• Exhibitor Manual Forms & Deadlines
• Exhibitor Registration
• Shipping & Material Handling
• Display & Venue Rules
• Show Management Rules & Regulations
• Brand Builders

Shipping/Freight/Material Handling and Customs

Ewepack Events has been appointed as the exclusive Official Freight Forwarder and On-Site Handling Agents for AAPG ICE 2023.

As such, Ewepack, in association with their world-wide service partner network will provide a single source responsibility service, from point of origin through to delivered on stand and in return. Ewepack will circulate exhibitors with a list of these companies and details of services.

For all shipments arriving from outside Madrid, Customs Clearance will be required. Ewepack and its local service partners will provide Temporary Import Customs facilities for clearance of freight at Madrid (MAD) Airport or at destination Seaport Port -Terminal Madrid(MAD). Ewepack and its local service partners will be responsible for all lifting and moving equipment provided at AAPG ICE 2023.

Exhibitors using a freight shipper other than the official forwarder and through shipping agents must ensure that their freight shipper makes appropriate arrangements with Ewepack and its local service partners regarding onward movement of their goods into the Riu Hotel Plaza España, Madrid.

It will be the sole responsibility of the official on site forwarder to arrange the delivery of exhibits from the designated offloading areas to the exhibition stands. Only Ewepack and their appointed local contractor are permitted to use mechanical or lifting equipment on site. Exhibitors wishing to arrange such services may do so by completing the Ewepack Service Order Form.

Arrival Date

All exhibits forwarded by sea or air should arrive in Madrid by the following dates:

Sea Freight – 23^rd October 2023 (arrival at Terminal Seaport Terminal Madrid MAD ) AT THE LATEST

Air Freight – 27^th October 2023 (arrival at Madrid Airport MAD) AT THE LATEST

Any exhibits that arrive after such dates will require urgent processing and clearance where additional charges will be the responsibility of the Exhibiting Company.

Consigning Instructions

All exhibits forwarded by sea freight must be consigned to on a through Bill of Lading to Destination Seaport Terminal Madrid (MAD)

All exhibits forwarded by air freight must be sent on a through MAWB to MADRID(MAD) consigned to:

RESA EXPO LOGISTICS
For: AAPG ICE Madrid / Exhibitor name
C/ Eduardo Torroja 22 - Nave 10
28823 Coslada – Madrid
EORI: ES-B63523740
GPS (EYGER): 40.435589, -3.536489

All consignment must be on a “FREIGHT PREPAID” basis.

Any consignments arriving in Madrid on a freight collect basis will be subjected to a 10% service fee for advance payments on the exhibitor’s behalf.

Pre-notification of consignment details and all related documentation as below should be e mailed to Ewepack Events to [email protected] or [email protected] prior to shipment dispatch for approval. Do not ship until Ewepacks green light.

Documentation

For Sea Freight Shipments, the following documents are required:

• Bill of Lading – (2) originals and (3) copies
• Commercial Invoice/Packing List (CIPL) – (3) originals and (4) copies - You must use Ewepacks Template. The use of the template is mandatory.
• Insurance Certificate – (1) original and (1) copy

These documents must be airmailed/couriered no later than (1) one week prior to vessel’s arrival in Madrid.

For Air Freight Shipments, the following documents are required:

• MAWB
• Commercial Invoice/Packing List(CIPL)– (3) originals and (4) copies - You must use Ewepacks Template. The use of the template is mandatory.
• Insurance Certificate – (1) original and (1) copy

The above documents must be attached to the Airway Bill.

PLEASE DO NOT SHIP ANY GOODS WITHOUT PRIOR APPROVAL VIA EWEPACK

For Road Freight direct unloading, these must be booked with Ewepack in advance and only possible within OfficiaL BUILD UP/EVENT/BREAKDOWN DATES. These must be prebooked with details of your shipment at least seven working days before required.  You will receive a confirmation e mail and a booking number. This booking reference needs to be stated on the CMR in order to facilitate  the identification of the truck on its arrival to the venue

Contact

Exhibition and Events CoordinatorTeresa Dallis+1 918 606 2441

[email protected]

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