Langworthy and others who specialize in exposition freight forwarding stress that exhibitors should be made aware of the pitfalls of using alternatives to the officially designated firms. For example, a regular forwarder might get an exhibitor's freight overseas, but then it may sit at the airport, perhaps because the forwarder's agent there is not in a position to deliver it to the booth. Goods can be temporarily imported to an overseas show site without having to pay duties and taxes, using either a carnet or a trade fair bond. But most venues offer trade fair bonds, which are simple to arrange and can be easily changed if the exhibitor sells goods to buyers from the host country or even from another country. U.S. organizers should speak with the on-site contractors and ask if a trade fair bond is available to their exhibitors.
Some places charge duty on giveaways and printed matter.
The importance of getting freight to the forwarder on time cannot be overemphasized. The dates provided by a forwarder include not only shipping time but also the time needed for goods to get out of the port and clear customs. The end result is time frames that vary greatly from country to country. In European venues like Paris and Hannover, you can clear customs within a day, sometimes even quicker. Each country is unique Provide exhibitors with cultural, economic and other general information.