Sending Conference Materials

Cargomen Logistics India Pvt., Ltd. is the designated ground handler for WCA members to send their conference materials to Hyderabad.  They are also one of Hitex, Hyderabad designated local agents.
We strongly recommend that you use their services for sending conference materials because they will be able to easily coordinate your shipments with WCA’s own shipments to the conference venue (Novotel HICC).


    The following information will assist you to dispatch of your conference materials to Hyderabad in
    a timely manner.  Please do not hesitate to contact us if you require clarification on any points.

    Tel: + 91 40 - 44353980 ;

    We wish you every success at the WCA India Regional Conference 2018 and look forward to seeing
    you in Hyderabad.


    All freight should be shipped on “FREIGHTPREPAID” basis and consigned as follows:

    Cargomen Logistics India Private Limited
    H.NO 1-10-98/33, My Home Kamadhenu
    Dwarakadas Colony
    Begumpet, Hyderabad 500016
    Telangana State, India
    Tel: +91 40 44353980;

    For : WCA India Regional Conference 2018


    Documentation Deadline: 7 working day prior arrival

    Please ship your goods to arrive IN Hyderabad no later than later than:

    Sea freight  :  8th - 12th June 2018 
    Air freight    :  10th- 12th  June 2018
    Videos         :  8th June 2018  


    For all shipments, copies of documents, including air or ocean Bill O fLading / Airway Bills, truck, invoices & packinglist and other required documentation must be faxed/emailed to Cargomen Logistics India Pvt., Ltd. (+9140-44353980) / SEVEN WORKING DAYS prior to arrival.

    Please also indicate the following exhibitor’s shows it representative:

    Mr. Douglas Archer
    Conference Manager
    WCA Limited
    Office Tel: +66 2 726 9060-9
    Office Fax: +66 2 726 9070
    Cell Phone: +66 86 888 0276

    The shipper is responsible for any delays due to bad weather, war, strike, equipment failure, intensive examination, or other Government intervention.

    Please fax stand plans & insurance certificates, if applicable.

    Whichever method you choose, please ensure you fax/email a brief pre-advice to us as soon as available.


    To enable us to clear your exhibits, request a Combined Invoice and Packing List to be sent to you.
    This documents to be completed in English, with full details such as Generic Description of Goods along with part code and Model No. (if any), UOM, Quantity, Unit Price and Total value in US dollars or in EUR or in Sterling Pound or in Singapore Dollar and in CIF terms. Exhibitors are requested to indicate that the goods are sent for conference purpose and DO NOT MENTION “FREE OF COST” or “COST MENTIONED FOR CUSTOMS PURPOSE” on the IN THE INVOICE OR PACKING LIST whether items are intended for temporary import, sale or for free distribution.

    The offices of Cargomen Logistics India Pvt Ltd and/or its agents in your own country can assist you with any difficulties you may have with your documentation.


    Please ensure your equipment / materials are packed in strong, waterproof packing cases which lend themselves to being re-packed after the exhibition.  Please bear in mind that your exhibits will be in transit for long periods both to and from the exhibition, and that cartons are not suitable to withstand the constant handling which takes place during trans-shipment. Exhibitors shall be responsible for the consequences of improper packing.

    When packing, exhibitors should take into consideration the weight and height restrictions of
    the show venue. Exhibitors shall be responsible for all consequences if they send to the show any exhibits with dimensions and weight that exceed the limits of the show venue. If in doubt, exhibitors should check with the organizer.


    All cases, cartons, etc. being sent to the exhibition must be marked as follows:

    Exhibition Name       :  WCA India Regional Conference 2018
                                   c/o Cargomen Logistics India Pvt., Ltd.

    Exhibitor Name        : ____________________

    Stand No.              : __________________

    Case No.               : __________________

    Dimensions            : __________________

    Weight                 : __________________


    All video tapes and films (including video CDs and laser discs) are subject to the censorship clearance of the Media Development Authority(MDA) before they are allowed for public viewing. Therefore, the films / videos / discs must be sent by courier service to arrive at Cargomen Logistics India Pvt., Ltd. in Hyderabad at least 14 days before the start of the exhibition.

    To apply for exemption from censorship of videotapes / discs, please request a “C” form and “E” form from Cargomen and complete the declaration of CD-ROM, please complete both forms and fax them together with your pre-alert message to us.  Approved Form “C” from MDA should accompany the video tape upon entry into Hyderabad.


    Any Hand carried items valued at more than INR 40000.00 or the equivalent in foreign currency is chargeable to Customs Taxes. Hence, ensure that necessary care is taken care in case someone intends to bring any electronic equipment as personal baggage.

    All goods imported into India are subject to merit rate of Customs Duties of 38% which must  be paid at the time of import at the various entry points. Exhibitors who hand-carry their exhibits are required to declare their goods at the Customs checkpoints and make the necessary tax payment before they are granted entry.

    Alternatively, if you have high valued goods of are turnable nature that you wish to hand-carry,
    we suggest that you obtain an ATA Carnet from your local Chamber of Commerce. Please refer to section11, paragraph(1).


    All goods imported into Hyderabad are subject to the above tax when sold, consumed, distributed, disposed, donated, or given away in Hyderabad.  The GST payable is 7% of CIF value indicated on
    the invoice and subject to the Customs & Excise final appraisal of the imported goods value. Brochures, pamphlets, newsletters, advertising materials, and giveaways of any kind will automatically be imported for local consumption with GST paid upon import. GST paid is not refundable.


    There are two options available to exhibitors in obtaining GST and duty exemption for those exhibits entering Hyderabad for display and re-export.

    1. ATA Carnet:

      Indian Customs are a signatory to the ATA Carnet system and exhibitors may use this document when shipping their goods. Shipments covered by ATA Carnets are exempt from payment of any tax or duties for the period of temporary importation.

      However, goods indicated in the ATA Carnet must be re-exported after the show. You are therefore reminded not to include any goods which are NOT intended to be re-exported in the ATA Carnet.

    2. Temporary Import Bond raised by Cargomen Logistics India PVt ltd

      Cargomen Logistics India Private Limited can provide a Bank Guarantee on your behalf for exhibition goods under “temporary import”. This procedure involves raising a bank guarantee to customs to cover the potential (Goods & Service Tax) GST / Duty liability. For Import Bond fees, please refer to our Freight Handling Tariff.

    The maximum term for temporary importation under guarantee is six weeks (3 weeks prior to exhibition show opening date and 3 weeks from the show closing date). It is possible for
    the Temporary Import period to be extended beyond the granted six weeks providing that:

    1. All Customs Taxes are paid on the Customs assessed value, allowing the first term of import
      to be cancelled.
    2. A letter is supplied by the exhibitor giving valid reasons for keeping their exhibits in Hyderabad.
      This request will be presented to customs and, if approved, a further period may be granted
      prior to final clearance instructions relating to sale, re-export or transfer to another exhibition.
      Any extensions granted are strictly at Customs’ discretion.



    The following categories of materials are prohibited, restricted or controlled and require special documentation and / or clearances prior to importation. Please supply us with details of your goods so we can advise you of the import paperwork required for the different types of products. On no account are the following products to be shipped without checking with us beforehand.

    Prohibited             -    Cross-bow, chewing gums, and pornographic materials.

    Restricted / Controlled-Arms and explosives, fireworks, military equipment, Toy guns / arms

                                -    Telecommunication / transmitting equipment
                                -    Radio graphic equipment
                                -    Vehicles
                                -    Foodstuffs & Beverage products
                                -    Cigarettes & Tobacco products
                                -    Medical / Pharmaceutical / Chemical products
                                -    Live Animals and any products made from animal parts


    We strictly advise not to carry any food products as these are under strict inspection and certification.


    Strictly restricted and advised not to bring any such cargo. A passenger can however buy 2 Litres (Two Litres of Alcohol from any Duty Free Shop against his Boarding pass and Passport)

    We strongly recommend that you do not send any alcoholic drinks /beverages as most brands are easily available in the local market.


    Import and Export Licenses are required for western medicine, pharmaceutical products, and chemical products.

    Please note that we do not have the authority to apply for an import license, or act as importer for any pharmaceutical products on an exhibitor’s behalf, even for exhibition purposes only. Those participants planning to ship product samples must have are glistered pharmacy / importer holding valid licenses to clear same.


    It is the exhibitor’s responsibility to ensure that their materials conform to all existing regulations regarding the import of any items regulated by the various government agencies in Hyderabad.
    The list above is not exhaustive and subject to change at anytime by operation of law. Therefore, in the interest of safety, we would urge all participants to contact us for specific instructions regarding these and any other category of materials. Additional cost may be associated with these clearances, permits or licenses.

    In all instances, the approval of import permits / licenses is solely at the discretion of the relevant government authorities and we cannot be held responsible for their refusal to grant such permits, event if the products have already arrived in Hyderabad.


    Container storage and demurrage / detention charges will be levied by the shipping lines for any containers that are held in use longer than the free period specified by them (usually 3 days from arrival of vessel). If the containers are required to be retained till a later period due to exhibitors’ request to be present for unloading; for onsite storage; for subsequent re-export or any other purposes, we suggest that the exhibitors negotiate a pre-agreed demurrage rate with the shipping line at the country of origin, as any negotiation with the shipping lines in Hyderabad will be difficult. All such charges incurred will be billed at cost.


    If you are exhibiting heavy equipment which requires the use of a forklift truck or crane to place it in position on your stand, we ask you to supply us with scale layout drawings so we can position such items early during the buildup period. Drawings should accompany your Combined Invoice & Packing List.


    We will assist you in physical unpacking and installation of exhibits, however exhibitors must supervise and be responsible for these operations. For this purpose, your presentative of the company must be available on-site during the move –in period. If exhibitors arrive on-site late, or instruct us to arrange unpacking or repacking unsupervised on their behalf, we shall handle these operations only at the exhibitor’s risk.

    Similarly, during exhibition closing, exhibitors must also supervise the dismantling and repacking of exhibits, especially for delicate or heavy equipment. When exhibits are repacked with used packing materials, the packing is regarded as no longer suitable to protect the equipment against damage / moisture compared with the original. Exhibitors shall therefore bear the responsibility for any consequences arising there from.


    The following documents will be distributed to exhibitors before closing.
    • A copy of the List of Exhibits previously submitted to customs
    • A form of Instructions for Disposal of Exhibits

    We will start to return empty cases to stands on the closing day after all visitors have left and will assist exhibitors in re-packing and undergoing Customs formalities. In order to ensure the closing of the exhibition can proceed smoothly, those exhibitors with heavy and oversized equipment may be required to repack their exhibits on the next day. Our on-site representative will inform exhibitors of the exact arrangements during the exhibition.

    Exhibitors are requested to declare on their disposal form the number of packages, value, and weight / volume of each product within the following categories:

    • sold
    • to be returned (port of destination/mode of transport)
    • consumed/giveaway

    Return consignments will be dispatched on a freight ‘prepaid’ basis upon full payment of our handling charges in Hyderabad or on ‘collect’ terms via a shipper’s disbursement (Please note that we are not in a position to hand over any return freight to other third party agents as temporary import guarantees are lodged in our name and customs formalities must be cancelled at the time of exportation). We will be pleased to provide you with a quotation upon request.


    As the official tariff is computed on the basis of volume or weight and has no correlation with
    the value of exhibits, it follows that the cost of insurance cover is not included in our charges.
    It is the responsibility of each exhibitor to arrange a full transit Insurance Policy covering transport to the exhibition, during the exhibition, and the return of exhibits to domicile, including the period
    the exhibits are handled by us, and also ensure that Transport Insurance is arranged for exhibits so period locally. Insurance shall include a waiver of subrogation against Cargomen Logistics India Pvt Ltd and its agents and/or subcontractors.

    Exhibitors should also bring a copy of the insurance policy to Hyderabad as it will be required in case we need to file a claim for damage or loss on your behalf.


    Companies using Cargomen Logistics India Pvt Ltd or its appointed agents will be invoiced by them for all services. Companies shipping other than by our offices or agents are advised that full payment must be received by us as follows:

    Inward         :         Upon uplift of goods prior to delivery to stand.
    Outward       :        Upon presentation of invoice / prior to return of exhibits to sender.

    All payment must be made without any deduction or deferment on account of any claim, counter claim or off-set, and remitting bank charges are to be borne by the remitter.

    Personal or foreign cheques are not accepted. Payment can be made by Telegraphic Transfer to our account as follows:

    Cargomen Logistics India Pvt ltd
    Begumpet, Hyderabad

    HDFC AC NO: 06212090000063 (BankSwiftCode: HDFCINBBHYD)

    All work is undertaken at owner’s risk and otherwise in accordance with our terms & conditions of trading (copy is available upon request). Insurance is not included!