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 JWS 2023.

We kindly ask you to read these important shipping instructions carefully concerning freight logistics for JWS 2023, 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 JWS 2023 from 1st to 5^th November 2023.

 

Schenker LLC, Fairs and Events Dept

Office 701, 7th Floor, Al Masood Tower

Airport Road, Deira

PO Box 62532, Dubai

UNITED ARAB EMIRATES

 

Contact: Ralph Xavier

Tel: +971 4 2956111 Ext. 106

Mobile: +971 55 1701499

Fax: +971 4 2941045

Email: [email protected]

 

Contact: Anas Al-Arid

Telephone: +971 4 295 6111

Fax: +971 4 294 1045

[email protected]

 

Contact: Edward Gillo

Telephone: +971 4 295 6111

Fax: +971 4 294 1045

[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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Packaging should be designed with internal padding and battens as to be suitable for the nature of the goods and the intended mode of transport and to be able to withstand both outward and return journeys (if required).

It should be capable of easy unpacking and repacking. For this reason, it is advisable to use screws or clips for cases rather than nails.

‘ISPM15’ Phytosanitary Measures are not required in the UAE however any cases intended to be re-exported from

Abu Dhabi/ Dubai after JWS 2023 should be compliant to ensure that the onward consignment does not encounter any problems upon arrival at its destination.

All cases should be clearly marked showing JWS 2023, c/o Schenker LLC, your exhibiting name, stand number, case number (i.e., 1of3, 2of3 etc), gross weight and dimensions.

Case numbers on the labels should tally up with those mentioned on commercial invoice(s).

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Address of Venue

 

Abu Dhabi National Exhibition Centre (ADNEC)

Khaleej Al Arabi Street Nr. Zayed Military Hospital P O Box 5546, Abu Dhabi, UAE

Telephone: +971 (0)2 444 6900 Fax: +971 (0)2 444 6135

 

For a road map to the venue and more information about ADNEC, please visit www.adnec.ae

Please note that RX Global or ADNEC are not responsible for receiving goods or shipments at any time. Please contact the Official Freight Forwarder for any storage requirements.

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

 

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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 in transit to other destinations.

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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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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 event.

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The Secured Overnight Storage Area will be placed inside Organiser's Office Hall 3 which will be secured by armed police and security guards, with a private exit and entrance solely for exhibitors ONLY.

All the goods must be sealed by our security guards before being stored.

The exhibitor will be offered the following:

• The entire container will be furnished with shelves only and the sealed goods will be placed on the numbered shelves. 
  
• If the exhibitor wishes to hire a safe, please refer to the Furniture Order Form.
  

To book for the overnight storage area, please contact your JWS Sales Representative. You also need to fill out the Authorisation Form when you book for the Overnight Secure Storage Area. Complete the Furniture Order Form if you prefer hiring a safe.

 

The deadline for receiving the request is on Wednesday, 25th October 2023.

 

Dates and timings of the storage room guards

Date	Reception of goods by the guards		Delivery of goods by the guards
	Time		Time
	From	To	From	To
31 October 2023	16:00	18:00	(last day build-up)
Date	Delivery of goods by the guards		Reception of goods by the guards
	Time		Time
	From	To	From	To
1 November 2023	11:00	15:00	22:00	23:00
2 November 2023	11:00	15:00	22:00	23:00
3 November 2023	11:00	15:00	22:00	23:00
4 November 2023	11:00	15:00	22:00	23:00
5 November 2023	13:00	15:00	22:00	01:00
6 November 2023	(first-day breakdown)		08:00	12:00

I. Reception by the security personnel

Crowd control guard at the waiting area will check the authorised signature form along with the passport copy.

Upon verification of the documents, the exhibitor will be admitted accessing the container and will be escorted by the security guard. (Before the counter)

The security guards inside the container will double check the authorised signature form along with passport copy of the authorised person.

 

ii. If the goods need to be placed in the shelves,

The exhibitor will hand over the good to the security personnel over the counter.

The guard will seal it in front of the exhibitor and gives the exhibitor the duplicate of the seal tag.

According to G4 procedure, a seal with an auto generated serial number will be assigned to the goods, and then a duplicate tag will be given to the exhibitor to keep and to be presented when needed. (Charges apply in case of lost tags).

Upon completing the above procedure, the exhibitor will leave the room, and then the guard will place the goods into the shelves.

 

III. Delivery by the guard

The crowd control security guard at the waiting area checks the authorised signature form along with passport copy. If all documents are okay, the exhibitor will be admitted accessing the container. (Before the counter)

The Guard inside the container will check once again the authorised signature form along with passport copy just for the purpose of “double checking”.

 

IV. If the goods need to be removed from the shelves,

The security guard will hand over the sealed goods at the counter to the exhibitor, the exhibitor leaves the room.

Be considerate of others and keep the aisles around your stand clear at all times. Space Only contractors should not be delivering furniture and stand dressing items until there is sufficient space within the stand area to store them.  Items left in the aisles run the risk of being removed either by the Official Logistics Provider or cleaning team which will incur charges that will then be passed directly back to either the stand contractor or exhibitor.

To avoid this risk why not ask the Official Logistics Provider to store any items until you are ready to receive them on your stand? Delaying the delivery of furniture and dressing items will have a positive impact ensuring a smoother onsite experience for everyone, for example;

• Everyone on site can move more easily around the show floor
• The Official Logistics Provider can deliver freight quicker to stands
• Venue rigging department can navigate around the show floor easier so less delays
• Creates more space for your team to work
• Allows venue cleaners to sweep the aisles more regularly which will help to ensure a clean show for your clients on opening morning

No excess stock, literature, or packing cases may be stored around or behind your stand. If you require storage whilst on site at the exhibition (e.g empty cartons, boxes, literature etc.), please contact the Official Logistics Provider for a quote. They will collect items from your stand, store them and promptly return them to you during breakdown. 

Be sure to collect packing labels from the Official Logistics Provider during build-up. If packing material are found un-labelled onsite, it may be treated as waste and removed.

Whilst every precaution is taken to ensure the safety and security of the storage areas, we cannot accept any responsibility whatsoever for any, loss or damage or any consequential losses which may befall on your property. Please refer to the Security Section for further information. 

You must not begin removing items from your stand until the exhibition is closed and all visitors have left the hall. 

Trolleys will not be allowed on the exhibition floor until after this time. 

Please do not leave any goods unattended on your stand at this time. Breakdown is a busy period and your property is particularly vulnerable to theft and damage at this time. If you have arranged for a courier to collect items from your stand, please ensure that you are there to meet them. 

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