21-25 November 2005
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The fair The fair provides the opportunity for all participants of the festival to showcase their projects and learn about those of their European colleagues. Delegates will have the opportunity to share ideas and gain inspiration from the many successful educational tools on display at the national stands. It is a lively forum for information exchange, collaboration and inspiration, which proved to be very popular and successful at the previous Physics on Stage festivals. DETAILS: Introduction: The instructions below must be strictly followed to ensure the safe and on-time delivery to CERN. These instructions are laid out in chronological order that will help each delegation with its shipping preparations. Following the event, CERN will undertake the necessary formalities to ensure the return of material to the individual National Steering Committees. The shipment of all material delivered to and returned from CERN will be paid for by CERN, provided the following instructions are followed. Please note that you should only start the shipping procedure after you have received a message from the CERN organizers. The final quantity of material that can be accepted for your fair stand may be different from your initial request, depending on the final allocations of stands and overall space considerations. Given that CERN has limited storage space, we need to ask each delegation to make sure that the material arrives between Monday 14 November and Thursday 17 November. CERN is based in Geneva, Switzerland, which is outside the EU . All material sent to CERN must be accompanied by a “Carnet ATA”, which allows temporary duty free importation into Switzerland. The Carnet ATA is established by your local CHAMBER OF COMMERCE. Important dates: 28 October: CERN contacts NSC with information on their stand/material request 4 November: All NSCs are required to confirm (by e-mail to Sos.shipping@cern.ch) that they have contacted their local Chamber of Commerce 10 November: All NSCs are required to confirm completion of Carnet ATA and establishment of shipping formalities (by e-mail to Sos.shipping@cern.ch). CERN will not accept the responsibility of undertaking either the administrative procedures or the payment of customs duties on any material held or blocked by Swiss customs if the shipping formalities specified below are not followed. CERN will not accept responsibility for material that is lost or damaged during transport. CERN will not accept to pay any taxes for the return of the goods in EU to their origin in case the shipping procedure is not respected.
INSTRUCTIONS:
• Contact the local “CHAMBER OF COMMERCE” who will establish the Carnet ATA. For additional information: http://www.iccwbo.org/index_ata.asp • The CHAMBER OF COMMERCE will require: - A general description of all material to be shipped, recommended description is “Exhibition and demonstration material” - A detailed shipping list describing the material - Serial No’s & Model No’s MUST be included for all electrical/computer equipment - Weight and dimensions of each package/case to be sent - The overall estimated value of the material to be sent
• All material MUST be well packed to avoid any damage. • All material should be packed into strong and suitable packaging • All material should be clearly addressed, labelled see below • All packaging should be foreseen to be re-used for the return shipment
• All material MUST be shipped by either FedEx (Express Courier) or DHL Danzas Freight (Groupage) • CERN has contracts with both companies, see details below • NSCs should contact either FedEx or Danzas Freight directly for their shipment • Each individual NSC must clearly indicate the following to the transport company: - description of material Do not forget to mark the package with Fragile, keep in upright position, etc, if necessary • Once the material has been collected an email should be sent to Sos.Shipping@cern.ch confirming delivery date • Any valuable material should be insured with either FedEx or DHL Danzas Freight for transport. This request must be done separately to the transport company. As an indication, the insurance prime varies between 1.5-2.5 % ad valorem.
• By Air transport (Express Courier) • Contact local FedEx agency • The CERN contract Nº. for FedEx is: 300044166 • Important: - Max weight per package 60 Kg. - Clearly indicate dimn’s, weights and quantities of packages to be shipped
• By either Road or Air transport (Groupage) • Contact DHL Danzas Freight, Geneva • Contact either Mme Fabienne DOY or Mr. Dominique LECOMPTE • Tel: 0041.22.827.82.11 • Fax: 0041.22.827 8142 • The CERN contract Nº. DHL/DANZAS is: 310276 • Important: - There is no limitation on weight, check dimension restrictions • DHL Danzas Freight will arrange for collection by a local Agency/transport company
• The delivery address, delegation and use (Performance, Exhibition, Workshop) MUST be clearly indicated on all packages • Address: CERN Material for: “(please insert name of your country)” (If performance or Workshop): insert date • The following telephone number should be quoted as contact on all packages: - 0041.22.76 7.4432 CERN, (Importation Service) • Each delegation’s material will be delivered to the exhibition area on Friday 18 November.
• On completion of SOS 05, each individual delegation is responsible for: - Packing and preparing their material for RETURN transport - Clearly addressing each package • Clearly marked labels should be pre-prepared for the return shipment • The approximate weight of each package should be clearly marked on the package • The RETURN delivery address and delegation MUST be clearly indicated Material for: “(insert name of your country)” Attn. xxx XXXX XXXX XXXX
• All of the material sent or brought by each delegation MUST leave CERN after the festival. • The return transport will also be executed by either FedEx or DHL Danzas Freight • It is expected that the material will returned by 16 December at the latest. All delegations must inform us (by email to: Sos.Shipping@cern.ch) about the exact address, contact person, Tel Nº and email address for return shipment. Ray Lewis
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