Byline: Rayna Skolnik

The commercial invoice is a list of all items being shipped (including exhibit booths) with their dimensions, weight, and value. For items that will be displayed and then re-exported, not sold, list the cost of manufacture, not the selling price.

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The packing list itemizes the contents of each package. It must be totally accurate and specific. "Exhibit materials" or "meeting room supplies" won't do it. There is no official form for either the commercial invoice or the packing list. Therefore, you may develop your own forms, and you may even combine the commercial invoice and packing list into a single form. It's advisable to prepare these forms in both English and the language of the country where the show is being held. The commercial invoice/packing list is almost always required.

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ATA Carnet. This is a "merchandise passport" issued by the United States Council for International Business (USCIB) (www.uscib.org). It demonstrates to customs officials that you are bringing in the merchandise only temporarily; if you do not re-export the merchandise, you will be subject to penalties. The ATA Carnet may be used for most business-related items, including commercial samples, professional equipment, and goods for exhibitions.

A carnet is not required, but there are several advantages to using it: 1. It is valid for a year, and can be used for unlimited entries and re-entries; 2. It eliminates temporary import duties and value-added taxes (VAT); 3. It is far less expensive than Temporary Importation Under Bond, which can reach 150 percent of the value of the shipment; 4. It simplifies customs procedures and re-entry into the United States.

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The Shipper's Export Declaration is required by the Department of Commerce for some shipments valued over $2,500. It is completed by the freight forwarder, not by the shipper. If you use an ATA Carnet, the USCIB can provide the SED forms.

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Temporary Importation Under Bond (TIB). If you do not use a carnet, you must post a bond to guarantee that the merchandise will be re-exported. A bond must be obtained for each country upon arrival. That's way more complicated than using a carnet.

An experienced international freight forwarder can tell shippers which of these documents they will need. Some documents are always required, some vary by country or commodity, and some are at the discretion of the shipper. For specific customs information for your shipment, you can also contact the nearest U.S. Customs office. Check your phone book under Treasury Department in the U.S. Government listings.

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An international freight forwarder will transport your shipment from one of its consolidation points in the U.S. to the airport or seaport (some forwarders also transfer shipments from your warehouse to the consolidation point), and will help with documentation. But if you ship exhibit booths and exhibit materials, such as products for display, it's advisable to select an international exhibit freight forwarder. This specialized forwarder is more expensive, but provides additional services, including delivering the freight to the stand (as booths are known outside the United States), unpacking, storing empty crates during the show - and reversing the procedure at the end of the show. In other words, the international exhibit freight forwarder usually handles drayage, which in the United States is the responsibility of a separate contractor. (Caution: It's usually done this way, but not always. Be sure to ask if the freight forwarder handles drayage.)

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A customs broker, who receives goods at the destination, declares the value of the shipment, processes the paperwork, and handles the payment of any fees required to clear the goods. Although you can contract separately with a freight forwarder and a customs broker, it ultimately makes more sense to select a forwarder who is also a licensed customs broker.

Rayna Skolnik has written about meetings and expositions for more than 25 years.

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