Brexit-related Considerations for Exhibition Logistics

BREXIT has changed how exhibition goods can enter and exit the UK. There are no major problems expected for IAAPA Expo Europe exhibitors if they start the process early and prepare the required documentation. Don’t hesitate to contact IAAPA’s logistics partner with any questions at [email protected]. DSV are happy to discuss your requirements and assist you with your IAAPA Expo Europe preparations.

What are the key Brexit-related considerations for exhibition logistics?

The key recommendations for exhibitors are as follows:

• Allow plenty of time and don’t leave your shipment to the last minute. Treat it as if for example you were shipping to the US for IAAPA Expo.
• Make sure to review the relevant guidance, specifically related to the UK EORI number and UK import and export requirements.
• Consider engaging with an agent / forwarder. Contact IAAPA’s logistics partner DSV at [email protected]  for details of local offices / partners. 
• Be wary of restricted products (alcohol, food, tobacco) as they will require further checks. For example, if you want to include alcohol at your stand, it is recommended to buy it locally. Lists of restricted products could be found at the UK Export and Import Advice pages.
• Expect changes / impact on how you did things before (customs declarations / liability etc.). 

How will customs clearance on all shipments at the border impact all trading companies?

There are no major problems expected for companies if they start the process early and prepare the required documentation. However, the following five areas should be a consideration as might impact trading companies.

1. UK EORI number will likely be required.
2. All imported and exported goods will require customs clearance at both origin and destination.
3. Commercial invoices including descriptions, values, commodity (tariff) codes and country of origins for goods being shipped will have to be prepared.
4. Companies will need to become familiar with customs commodity codes for imported and exported goods.
5. Duties and taxes may be applicable following the customs clearance. This will be payable either on an upfront or deferred basis. Ensure you check with our forwarder / clearing agent to help the process run smoothly.

What is UK EORI number and how can I obtain it?

A UK EORI (Economic Operators Registration and Identification) number is required for any shipments to and from the UK. As this system is not new some companies might already have been automatically enrolled. This applies to businesses with entities / offices based in the UK. Otherwise a UK EORI number can be obtained through a straightforward online process. Please follow this link to apply for your own UK EORI number. Once the process is completed it will take a few days to receive.

Is the existing EU EORI number sufficient?

No, the EU EORI number is not sufficient and the UK one has to be obtained.

What are the mandatory elements of a commercial (shipping) invoice that all shippers will need to prepare?

A commercial invoice is a key part of customs declaration / clearance process and while it doesn’t need to be a specific format it needs to be written in English and include as follows:

• Shipper (company shipping goods) and consignee (your IAAPA Expo Europe stand) addresses (UK EORI number will need to be included where applicable).
• Clear goods description e.g. what you are sending to your booth (quantity, weight, commercial genuine value of items and customs status e.g. usage at the show or goods being sold). 
• Commodity Codes / Tariff numbers.
• Country of origin.
• Declarations such as: “goods will be exhibited at IAAPA Expo Europe 2022.”

What are Commodity Codes / Tariff numbers (also known as HS codes)?

These are identifiers used to classify goods so correct customs tariff / rules can be applied. These “rules” can include duty and / or restrictions. Some products will have their “own” tariff number. Some will fall into a category “other”. View an online straightforward trade tariff checker here.

What is ATA Carnet and how is it useful for exhibitors?

ATA Carnets are “passports for goods” that allow temporary import / export of goods. They remove a requirement to pay duties / taxes or security deposit on clearance, and generally valid for 12 months. They allow multiple trips for goods listed. They are very useful for expensive valuable e.g. stand building materials. But they cannot be used for consumables, giveaways, and anything that won’t return.

ATA Carnets can be obtained through a straightforward process by through your local chamber of commerce or your local forwarder may be able to assist.

If I have an ATA Carnet do I need additional customs transit documents?

ATA Carnet acts as a customs transit document hence no additional customs transit document is required.

What other areas am I responsible for?

Besides the UK EORI number and commercial (shipping) invoice, you will be responsible for:

• Customs declarations / documentation (yourself or appointing someone to do this for you).
• Liaison with your forwarder / agent to ensure that they have all the necessary documentation (transit documents) meeting local requirements.
• Considering the whole transport process including re-importing your goods after the show. 

What are transit documents and am I as an exhibitor responsible for them?

Transit documents are part of goods movement process and are generally handled by your forwarders. They allow movement of goods across borders between defined locations, they act as a “pass” between countries and suspend customs duties. Exhibitors must ensure that your forwarders/agents have everything in place and meet the local requirements.

Is it recommended to operate my own truck to ship my exhibition goods?

The general recommendation for companies shipping goods to the IAAPA show is to avoid bringing own trucks and choosing a recognised haulier who is familiar with a number of new regulations and documentations that need to be followed (and new safety and other procedures and systems that are being introduced between now and IAAPA Expo Europe 2022).

For more information click here. 

Where can I find more information on Brexit transition?

View more information using the following sources:

• HM Revenue and Customs Brexit resources here
• Brexit checker (includes travel / working)
• Imports advice - Import goods into the UK: step by step
• Exports advice - Export goods from the UK: step by step 
• Further guidance from DSV - Brexit’s impact on logistics in the UK and the EU | DSV