Logistics: Deliveries, Lifting & Storage

The Organisers have appointed Schenker Ltd & Schenker LLC as the Sole Official Agent for Customs formalities and On-site Freight Handling for World Future Energy Summit 2025.

We kindly ask you to read these important shipping instructions carefully concerning freight logistics for World Future Energy Summit 2025 in order to avoid any problems with the clearance, handling and transportation of your materials.

This Manual will provide information on the guidelines, tariff of charges, details of the necessary documentation required by the United Arab Emirates Customs Authorities for the following services:

• Airfreight Consignments
• LCL Sea freight Consignments
• FCL Sea freight Consignments
• Road freight Shipments
• Courier Shipments
• On-Site Handling Tariff

Movement of Freight On-Site:

FOR SAFETY AND SECURITY PURPOSES, THE OFFICIAL CONTRACTOR HAS TOTAL RESPONSIBILITY FOR THE MOVEMENT AND CO-ORDINATION OF ALL EXHIBITS ON THE EXHIBITION SITE, INCLUDING THE PROVISION OF LABOUR AND HANDLING EQUIPMENT.

NO OTHER FREIGHT FORWARDER OR THEIR EQUIPMENT WILL BE ALLOWED TO OPERATE WITHIN THE EXHIBITION AREA.

Schenker LLC are the Sole official Agents for Customs formalities and On-Site Handling for WFES 2025 to be held from 14^th to 16^th January 2025 at Abu Dhabi National Exhibition center.

Schenker LLC

Fairs / Events and Special Logistics

Office 705, 7th Floor,

Al Masaood Tower 2

Airport Road, Deira

PO Box 62532, Dubai

United Arab Emirates

Tel. +971 4 2956111

Contact Person:

Contact: Edward Gillo

Tel: +971 4 295 6111 Ext. 163

Mobile: +971 55 100 7526

Email: [email protected]

Clauses

Schenker shall not be liable for any delay, any failure in the performance of any services, any rate increase if and to the extent that such delay or failure or rate increase is caused by any event of force majeure, including but not limited to any Act of God, natural disaster, adverse weather conditions, disease, epidemic, plague, quarantine restrictions, war, terrorism, riot, civil commotion, strike, industrial action, trade or economic sanctions, or any other circumstances beyond its reasonable control.”

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The Organisers & Venue are doing everything they can to ensure that build up and breakdown runs as smoothly as possible for everyone onsite, but all Exhibitors, Contractors and Suppliers also have a responsibility for this. Below are some ideas that you should be considering:

Want to avoid the traffic queues and potentially save money? Then why not send your goods/stand building materials to the Official Logistics Provider two weeks before the show, who will then deliver them to your stand in time for when you arrive onsite. See section below for more details.

There are a number of measures you can take to aid capacity and help limit any unneccessary workers onsite during buildup.

• All deliveries must be made directly to the official lifting contractor. You can either then collect these yourself or arrange for the lifting contractor to deliver to your stand. 
• Consider methods to reduce frequency of deliveries.
• Encourage drivers to stay in their vehicles where this does not compromise their safety and existing safe working practice.
• Where possible and safe, having single workers load or unload vehicles.
• Putting in place procedures to minimise person-to-person contact during deliveries
• It is essential that all material and freight is kept within the build area and not in the aisles/foyers etc. Build materials/furniture/AV and freight may need to be scheduled for different arrival times to avoid crowding.

You don’t need your furniture on the first day of build so be considerate of others and plan your deliveries accordingly.  To avoid the risk of furniture and dressing items being turned away during the first few days of build, why not arrange for these items to be stored with the Official Logistics Provider until you are ready for them?  

No one enjoys getting stuck in exhibition traffic and it is very easy for courier drivers to refuse to deliver your items.  Therefore contact the Official Logistics Provider who would be more than happy to manage this for you instead.  Give them a call to see how they can help ensure a smoother onsite experience for you and your team. 

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Consigning Instructions

All Airfreight shipments for WFES 2025 should be sent “Freight Pre-Paid” to Dubai airport consigned as follows…..

Consignee :   Schenker LLC,                                        Notify :   Exhibitor name, stand number

                          C/o WFES 2025                                                   C/o WFES 2025

                          PO Box 62532 Dubai                                          ADNEC, Abu Dhabi, UAE

                          United Arab Emirates

The AWB should indicate ‘In Transit to Abu Dhabi to the WFES 2025 exhibition for free distribution or re-export after the event’.

Pieces, weight and volume of freight should be clearly indicated on the Airwaybill.

Separate Airwaybills must be issued for each individual exhibitor.

A 10% outlay commission will be imposed on all ‘Freight Collect’ consignments.                 

Arrival Deadline

Shipments should arrive Dubai Airport no later than 7 Working Days Before Buildup / Move in Starts.

Any shipments arriving after this deadline will incur a 30% surcharge on all handling rates.

Schenker will make all reasonable efforts to ensure that late shipments arrive prior to show opening but cannot offer any guarantees.

Documentation ( Sample Invoice cum Packing list & HS code summery will be provied)

The following documentation is required for all shipments :

o    2 original + 2 copy master air waybills

o    2 original + 3 copy commercial invoices

o    1 original + 2 copy certificate of origin     

Copies of all shipping documentation should be sent to Schenker LLC prior to the consignment’s departure from origin to check that all details are correct.

Tariff of Charges

Tariff Notes / Exclusions

o    10% Outlay fee will be applied to all freight collect shipments

o    Late arrivals will be subject to a 30% surcharge on above handling charges

o    Tariff is based on general cargo only. Not applicable to dangerous, prohibited or perishable goods or jewellery

o    UAE Customs duty  will be based on the customs asses value for No return items

o    HS Codes fees (if missing from invoice) will be charged at US$10.00 per item

o    Rates shown are one way only (in or out). Outbound rates are the same.

o    Consolidator’s handover fees are excluded

o    Storage charges (before or after the event) or re-export freight rates excluded

o    Tariff is valid for pieces up to a maximum of 2000kilos with no dimension exceeding 3m length or 2.2m width or height

o    Tariff applicable to actual weight / volume weight (1m³ = 168kgs) / weight on waybill (whichever greater)

o    Above charges are for first time delivery to stand only

o    Insurance is excluded

o    Any charges/services not expressly mentioned are also excluded

Please read Shipping Documentation section for additional information on documentation, packaging, duty, and insurance etc.

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Advance Courier Shipments

Courier shipments for WFES 2025 should be sent to Schenker’s office in Dubai on a door-to-door customs cleared basis…..           

                  Ship to :           Schenker LLC , C/o WFES 2025

                                           Fairs and Event Department

                                           AL Masaood Tower , 705

                                           P O BOX 62532 DUBAI , UAE.

                                           Tel : 97142956111

A copy of the courier waybill and commercial invoice should be sent to Schenker for checking prior to the consignment’s departure.

Shipments will be transferred to the show site the next working day.

Please note that Schenker will have no control over the customs clearance of courier shipments. If the value of goods exceed USD 250.00 some of courier companies are not clearing the cargo as courier consignment and requires importer code which Schenker Dubai doesn’t have since our license is for shipping/clearing agent only. We can take over the clearance but we need at least 3-4 working days to arrange it, and complete information must be stated in the Invoice and Packing List about the shipment. Charges applicable based on airfreight tariff.

Courier Shipments Direct to Show Site

Sending courier shipments directly to the show site is not advisable. Some delivery companies will allow anyone within the venue to sign for the consignment (ie a cleaner, visitor, car park attendant) and the consignment may not make it’s way to your stand with no possibility to locate it within the venue.

For that reason, Schenker are not responsible for courier shipments until received at our on-site office regardless of whether they are addressed to us or not.

It is the exhibitor’s responsibility to check with Schenker to see if their packages have been received.

Schenker will not notify the exhibitor that their goods have arrived.

Shipments arriving directly at the show site requiring payment of UAE customs duty or any freight charges will be refused by Schenker unless pre-arranged. DDU / DDP terms are accepted only after our Prior Approval .

Tariff of Charges

Tariff Notes / Exclusions

o    Rates shown are one way only (in or out). Outbound rates are the same.

o    UAE Customs duty and outlay fee is excluded

o    Volume conversion 1m³ = 168kilos

o    Above charges are for first time delivery to stand only (see page 9 for re-lifting rates)

o    Bank Charges exclueded. 

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Using Customs Registraction code for any kind of documentation by forwading agent / shipping / coureir  company or shipping agent  is restricted  

Please read our shipping instructions for additional information on documentation, packaging, duty and insurance etc.

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Maintenance of stands and delivery of stock, catalogues, etc., during the exhibition period should be carried out before the exhibition opens or after it is closed to visitors.

Please see stand build regulations and Form 27 - Maintenance of Exhibits, Maintenance of exhibits for more details.

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Consigning Instructions

All FCL shipments for WFES 2025 should be sent “Freight Pre-Paid” to Jebel Ali port consigned as follows…..

Consignee :   Consignee : Schenker LLC,                                    Notify :   Exhibitor name, stand number

                          C/o WFES 2025                                                                     C/o WFES 2025

                          PO Box 62532 Dubai                                                            ADNEC, Abu Dhabi, UAE

                          United Arab Emirates

The bill of lading or sea waybill should indicate ‘In Transit to Abu Dhabi to the WFES 2025 exhibition for free distribution or re-export after the event’.

Pieces, weight and volume of freight should be clearly indicated on the waybill / bill of lading.

Separate house waybills must be issued for each individual exhibitor within the container.

A 10% outlay commission will be imposed on all ‘Freight Collect’ consignments.                 

Arrival Deadline

Shipments should arrive Jebel Ali port no later than 10 days  befor Buildup / Move in starts

Any shipments arriving after this deadline will incur a 30% surcharge on all handling rates.

Schenker will make all reasonable efforts to ensure that late shipments arrive prior to show opening but cannot offer any guarantees.

Documentation

The following documentation is required for all shipments :

o    1 original + 3 copy bill of lading or 1 copy sea waybill

o    2 original + 3 copy commercial invoices

o    1 original + 4 copy certificate of origin

Copies of all shipping documentation should be sent to Schenker LLC prior to the consignment’s departure from origin to check that all is in order.

Tariff of Charges

Tariff Notes / Exclusions

o    10% Outlay fee will be applied to all freight collect shipments

o    Late arrivals will be subject to a 30% surcharge on above handling charges

o    Tariff is based on general cargo only. Not applicable to dangerous, prohibited or perishable goods or jewellery

o    UAE Customs duty as per the customs declaration

o    Unstuffing or restuffing of containers during customs inspection

o    HS Codes fees (if missing from invoice) will be charged at US$10.00 per item

o    Rates shown are one way only (in or out). Outbound rates are the same.

o    Storage charges (before or after the event) or re-export freight rates excluded

o    Tariff is valid for pieces upto a maximum of 2000kilos with no dimension exceeding 3m length or 2.2m width or height

o    Tariff applicable to actual weight / volume weight (1m³ = 500kgs) / weight on waybill (whichever greater)

o    Above charges are for first time delivery to stand only (see page 8 for re-lifting rates)

o    Insurance is excluded

o    Containers remaining on-site for more than 12 hours will require separate transportation to return the unit to the port incuring a surcharge of US$250.00

o    Any charges/services not expressly mentioned are also excluded

Please read Shipping Documentation section for additional information on documentation, packaging, duty, and insurance etc.

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It is the responsibility of the exhibitor to ensure that they have adequate insurance for their goods whilst in transit to and from the exhibition, whilst there and / or in storage and also in transit to other destinations.

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Please see below a list of our international recommended agents for shipping to WFES 2025. Please contact our local Office /  agent in your area for a door-to-stand freight forwarding service. Please contact Schenker LLC, if you do not see an agent listed for your area or failed to reach due to the any change of informtion given below

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Consigning Instructions

All LCL shipments for WFES 2025 should be sent “Freight Pre-Paid” to Jebel Ali sea port consigned as follows…..

Consignee :   Consignee :   Schenker LLC,                                                    Notify :   Exhibitor name, stand number

                          C/o WFES 2025                                                                                      C/o WFES 2025

                          PO Box 62532 Dubai                                                                             ADNEC, Abu Dhabi, UAE

                          United Arab Emirates

The bill of lading or sea waybill should indicate ‘In Transit to Abu Dhabi to the WFES 2025 exhibition for free distribution or re-export after the event’.

Pieces, weight and volume of freight should be clearly indicated on the waybill / bill of lading.

Separate sea waybills or bill of ladings must be issued for each individual exhibitor.

A 10% outlay commission will be imposed on all ‘Freight Collect’ consignments.                 

Arrival Deadline

Shipments should arrive Jebel Ali port no later than 10 working days before Buildup / Move in starts

Any shipments arriving after this deadline will incur a 30% surcharge on all handling rates.

Schenker will make all reasonable efforts to ensure that late shipments arrive prior to show opening but cannot offer any guarantees.

Documentation

The following documentation is required for all shipments :

o    1 original + 3 copy bill of lading or 1 copy sea waybill

o    2 original + 3 copy commercial invoices

o    1 original + 4 copy certificate of origin

Copies of all shipping documentation should be sent to Schenker LLC prior to the consignment’s departure from origin to check that all details are correct.

Tariff of Charges

Tariff Notes / Exclusions

o    10% Outlay fee will be applied to all freight collect shipments

o    Late arrivals will be subject to a 30% surcharge on above handling charges

o    Tariff is based on general cargo only. Not applicable to dangerous, prohibited or perishable goods or jewellery

o    UAE Customs duty is as per the customs declaration

o    HS Codes fees (if missing from invoice) will be charged at US$10.00 per item

o    Rates shown are one way only (in or out). Outbound rates are the same.

o    Consolidators handover fees are excluded

o    Storage charges (before or after the event) or re-export freight rates excluded

o    Tariff is valid for pieces up to a maximum of 2000kilos with no dimension exceeding 3m length or 2.2m width or height

o    Tariff applicable to actual weight / volume weight (1m³ = 1000kgs) / weight on waybill (whichever greater)

o    Above charges are for first time delivery to stand only (see page 8 for re-lifting)

o    Insurance is excluded

o    Any charges/services not expressly mentioned are also excluded

o   Please read shipping instructions for additional information on documentation, packaging, duty, & insurance etc.

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Only the Official Logistics Provider may operate lifting equipment inside the hall and around the perimeter of the venue. Under no circumstances are any other lifting contractors permitted to use forklifts inside of the halls or in the loading areas.

To order a forklift or other lifting equipment for unloading or loading for stand materials and exhibits please contact the Official Logistics Provider to discuss your lifting requirements and to request a quote for their services.  We recommend that you make contact at the earliest opportunity with details of large or heavy exhibits as these may need to be positioned in the early part of build-up and may require special handling.

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On-site handling services will be charged according to the following tariff.

Tariff Notes / Exclusions

o    Rates shown are one way only (in or out). Outbound rates are the same based on the volume / weight of the outbound cargo\

o    Tariff is valid for pieces up to a maximum of 2000kilos with no dimension exceeding 2m X2mX1.5m (LXWXH)

o    Delivery of the cargo to Show site based on the covid Protocole 

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Experienced representatives from Schenker LLC will be on-site during the exhibition tenancy to supervise customs clearance and freight handling and to liaise with exhibitors during the course of the event.

Covid 19 Restrictions

" Schenker shall not be liable for any delay,  any failure in the performance of any services, any rate increase if and to the extent that such delay or failure or rate increase is caused by any event of force majeure, including but not limited to any Act of God, natural disaster, adverse weather conditions, disease, epidemic, plague, quarantine restrictions, war, terrorism, riot, civil commotion, strike, industrial action, trade or economic sanctions, or any other circumstances beyond its reasonable control.”

" Customer shall reimburse Schenker for any increase in costs  actually incurred by Schenker for resources and/or activities supporting the services for Customer in relation to Covid-19, such as but not limited to,  delays, changes, reductions in capacity, cancellations  or any other type of disruptions on the supply side or new laws, etc, not known to Schenker at the moment of conclusion of this Agreement." 

Customer shall reimburse Schenker for any increase in costs of more than 30 % , incurred by Schenker for resources and/or activities supporting the services for Customer   in relation to Covid-19, such as but not limited to,  delays, changes, reductions in capacity, cancellations  or any other type of disruptions on the or disruptions on the supply side or new laws, etc, not known to Schenker at the moment of conclusion of this Agreement.

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Terms of Payment

In most cases, where agents are used within our organization or who are well known to us we will deal directly with those agents. It is therefore strongly recommended to employ an agent in your own country with whom we can make these arrangements.

Exhibitors/Non- Schenker Agents whom we invoice directly should send remittance of our charges by bank transfer immediately upon receipt of our invoice.

Personal or foreign cheques are not acceptable. Payment can be made by

Bank or Telegraphic Transfer to our account as follows:

Payable to :

Beneficiary Name: SCHENKER L.L.C.

Account No. (USD): 0101226026 (USD)

IBAN: AE190211000000101226026

Swift Code: CITIAEAD

BANK ADDRESS:

CITI BANK, N.A

P.O BOX 749, DUBAI,

UNITED ARAB EMIRATES

(Remitting bank charges are to be borne by the exhibitor)

We can also accept credit card and cash payments on-site. All cash payments must be made in US Dollars or AED Dhirams.

Payment of services and any fee’s outlaid on the exhibitors behalf (ie duty) will be required before work can take place or freight cannot be released to those clients that do not have a credit facility available with Schenker LLC.

Handling Conditions

Furthermore, all work is undertaken at owners risk, the exhibitors are liable for damages and additional cost resulting from the incorrect declaration of the weights and measurements of the packages, as well description of content of cargo mentioned on invoice/packing list.

The liability of the forwarding agent ends upon unloading of goods at the exhibitor's stand, even if the exhibitor or his representative is not yet in attendance. Delivery is made from the first official assembly day at the designated exhibition stands. In case of return transportation, liability on the part of the forwarding agent does not take effect prior to collection from the stand, even if the transport documents are previously deposited at the office of forwarding agent.

All exhibitors are requested to have their exhibits fully covered for insurance for the whole in/return journey, including exhibition period. An original of the insurance policy should be brought to the fair in case of any necessary survey, Survey fee at exhibitor’s own expense

We hope, of course, that you will be more than satisfied with our services. In case you should have any justified reasons for complaint, please contact us in writing by no later than two days after delivery of the fair goods and enclose credible proof. 

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Consigning Instructions

All roadfreight shipments for WFES 2025 should enter the UAE at ‘Al Guwaifat’ border only consigned as follows…..

Consignee :   Schenker LLC,                                                          Notify : Exhibitor name, stand number

                          C/o WFES 2025                                                                  C/o WFES 2025

                          PO Box 62532 Dubai                                                          ADNEC, Abu Dhabi, UAE

                          United Arab Emirates

The truck waybill should indicate ‘In Transit to Abu Dhabi to the WFES 2025 exhibition for free distribution or re-export after the event’.

Pieces, weight and volume of freight should be clearly indicated on the waybill.

Separate truck waybills must be issued for each individual exhibitor.

‘Freight Collect’ consignments by road are not accepted by Schenker.

Trucks should stop at :       AL WADDAH CUSTOMS CUSTOMS CLEARANCE LLC

(for clearance)                      AL GHUWAIFAT BORDER, SILA ABU DHABI, United Arab Emirates,

                                               Import: 02 87 23 225

 Please note that duty will have to be paid on any goods originating from outside the GCC (Gulf Cooperation Council) upon initial entry into the GCC and is not refundable. Schenker only have temporary import arrangements with UAE customs and not the customs of other GCC members.

Arrival Deadline

Shipments should arrive Al Guwaifat border no later than 5 Workign Days before Buildup / show starts

Any shipments arriving after this deadline will incur a 30% surcharge on all handling rates. Schenker will make all reasonable efforts to ensure that late shipments arrive prior to show opening but cannot offer any guarantees.

Documentation

The following documentation is required for all shipments :

o    1 original + 3 copy truck waybill

o    2 original + 3 copy commercial invoices (please see page 7 for instructions how to complete this document)

o    1 original + 4 copy certificate of origin

Copies of all shipping documentation should be sent to Schenker LLC prior to the consignment’s departure from origin to check that all details are correct.

Tariff of Charges

Tariff Notes / Exclusions

o    10% Outlay fee will be applied to all freight collect shipments

o    Late arrivals will be subject to a 30% surcharge on above handling charges

o    Tariff is based on general cargo only. Not applicable to dangerous, prohibited or perishable goods or jewellery

o    UAE Customs duty and outlay fee is excluded

o    HS Codes fees (if missing from invoice) will be charged at US$10.00 per item

o    Consolidator’s handover fee’s are excluded

o    Storage charges (before or after the event) or re-export freight rates excluded

o    Tariff is valid for pieces up to a maximum of 2000kilos with no dimension exceeding 3m length or 2.2m width or height

o    Rates shown are one way only (in or out). Outbound rates are the same.

o    Tariff applicable to actual weight / volume weight (1m³ = 500kgs) / weight on waybill (whichever greater)

o    Above charges are for first time delivery to stand only (see page 8 for re-lifting rates)

o    Insurance is excluded

o    Any charges/services not expressly mentioned are also excluded

Please read shipping instructions for additional information on documentation, packaging, duty & insurance etc.

Please read Shipping Documentation section for additional information on documentation, packaging, duty, and insurance etc.

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There is no facility for you to store unwanted goods such as crates and packing materials onsite, so please ensure you arrange for the removal from site of any items you do not wish to keep on your stand. Our Official Freight Forwarder, DB Schenker, can help with your storage requirements, please see Form 11 - Freight & On-site Handling.

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Commercial Invoice

Please ensure that your commercial invoice complies with the following check list.

o    Document must be headed ‘Commercial Invoice’ (nothing else is acceptable)

o    Must be printed on shipper’s authentic embossed letterhead or bear an original company stamp (colour computer print outs are not accepted as original by UAE customs)

o    Shipments arriving to Dubai Airport / Jebel Ali Seaport must be consigned to Schenker LLC C/o WFES 2025, P O BOX 62532 Dubai UAE.

o    Must indicate the individual weight and dimensions of each package in the shipment and must match the waybill or bill of lading 100%

o    Must clearly indicate the content of each package with separate values (in US$) and HS Tariff codes for each individual item

o    Must clearly indicate which items are packed into which boxes (piece numbers mentioned on your commercial invoice should tally up with the piece numbers mentioned on the labels attached to your packages)

o    Must have an original signature (preferably in blue ink)

o    Make, model and serial numbers must be listed for any electrical items

The following declaration should also be stated on the commercial invoice ‘We hereby guarantee that this is a true and correct invoice, and that the goods referred to are of the origin, manufacture and production of (country)’.

It is highly recommended to pack items for temporary and permanent importation separately and create separate commercial invoices for each. This is essential to ensure an accurate calculation of customs duty upon re-export.

Certificate of Origin

o    Must be consigned to ‘Schenker LLC C/O WFES 2025, P O BOX 62532 Dubai UAE.

o    Must indicate the total pieces, weight and volume of the shipment and must match the commercial invoice and waybill / bill of lading 100%

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Temporary importation of goods is solely subject to the final approval of the border customs authorities. If customs reject our application for clearance on a temporary importation basis, the goods will have to be imported permanently and customs duty will be applicable.

Goods for temporary import must bear serial or product codes wherever possible. The same codes should be mentioned on the commercial invoice. UAE customs are likely to force permanent import and payment of duties when this is information is not available.

Goods under bond (temporary import) must be re-exported from the UAE immediately after WFES 2025.

UAE Customs Duty applicable to goods which are not re-exported within deadline for whatever reason, even if sold, destroyed or consumed. The duty is calculated on the CIF (cost, insurance, freight) value.

Any shipment imported into the UAE ( local Market) on a temporary basis for the show and later amended to a permanent import will be subject to a permanent import conversion fee. Import to Free zone is not Permitted after import temporary admission

All customs duty assessments are solely up to the discretion of UAE Customs. UAE Customs can re-assess or

re-evaluate the values declared on the commercial invoice and charge the duty based on their evaluations.

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All goods imported in UAE, Value Added Tax (VAT) is applicable and computed based on 5 % of the CIF value + Customs Duty/Deposit. It will be refunded if the cargo will be re-exported.  All Refund  Subject to approval from concerned Government authority. Refund Subject to approval from concerned Government authority If cargo will be consumed, given away or sold during the exhibition we will bill VAT amount, subject to USD 45.00 service fee + 5% VAT. 

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