Transport Guide FIM ISDE 2016 –Navarra Circuit

Transport Guide
FIM ISDE 2016 –Navarra
Circuit
Here below you can find general instructions in order to ship your material to Navarra Circuit.
In any case, we recommend you to read our TRANSPORT GUIDE in which you can find further
information.
1) The material needed in order to participate at the ISDE 2016, must be shipped to
MADRID BARAJAS INTERNATIONAL AIRPORT (SPAIN) or to VALENCIA PORT –
(VALENCIA, SPAIN), depending on whether you prefer to ship your material by air or
by sea.
2)
If you want AG SPORT EVENTS LOGISTICS to realize the transport of your material
to Madrid Airport / Valencia Port:
2.1 You have to send us by e-mail the form included in the Annex Number I, filled out in
all its parts
2.2 You have to send us by e-mail the table included in the Annex Number II, filled out in
all its parts, in which you need to declare with accuracy the following information
related with all the crates you need to ship:
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Number of crate
Brief description of crate contents
Pick-up Address
Weight of each crate
Dimensions of each crate
IMPORTANT: The form included in the Annex Number I, and the table included in the
Annex Number II, must be sent to the following e-mail address: freight@fim-isde2016.es as
soon as possible, and in any case no later than 15th of July for Sea shipments and no later than
06th of September for Air shipments.
2.3 Customs Documentation Required
If your country of origin is included in the attached list of Annex Number III, you have
to get in contact with your local Chamber of Commerce in order to obtain an ATA CARNET
procedures in the fastest possible way.
You will have to supply to your local Chamber of Commerce the following information:
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Detailed description of all the Items you need to ship
Number of Units
Serial Number (normally for chassis and engines)
Value of each item
Weight of each item
If your country of origin is not included in the attached list of Annex Number III, you
will have to issue a PRO-FORMA INVOICE, which you will have to send us also by e-mail
(freight@fim-isde2016.es).
In the Annex Number IV you can find a pro-forma invoice sample.
3) Once your material will be at MADRID BARAJAS INTERNATIONAL AIRPORT or VALENCIA
PORT, we will take care to handle the import Customs clearing in Spain and deliver it to the
event location; we will also take care to handle the re-export Customs clearing from Spain and
the shipment of your material back to your Country once the event will be over.
Contents
1. Explanation………………………………………………………………….. 3
2. Customs Documents and Transport
Modalities……………………………………………………………………. 3
3. Appropriate
Packing………………………………………………………………….......... 4
4. Hazardous Goods and
Prohibitions…………………………………………………………………. 5
5. Responsibility…………………………………………………….……….. 6
6. Destination and Pick-up
Point…………………………………………………………………………….. 7
7. Load and Unload Service Within the Event
Area……………………………………………………………………………… 7
8. Contacts…………………………………………………………….…………. 8
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1. Explanation
This transport guide represents a concrete help to teams, pilots, television networks
and all parties involved in the FIM ISDE 2016, aimed to realize a safe shipment of all
the items and goods needed in order to participate at the event.
More detailed information will be provided directly to teams, pilots, television
networks and all parties involved depending on the needs of each one, once Ag Sport
Events Logistics will receive the form included in Annex Number I and the table
included in Annex Number II.
2. Customs Document and Transport Modalities
Carnet ATA
If your Country of origin is included in the list of Annex Number III you have to get in
contact with your local Chamber of Commerce in order to obtain an ATA CARNET
document.
Please make sure
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To deliver ATA Carnet to forwarder agent in origin
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To mention chassis number and engine number
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To issue ATA Carnet for at least 2 voyages
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To mention under B. Represented by: “Any authorized representative”
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To mention under C. Intended Use of Goods: “ Professional equipment”
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To have enough importation and exportation pages
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Temporary Import - Invoice
If your Country of origin is not included in the list of Annex Number III (Ata Carnet
Countries), you shall import the entire material needed through a Temporary Import.
In order to realize a Temporary Import, you have to issue a Pro-Forma Invoice, in which
you must specify the following data:
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Number of Pro-Forma Invoice
Date
Shipper
Consignee (As shown in the Pro-Forma Invoice sample included in Annex Nº IV)
Quantity
Description
HS Code
Unit Value (In Euro)
Total Value (In Euro)
Incoterms
Number of crates
Total weight
The Pro – Forma Invoice must compulsorily include the following information:
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Temporary export/import on the occasion of Fim ISDE 2016 event
Declaration of technical goods (“WE HEREBY DECLARE THAT THIS SHIPMENT
CONTAINS TECHNICAL GOODS, NOT FOR SALE OR RESALE”)
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Re-export declaration (“ALL THE MATERIAL WILL BE RE-EXPORTED OUT OF SPAIN
ONCE THE EVENT WILL BE OVER”)
This Pro –forma Invoice should also be sent to Ag Sport Events Logistics by e-mail
(freight@fim-isde2016.es).
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As required by Spanish Customs, you will have to make an economic deposit at Spanish
Customs corresponding to the 50% of the transported goods’ total value (example:
goods total value: 10.000 Euros – Deposit amount: 5.000 Euros). The deposit will
remain in possession of the Spanish Customs until all the material will have returned to
the country of origin.
3. Appropriate packaging
Ag Sport Events Logistics recommends using proper crates. All crates or cases used
shall be solid, in excellent conditions and sufficiently stackable. Ag Sport Events
Logistics also recommends a proper and adequate packing, in order to guarantee a
safe transportation and to avoid damages.
Please take the following information in consideration:
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To realize a proper packing and fixing is essential
Until pick up and transport to the site of the event a short term storage outside
is possible
Crates will be transported by trucks
All packages, tools and equipment made of wood must be treated according to
ISPM 15. The usage of untreated wood is prohibited. In case of using wood for
packing a certificate as per ISPM 15 is required, and the wood must be stamped
with the ISPM certificate as per example below:
Labels: to identify your crates we request you to mark each create or case with a
dedicated label.
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4. Hazardous goods and Prohibitions
Special attention must be paid to the transportation of specific items which are
considered as hazardous goods.
Motorbikes are considered as hazardous goods. In order to realize the transportation
of a motorbike, please pay serious attention to the following details:
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Motorbikes transported must be declared as dangerous goods class
Batteries must be disconnected and protected against short circuiting, when
transported with a motorbike.
Fuel tanks must be empty.
Transportation of damaged batteries is strictly forbidden.
We sincerely suggest you not to ship the following material, considered as hazardous
goods:
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Fire extinguishers
Any kind of gas or air bottles
Any kind of batteries
Wheel chambers
Aerosol, nebulizer and sprays
Any kind of glue
In case you cannot avoid transporting an item included in the mentioned list, or any
item considered dangerous according to international regulation, you must
communicate this circumstance to Ag Sport Events Logistics, which will provide you
with detailed instructions in order to realize the shipment of such goods in a proper
way. In any case, the transportation of such goods must be done in accordance with
the Civil Aviation Regulations.
Prohibitions
The transportation of the following goods is forbidden:
 Any kind of medical equipment
 Food, alcohol and beverages
 Consumables
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5. Responsibility
Teams, individual pilots, television networks or any other subject involved are
responsible for:
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proper packing (water proofed)
proper documentation
acting according with the instructions given by AG Sport Events Logistics
AG Sport Events Logistics will not be liable for any damages caused by insufficient
packing, by acting not in accordance with instructions given or due to any other event
which is not caused by its direct responsibility.
AG Sport Events Logistics will also not be liable or responsible for any delay due to lack
of respect of scheduled deadlines, acting not in accordance with the instructions given,
error or delay in sending the required documentation to Ag Sport Events Logistics or
due to any other event which is not caused by its direct responsibility.
Ag Sport Events Logistics will not be liable or responsible for any delay or damage to
the transported goods which are direct responsibility of teams, individual pilots,
television networks, airlines or ferry companies, customs, administrative offices or any
other subject or entity involved in the event.
6. Destination and Pick-Up Point
If the transportation of your material will be realized by air, you have to ship it to
MADRID- BARAJAS INTERNATIONAL AIRPORT (SPAIN):
Please make sure to indicate as Consignee on Air Way Bill (AWB):
AG Sport Events Logistics
FIM ISDE 2016
MADRID-BARAJAS INTERNATIONAL AIRPORT
Phone Numbers: +34 963 312 645/ +34 669 815 185
E-mail: freight@fim-isde2016.es
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If the transportation of your material will be realized by sea, you have to ship it to the
PORT OF VALENCIA - VALENCIA (SPAIN):
Please make sure to indicate as Consignee on Express Bill of Lading (BL):
AG Sport Events Logistics
FIM ISDE 2016
VALENCIA PORT – VALENCIA (SPAIN)
Phone Numbers: +34 963 312 645/ +34 669 815 185
E-mail: freight@fim-isde2016.es
7. Loading And Unloading Service within the Event Area
AG Sport Events Logistics also provides with a loading and unloading service at Navarra
Circuit.
If you need to load, unload or move your material within the area of the event
(Navarra Circuit), get in contact with us in order to know our fares.
8. Contacts
Mr. Alejandro Gallego (General Manager)
Ms. Priscilla Filippini (Sport Events Logistic Management)
Mr. Luigi Cristiano (Coordinator & Legal Department)
Phone contacts: +34 902266664 +34 963312645 +34 963312646
E-mail contact: freight@fim-isde2016.es
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ANNEX NUMBER I
Team Name or Individual Pilot
_____________________________________________________________________________
Address
______________________________________________________________________________
Zip Code
______________________________________________________________________________
City
______________________________________________________________________________
Country
______________________________________________________________________________
Phone Number Contact
______________________________________________________________________________
E-mail Address
_____________________________________________________________________________
ANNEX NUMBER II
NUMBER OF
CRATE
CRATES CONTENT DESCRIPTION
FULL PICK-UP ADDRESS
WEIGHT
DIMENSIONS
(Length - Width –
Height)
ANNEX NUMBER III
ATA CARNET MAY BE USED IN THE FOLLOWING COUNTRIES:
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Albania
Algeria
Andorra
Aruba
Australia
Azores (Portugal)
Bahrain, Kingdom of
Belarus
Bosnia & Herzegovina
Botswana
Canada
Canary Islands
Ceuta
Chile
China
Cote d'Ivoire
French Guiana
French Polynesia - Tahiti
Gibraltar (United Kingdom)
Guadeloupe (France)
Guam
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Guernsey (United Kingdom)
Hong Kong
Iceland
India
Indonesia
Iran
Israel
Ivory Coast see Cote d'Ivoire
Japan
Jersey (United Kingdom)
Lebanon
Lesotho (SACU)
Liechtenstein (Admin by Switz.)
Macao, China
Macedonia
Madagascar
Madeira (Portugal)
Malaysia
Martinique
ANNEX NUMBER III
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Mauritius
Mayotte (France)
Melilla (Spain)
Mexico
Miquelon (France)
Moldova
Monaco (Admin by France)
Mongolia
Montenegro
Morocco
Namibia (SACU)
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New Caledonia (France)
New Zealand
Norway
Pakistan
Puerto Rico (USA)
Reunion Island (France)
Russia
Saipan
Senegal
Serbia
Singapore
South Africa
South Korea
Sri Lanka
St. Barthelemy (France)
St. Martin (French Side)
St. Pierre (France)
Swaziland (SACU)
Switzerland
Tahiti (France)
Taiwan
Tasmania (Australia)
Thailand
Tunisia
Turkey
Ukraine
United Arab Emirates
United States
Wallis & Futuna (France)
You can also check the list of Countries included in the Ata Carnet agreement at the
following link:
http://www.atacarnet.com/carnet-countries
Proforma Invoice Nº:
Shipper:
Consignee:
Team Name/Pilot:
Address:
ZIP Code:
City:
FIM ISDE 2016 - International Six Days of Enduro, 11-16 October 2016 /
Circuito de Navarra
Calle Malvasía 5
31210 Los Arcos (Navarra-España)
Country:
Contact person / phone:
Incoterms: DAP Circuito de Navarra
Units Number
Harmonized code
Item description / content with serial number (if any)
Total
qty
Total weight
in kg
Total
amount
in EUR
TOTAL
TOTAL VALUE FOR CUSTOMS PURPOSE ONLY
TEMPORARY EXPORT/IMPORT ON THE OCCASION OF FIM ISDE 2016 EVENT.
WE HEREBY DECLARE THAT THIS SHIPMENT CONTAINS TECHNICAL GOODS, NOT FOR SALE OR RESALE.
ALL THE MATERIAL WILL BE RE-EXPORTED OUT OF SPAIN ONCE THE EVENT WILL BE OVER.
Name:
Date:
Function:
Signature & company stamp
AG Sport Events Logistics is the official forwarder for the ISDE 2016 Sport event. Due to its long experience in logistics organization,
with special dedication to motor sport events (Motogp, Trial, Enduro, Formula One and Formula E), AG Sport Events Logistics will
coordinate logistic and customs operations for the entry in Spain and subsequent return to each country of origin, of all technical
material (motorbikes, spares, professional equipment…) that both teams, individual pilots and television networks will need in order
to participate in the FIM INTERNATIONAL ISDE 2016 event.
Through a customized service and direct support on site, AG Sport Events Logistics will offer full backing, equally in transport matters
(air, sea and land) as in legal matters facing Spanish Customs.
We recommend you to contact us for a correct and on time shipment of your material.
Mr. Alejandro Gallego (General Manager); Ms. Priscilla Filippini (Sport Events Logistic Management);
Mr. Luigi Cristiano (Coordinator & Legal Department)
Phone contacts: +34 963312645 +34 963312646 +34 902266664
E-mail contact: freight@fim-isde2016.es