Transport, customs clearance and on-site delivery for exhibits, booth build materials and supporting equipment moving to and from exhibition venues at home and abroad.
Exhibit shipping differs from ordinary export cargo in four places. Exhibits have to come back in their original condition, so they cannot simply be exported under ordinary trade and left at that. Whether an ATA Carnet can be used depends on the category of goods and whether the destination accepts one. Success or failure at a show turns on a few hard deadlines, and one day late means an empty booth. And unloading, handling and empty case storage inside the venue are handled exclusively by the show's appointed contractor, so the carrier can only deliver to the gate. Get any one of these wrong and the exhibits either sit in a foreign customs house or miss the opening.
Transport, customs clearance and on-site delivery for exhibits, booth build materials and supporting equipment moving to and from exhibition venues at home and abroad
Loading and unloading of exhibits and build materials during venue set-up. Once exhibits enter the hall, unloading, on-site handling and empty case management are carried out solely by the show's appointed contractor.
Exhibits are not one broad concept. The same cargo packed in the same booth crate follows two entirely different customs procedures depending on whether it comes back after the show or not. Sorting the categories first is what makes the packaging, the list, the declaration and the return arrangement possible.
| Category | Details | Post-Show Destination | Usual Documentation Route |
|---|---|---|---|
| Goods for display | Goods shown at the exhibition and goods used to demonstrate exhibited machinery or apparatus | Returned | ATA Carnet, or handled as temporary import/export |
| Booth materials | Building materials, decorative materials and supporting electrical fittings for constructing temporary stands | May be returned, or partly not recovered | Metal components and standard stand fittings on a carnet; disposable decoration as permanent import |
| Publicity and display material | Films, slides, videotapes, brochures, advertising, discs and display equipment | Partly returned | Split by destination; the part not recovered is cleared separately |
| Commercial samples | Samples used for on-site display and to solicit orders | Returned, not to be sold | ATA Carnet |
| Professional equipment and tools | Tools and apparatus used for set-up and on-site operation | Returned | ATA Carnet |
| Consumables and giveaways | Food and drink, single-use items, on-site handouts, brochures | Not returned | Cleared as permanent import with duty paid |
| Goods sold on site | Goods retained, gifted or otherwise disposed of after the show | Not returned | Cleared as permanent import with duty paid |
Chinese customs defines the applicable scope of exhibition goods precisely: goods shown at the exhibition; goods used to demonstrate exhibited machinery or apparatus; building and decorative materials for setting up temporary stands; films and printed matter publicising and displaying the goods; and other goods used for display at the exhibition. Non-public exhibitions organised for the purpose of selling foreign goods fall outside this scope.
The ATA Carnet is a customs document established by the World Customs Organization for goods moving under temporary import and export. One booklet replaces the security for import duty and import-stage taxes, allowing duty-free, form-free passage between contracting parties without a deposit or separate security arrangements. In China only one body issues and guarantees carnets: the China Council for the Promotion of International Trade (China Chamber of International Commerce), authorised by the General Administration of Customs and providing an overall guarantee to it. Eighty-one countries and regions now have mutual recognition of exhibit clearance with China. A carnet is valid for 12 months from the date of issue and can be used to import into several countries during that period, with multiple entries into each.
In China the scope is limited to goods provided for in the relevant conventions to which China is a party, namely goods for exhibitions, fairs, meetings and similar events: goods shown at the exhibition; goods needed for demonstrating imported machinery or instruments; building materials and decorations, including electrical fittings, for setting up temporary stands; and advertising and display items for publicising exhibited goods. Commercial samples and professional equipment are also within the carnet's scope, though countries differ in how they treat these two categories.
Where a carnet cannot be used, temporary import and export is handled under the Measures of the Customs of the People's Republic of China for the Administration of Temporarily Imported and Exported Goods: apply to the competent customs office, provide a deposit equivalent to the tax payable or other security accepted by customs in accordance with the law, and re-export the goods within 6 months of entry, with the option to extend. Where customs officers are stationed at the exhibition venue, or where approval has been given to hold the exhibition at a place designated by customs, exhibits may, with the agreement of the competent customs office, be exempt from submitting security.
| Item | ATA Carnet | Standard Temporary Import/Export |
|---|---|---|
| Issuing body | Issued by CCPIT (China Chamber of International Commerce), issued by authorised visa bodies | Apply to the competent customs office |
| Form of security | Deposit, bank or insurer guarantee, or written undertaking accepted by CCPIT | Deposit equivalent to the tax payable, or other security accepted by customs |
| Security period | 33 months from the date the carnet is issued | Per the re-export period set by customs |
| Validity | 12 months from the date of issue | 6 months from the date of entry |
| Extension | Renew with a new carnet from the original issuing body before expiry | Up to 3 extensions, each not exceeding 6 months |
| Scope of application | Limited to goods within the scope set out in the conventions China has joined (exhibits, commercial samples, professional equipment and similar) | The 13 categories of temporary import/export goods listed in the Measures |
| Issue or approval time | Normally 5 working days, 2 working days expedited | Per the customs approval procedure |
| Language | Chinese or English | Chinese customs documents |
| Discharge method | Discharged with the visa body against endorsements by the customs of each country | Closed out with the competent customs office |
A carnet is not itself a tax exemption certificate — it is a security document. If the goods are re-exported in their original condition within the period set by each country's customs, import duty and import-stage taxes are not actually collected; if the period is exceeded or the goods are not re-exported, the security is called on. Understanding this first explains why the list, the endorsements and the discharge stage of a carnet cannot be treated casually.
The security amount is the value of the goods multiplied by a security rate, with the value taken as the value declared by the applicant in the goods list, and the rate table set by CCPIT. The security may take the form of a deposit, a guarantee issued by a bank or insurance company, or a written undertaking accepted by CCPIT. The security period runs 33 months from the date the carnet is issued, clearly longer than the carnet's own 12-month validity, in order to cover discharge and any possible claims.
Discharge rests on the endorsements the customs of each country make on the carnet counterfoils: the re-export counterfoil requires the endorsement of the importing country's customs, the re-import counterfoil requires the endorsement of Chinese customs, and transit through a third country requires the endorsement of the customs at the place of departure from that country. If an endorsement is missing, if the goods have not been re-imported, or if they were not re-exported within the validity period and the period set by customs, the visa body will not discharge the carnet. The General Administration of Customs operates an ATA discharge centre, and where goods have not been re-exported on time the centre pursues the claim with CCPIT. Exhibits that cannot use a carnet have only two routes: handle them as temporary import/export with security, or clear them as permanent imports, pay duty and dispose of them as you wish.
Carnet validity and the customs re-export period are two separate deadlines: the first is 12 months from the date of issue and the second is 6 months from the date of entry. When a show schedule crosses both, watch both dates at once.
Show dates are fixed, so everything is worked backwards from that date. The move-in window at the venue is usually only two or three days, and missing it means waiting for the next show. The table below sets out the milestones on the usual rhythm of a large overseas exhibition; specific dates are governed by the exhibitor service manual in force at the time.
| Milestone | What Has to Be Done |
|---|---|
| 6 months before the show | Confirm the booth, settle the exhibit list and transport mode, and begin designing packaging for large demonstration machines and custom stands |
| 4 months before the show | Arrange visas for the attending staff, put build and dismantle services in place, and confirm the show's appointed contractor and move-in rules |
| 3 months before the show | Book freight (sea freight must be completed at this point), submit the carnet application, and treat wooden crates to ISPM 15 with the marking applied |
| 6 weeks before the show | Ship the sea freight and check the bill of lading, packing list and carnet list line by line for consistency |
| 30 days before the show | The advance warehouse begins receiving cargo; arrange arrival within the published receiving window to avoid late fees |
| 7 days before the show | Advance warehouse cut-off for receiving; confirm the move-in window, marshalling yard location and booth number |
| 2 to 3 days before the show | Exhibits enter the hall; complete unloading and booth handover, with empty cases collected and stored by the appointed contractor |
| Show day | Attach return labels, complete the outbound form, notify the carrier, and confirm whether the cargo returns to China or moves to the next stop |
| Within 5 days after the show | Collect endorsements from each country's customs and the re-export evidence, and check the piece count against the list |
| Before carnet expiry | Apply to the visa body for discharge and close out with the competent customs office |
When transiting a third country, use the carnet's transit voucher to complete entry and exit formalities; forgetting the endorsement leaves a gap at the discharge stage.
Exhibits are more sensitive to time than to freight cost, so mode selection is really a trade-off between cost and certainty. Cargo for a single booth is usually split across two or more shipments: the main body by sea or rail, and critical parts and demonstration machines by air. The premise of splitting is that each shipment can stand alone with its own documents and its own declaration, and cannot be split so that one depends on another for release.
Large equipment, complete stands and overweight exhibits move by sea. From Shanghai or Ningbo to Hamburg is about 5 to 7 weeks, plus 3 to 5 days for clearance and delivery to the venue. FCL suits complete stands and multiple large pieces, with control of what is in the container and fewer handling steps; LCL suits small to medium volumes but involves consolidation at origin and devanning at destination, adding handling steps, so it should be used with care for high-value exhibits or those needing strict control. Book early; space is tight in peak season.
To Duisburg is about 2 to 3 weeks, a middle course between sea and air. It suits exhibits that are bulky, of moderate value and not especially urgent. Schedules and border clearance affect actual arrival times, so leave a buffer in the plan and do not set the arrival date on the first day of the move-in window.
Precision instruments, valuable exhibits, demonstration machines and replacement parts move by air, usually 3 to 5 days door to door. For oversize or overweight pieces, confirm the aircraft type and cargo door dimensions in advance, and declare equipment containing lithium batteries under dangerous goods rules. Small samples and brochures can be carried by attending staff, declared on the red channel on entry, with a proforma invoice carried for inspection. Hand carrying does not replace a customs declaration; quantities beyond the reasonable personal range must be handled as cargo.
Movement of cargo inside the hall is carried out exclusively by the show's appointed general service contractor, including bringing goods from the dock or warehouse to the booth, loading them back onto trucks after the show, and storing empty cases and packing materials. This service, known in the trade as handling or on-site handling, is charged by weight with a minimum charge per shipment, and loose, unpalletised items attract a special handling fee. The carrier can only deliver to the designated point, and exhibitors cannot drive vehicles into the hall themselves.
The advance warehouse is a receiving point the contractor operates outside the venue, typically opening about 30 days before move-in and closing about one week before the show, with the contractor delivering goods to each booth before set-up begins. Late arrivals attract a late fee. What it buys is a margin of time, at the cost of a storage fee and a second transfer. First-time exhibitors, multiple loose items and self-built stands usually take this route. The warehouse generally accepts only wooden crates, cartons, pallets, flight cases and carpet; loose items and goods in incomplete original packaging are not accepted.
Direct delivery to the venue is accepted only within the move-in window set by the show, and arriving before the window may be refused. Trucks normally report first to the marshalling yard, queue, and then enter the unloading area as directed; they cannot simply drive to the venue door and unload. This route suits last-minute replacement parts, locally purchased items or very small cargo, with the risk that the window is narrow and a late arrival has no buffer.
Every piece must be marked with the show name, exhibiting company name, booth number and total piece count; missing one item risks delivery to the wrong booth. On dismantling day, attach return labels and complete the outbound form first, then contact the carrier to attend. Empty cases are collected and stored by the contractor once set-up is complete and retrieved against registration at dismantling; storing empty cases behind the booth yourself will lead to them being cleared away. Whether the cargo returns to China after the show or moves on to the next exhibition makes a major difference to the plan, so it must be settled before dismantling.
Wooden crates, wooden pallets, dunnage and bracing timber are solid wood packaging and must be treated and marked under the International Standards for Phytosanitary Measures No. 15. Untreated solid wood packaging without marking will be required to undergo phytosanitary treatment or even destroyed in most destination countries, and in serious cases the goods are returned with it. Substituting plywood crates for solid wood crates removes both the treatment and the marking step.
There are three treatment methods. Heat treatment requires the core temperature of the wood to reach 56°C for at least 30 minutes, code HT; methyl bromide fumigation requires airtight treatment for at least 16 hours, code MB; dielectric heating requires the core temperature of the wood to reach 60°C for 1 minute, code DH. After treatment, the IPPC mark is applied to two opposite faces, comprising the IPPC symbol, the country code, the registration number of the treating company and the treatment method code. For wooden packaging used on Chinese exports, only enterprises approved by customs for mark application may carry out the treatment and apply the mark; other enterprises can only buy already-treated and marked wooden packaging from such enterprises and obtain the phytosanitary treatment certificate.
Wood packaging material that has been artificially synthesised or deeply processed by heating and pressure, such as plywood, particle board and fibreboard, as well as wood not exceeding 6 mm in thickness in any direction, is not regulated as solid wood and requires no treatment. Wooden packaging should be made from debarked wood, with bark of less than 3 cm in width permitted, or bark wider than 3 cm where the total surface area of the individual piece of bark is less than 50 square centimetres.
Exhibit packaging carries one further practical consideration. Precision equipment, demonstration machines and instruments are usually packed in custom crates whose bodies are themselves valuable and are reused on the return leg. Recording the fixing method, moisture measures and unpacking sequence at packing time lets the same crate be reassembled the same way on return, saving the time of redesigning the packaging on site.
A carnet resolves the duty and security question but not product compliance. If an exhibit is to be powered up and demonstrated live, it falls within the destination's product safety and electromagnetic compatibility regulation. The two do not substitute for each other, and failing either one puts the booth in trouble.
Machinery and electrical equipment powered up and running at a booth must meet EU safety requirements; exhibits that do not may only be displayed statically and must clearly state that the product will be sold in the EU only after modification and must not be operated, with the show electrician checking before connecting power. Using a carnet or making a temporary import declaration usually requires an EORI number, though non-EU companies holding a valid carnet and conducting no other customs business in the EU may be exempt. Standard temporary import requires security at the EU border equal to the duty and import VAT that would be payable if the goods were permanently imported, held until re-export, and the function of the ATA Carnet is to replace that security with a one-off fee. Giveaways, brochures and consumables are cleared as permanent imports, and the import VAT rate currently in force in Germany is 19%.
The United States has not acceded to the exhibition convention, so exhibits cannot be declared as exhibition goods there and can only be classified as commercial samples or professional equipment, and may not be sold, gifted or otherwise disposed of. Where goods are not re-exported as required, US Customs may charge the guaranteeing body 110% of the duty and import taxes payable, and the guaranteeing body then recovers from the carnet holder. Companies exhibiting in the United States should write "no on-site sales" into their exhibition plan before the show.
European shows such as those in Germany enforce intellectual property strictly: exhibits involving third-party registered trademarks, designs or patents may be subject to a preliminary injunction or detained by customs. Check the status of rights before exhibiting, and where you hold trademarks or designs yourself, register them in the target market in advance. Collecting business cards and scanning codes at the show to gather prospect information involves personal data processing, which the EU regulates; the scope and purpose of collection must be stated clearly on the on-site form.
There is currently no VAT refund reciprocity arrangement between Chinese and German enterprises, so input tax contained in German hotel, restaurant and venue rental charges cannot be recovered through a refund procedure, and budgets should be calculated on a tax-inclusive basis.
The barrier in exhibit logistics is not on the rate card but in familiarity with venue rules. At the same venue, a provider that knows the rules knows when cargo should arrive, which gate to deliver to, how to apply labels and who collects empty cases; one that does not may leave the truck waiting outside the venue for two hours and then receive a refusal notice.
A Shenzhen drivetrain components company exhibited at Hannover Messe with two demonstration machines, a custom stand and supporting electrical fittings. The machines and booth materials moved by FCL to Hamburg, the wooden crates were heat treated to ISPM 15 with the mark applied, and the advance warehouse received the cargo before move-in; the control modules for the demonstration needed final commissioning and moved separately by air. The carnet was issued by CCPIT and covered the machines, the booth materials and the professional tools. Because the machines were to be powered up and demonstrated, the EU-compliant documents were completed before the show, and the booth electrician connected power after an on-site check.
A Shanghai consumer electronics company exhibited in the United States for the first time and, by domestic habit, planned to declare the goods as exhibition goods. The United States has not acceded to the exhibition convention, so exhibits there can only be declared as commercial samples or professional equipment. The plan was changed to place all exhibits in these two categories, match the carnet list line by line, and write the no-sale, no-gift undertaking into the exhibition arrangements; where there were on-site enquiries with orders, the samples were all returned after the show with the US agent completing the re-export endorsement. The company's original plan for on-site retail was cancelled entirely and replaced with a separate trade export after the show.
A Guangzhou lighting company exhibited at a building materials show in Dubai with lamp samples and publicity materials, of moderate value and light weight. The exhibits moved by air, and their volume and piece count did not suit the advance warehouse, so they went by direct delivery to the venue within the move-in window set by the show; the giveaways and brochures were cleared as permanent imports with duty paid and were not listed on the carnet. Booth construction was completed by a local contractor, and once the exhibits arrived the venue's appointed contractor moved them from the unloading area to the booth, with empty cases collected by the contractor.
A Beijing medical device company exhibited in Tokyo with two machines. They moved by air to Narita, a carnet was arranged, and the complete machines were returned after the show. The company had originally intended to leave one machine locally for testing after the show, which would engage the re-export deadline for temporarily imported goods, so instead the plan was changed to return everything to China first and export the test machine separately under a new trade arrangement. Handled this way, the carnet was discharged normally within its validity and the re-export deadline, leaving no record of overstay.
A Yiwu small appliance company exhibited at a show in Poland with exhibits that were bulky, of modest value and not urgent. Sea freight to Europe would take too long and air freight would cost too much, so the shipment moved by China-Europe rail to Duisburg in about two to three weeks, then by a local agent to the city where the venue is located. Because rail is affected by border clearance and schedules, a week of buffer was built into the booking, and the exhibits arrived at the venue the day before the move-in window opened.
A company listed exhibits, giveaways and brochures under the same shipment on the carnet list and was asked to separate them at the destination port: the giveaways and brochures are consumables outside the scope of a carnet and had to be cleared as permanent imports with import-stage tax paid, while the exhibits were released as temporary imports. Sorting out the formalities on site cost a day and a half, and booth construction finished a day late. The practice since has been to split returned goods and non-recoverable consumables into two shipments with two sets of documents, separated before departure.
Exhibit logistics is about certainty. We do three things ahead of time: check the category of goods and the destination's carnet scope before the show to determine which items go on a carnet, which go as permanent imports and which must be returned; work backwards from the venue's move-in window to set the transport mode and booking dates, writing the advance warehouse, direct delivery and marshalling yard milestones into the plan; and string overseas clearance, on-site handling, empty case management and return into one chain, followed through by a single provider.
Does a carnet mean no tax has to be paid?
A carnet exempts the security for import duty and import-stage taxes, and the goods must be re-exported in their original condition within the prescribed period. What it exempts is the deposit-then-release procedure, not the tax itself. If exhibits are sold, gifted or consumed abroad they no longer meet the conditions for temporary import and the tax has to be paid as a permanent import, with a possible fine as well.
The carnet is valid for 12 months — can exhibits stay abroad for a year?
No. Carnet validity and the customs re-export deadline are two separate time limits. Chinese customs requires temporarily imported and exported goods to be re-exported within 6 months of entry, with up to 3 extensions of no more than 6 months each. Carnet validity is only the life of the booklet itself, and goods not re-exported on time still constitute a violation.
If exhibits go to two countries, how many carnets are needed?
Usually one. A carnet can be used to import into several countries during its validity, with multiple entries into each, and at application you enter the planned number of imports for each country on the itinerary. Where transit through a third country is needed, use the carnet's transit voucher and make sure the transit counterfoil carries the endorsement of the customs at the place of departure from that country.
Can giveaways and brochures go on a carnet?
No. Food and drink, single-use items, and giveaways and brochures handed out on site are consumables, outside the scope of a carnet, and should be cleared separately as permanent imports with duty paid. Declaring them mixed in with exhibits means being asked to separate them at the port, and the time lost is set-up time. Returned goods and non-recoverable consumables must be split into two shipments with two sets of documents, separated before departure.
Why is there a separate handling charge once exhibits reach the venue?
Movement of cargo inside the hall is handled exclusively by the show's appointed contractor, and the carrier can only deliver to the designated point. The handling charge is what that contractor charges to bring goods from the dock or advance warehouse to the booth and load them back onto trucks afterwards, charged by weight with a minimum charge per shipment. It is a separate account from freight and should be looked at separately when a quote is received.
How do I choose between the advance warehouse and direct delivery to the venue?
It depends on how badly a delay can be afforded. Where arriving a day late could mean no booth, use the advance warehouse and trade a storage fee and a second transfer for a margin of time; for last-minute replacement parts, locally purchased items or very small cargo, use direct delivery. Loose items and goods in incomplete original packaging generally have to go by direct delivery, because the warehouse will not accept them.
Do wooden crates always need fumigation?
Solid wood packaging must be treated to ISPM 15 with the IPPC mark applied, and the treatment may be heat treatment, methyl bromide fumigation or dielectric heating — it is not limited to fumigation. Plywood, particle board and fibreboard and other engineered panels, as well as wood not exceeding 6 mm in thickness in any direction, are exempt. Substituting plywood crates for solid wood crates removes the treatment and marking steps.
What if the exhibits include equipment with lithium batteries?
Handle it under dangerous goods rules. Equipment containing lithium-ion or lithium metal batteries, portable electronic devices and spare batteries all carry separate declaration requirements, state of charge limits and packaging rules in both air and sea transport, and a battery test summary is required. Shipping exhibits disassembled, packing batteries separately and keeping the accompanying documents complete are common approaches, with the specific requirements being those in force from the carrier and destination at the time.
What if exhibits are damaged or lost abroad?
Start with the scope of the policy. Exhibits should be insured at replacement value covering the whole journey from transport through set-up and display to return, not insured at declared customs value. The real complication is the loss of goods under a carnet, where the re-export endorsement cannot be obtained and discharge is blocked, requiring an explanation to customs supported by documentation issued locally and the completion of follow-up formalities as prescribed. On discovering damage or loss, contact the local agent immediately and keep a record on site.
Can exhibits be sold and left abroad?
They cannot simply be sold. Goods under a carnet must be re-exported in their original condition, and selling, gifting or disposing of them constitutes a breach, with the guaranteeing body liable for 110% of the duty and import taxes payable and then recovering from the carnet holder. Where a sale has genuinely been agreed, local customs must be contacted after the show to complete import formalities and pay the tax, with a possible additional fine depending on the country. Some countries control sales of goods under a carnet more strictly.
Do I need a local electrician to connect power at the show?
Booth power connection, lifting, work at height and forklift operation are usually carried out by the show's designated personnel, and exhibitors cannot perform these themselves, with the specific division set out in the venue's and show's service manual. If an exhibit needs to be powered up, it must also meet the destination's product safety requirements, and European shows have the show electrician check before connecting power; exhibits that do not comply may only be displayed statically with an on-site explanation.
How far ahead should exhibits be arranged for delivery to the venue?
Work backwards from the move-in date published by the venue. Sea freight to Europe normally takes 5 to 7 weeks plus 3 to 5 days for clearance and delivery to the venue; China-Europe rail 2 to 3 weeks; air freight 3 to 5 days. Before that come packaging, the carnet application and booking, and normal carnet issue takes 5 working days, or 2 working days expedited. Space on major shows, nearby hotel rooms and build services all become tight several months before the show, so preparation usually starts half a year ahead.
Which countries are easiest for Chinese exhibits to use an ATA Carnet in?
Eighty-one countries and regions now have mutual recognition of exhibit clearance with China, covering the main European exhibition countries, Japan, South Korea, Australia, Russia and some Middle Eastern countries. The United States is a special case: it has not acceded to the exhibition convention, so exhibits cannot be declared as exhibition goods and a carnet can only be used for commercial samples or professional equipment, with no sales permitted. For a specific shipment and a specific country, confirm case by case against the rules in force before the show.
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