do with other items? While
recycling has been a focus for many events,
more and more are looking to donate
items.
Pranav Jampani, head of sustainability at

The Venetian, The Palazzo and Sands Expo,shares how his organization simplified
onsite donations from trade shows.
When companies host events in Las Vegas,
thousands of products are packaged andshipped for the event. The goal of The
Venetian, The Palazzo and Sands Expo has
always been to transform waste into community outreach. To reduce the amount ofvaluable items going to waste, partnerships
have been established with several nonprofit organizations to repurpose and reusecommonly discarded materials. We always
encourage exhibitors and show organizers
to participate in our comprehensive Materials Donation Program to donate their show
items such as office supplies, promotional

materials from booths, etc., that they don’tplan on shipping back so we can give them
to a local charity on their behalf. In doing
so, they reduce shipping costs as well ascarbon emissions from transportation. We
distribute items throughout a network of
local charities based on the type of materials they donate. This is a great way to savemoney, save the environment and help thecommunity. If the exhibitors are interested
in donating their items, it’s a very simple
process. They visit the Sands Expo BusinessCenter to pick up donation stickers andplace the stickers on the items for donationand our outreach team will pick them up attheir convenience or at end of the event. Thisis only one initiative of our comprehensive
Sands ECO360 sustainability program.

APPENDIX A: TERMINOLOGY

The following definitions are reproduced, with permission, from the Convention Industry Council Glossary, 2016 Edition.

TERM

CIC GLOSSARY DEFINITIONATA Carnet

An international customs document that permits duty-free and tax-free temporary import ofgoods for up to one year. It eliminates or reduces value-added taxes (VAT) charges, customs feesand bond fees. The acronym “ATA” represents the French/English words “Admission Temporaire/Temporary Admission.” ATA carnets cover commercial samples, professional equipment
and goods for presentation or use at trade fairs, shows, exhibitions, etc. Items not covered are
consumable or disposable goods that will not be returned home.

Bill of Lading (B/L)

A document that establishes the terms of a contract between a shipper and a transportationcompany under which freight is to be moved between specified points for a specified charge. It
serves as a document of title, a contract of carriage and a receipt of goods.

Broker

A non-asset based transportation provider that sells transportation services for commercial
shippers. Brokers commonly use freight forwarders.

CarnetA customs document permitting the holder to carry or send merchandise temporarily into
certain foreign countries (for display, demonstration or similar purposes) without paying duties
or posting bonds.

Certificate of Origin

A document, required by certain countries for tariff purposes, certifying as to the country oforigin of specified goods.

Common Carrier

Transportation company that handles materials; an agency or business that is available to the
public for transportation of persons or goods, usually referring to freight transportation on
regularly scheduled trucks or airplanes.

Shipping Best Practices | Page 7

Consular Declaration

A formal statement describing goods to be shipped, filed with and approved by the consul of thecountry of destination prior to shipment.

Consular Invoice

A document, required by some countries, describing a shipment of goods and showing information such as the consignor, consignee, and value of the shipment. Certified by a consular officialof the foreign country, it is used by that country’s customs officials to verify the value, quantity
and nature of the shipment.

Contract Carrier

Trucking company that enters into a specific contract with a shipper to transport goods foran agreed-upon price. Contained within the contract are all the terms and conditions, liability,transit times, etc.

Countervailing Duty

An import duty imposed to offset export grants, bounties or subsidies paid to foreign suppliersin certain countries by the governments of those countries as an incentive to exports.

Country of Origin

A person’s country of natural birth or citizenship; an item’s country of manufacture, production
or agricultural growth.

Customs Broker

An individual or company that is licensed by the government to enter and clear goods throughcustoms.

Export License

A government document that permits the “licensee” to engage in the export of designated goods
to certain destinations.

Freight Forwarder

A third-party logistics provider that handles export shipments for customers using common
carriers.

Freight on Board(FOB)

When something is purchased “FOB,” the seller pays for transportation of the goods to the portof shipment, plus loading costs, while the buyer pays the cost of marine freight transport, insurance, unloading and transportation from the arrival port to the final destination.

Temporary Import

Exhibition material whose temporary import status exempts payment of duties and taxes on
arrival.

Temporary Import
Bond

The surety covering articles imported into a country on a temporary basis, generally in lieu of
paying import duties and/or taxes. The fee for the bond is non-refundable in most cases.

Shipping Best Practices | Page 8

Start-to-Finish Shipping Solutions
Depend on reliable, full-service shipping solutions from FedEx Office. Available in 120+ premierhotel and convention centers, our onsite experts will help make your event a success.
Learn more at fedex.com/conventions.

Meeting Professionals International (MPI) is the largest meeting and event
industry association worldwide. Founded in 1972, the organization provides
innovative and relevant education, networking opportunities and businessexchanges, and acts as a prominent voice for the promotion and growthof the industry. MPI has a global community of 60,000 meeting and event
professionals including more than 17,000 engaged members and the PlanYour Meetings non-traditional meeting planner audience. It has more than 90
chapters and clubs in 24 countries.
For additional information, visit www.mpiweb.org.

Meeting Professionals International Headquarters
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Dallas, TX 75234-2759
tel +1-972-702-3000
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