AUGUST 2009 PAGE 1

VIEW

Editor:Michelle Bruno,CMP, CEMTel: (801) 520-0797michelle@brunogroup.com

Packing ListHave You Hugged Your Expo Broker Today? .....1

10 Ways to Save Money Shipping to U .S.Trade Shows ...........................................................3

In the News ............................................................4

Forwarder Focus: R.E. Rogers Canada ..................5

Reclaiming VAT ......................................................6

ExpoTech ................................................................7

Global View is published by:Rogers Worldwide1550 E. Higgins Road, Suite 106Elk Grove Village, IL 60007Contact:Jeanette Mucha, LCBDirector National SalesTel: (847) 806-9200Mobile: (847) 970-8017jmucha@rerogers.com

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YOU TRAVEL THE WORLD WITH YOUR BUSINESS.WE MAKE SURE YOUR EXHIBIT DOES TOO.

EXHIBITOR ISSUE

Customs brokers that specialize inexhibitions are some of the “hardestworking men and women in showbusiness.” They possess broad productknowledge as well as expertise in customs

procedures and regulations. They are personally liablefor meeting a host of legal and ethical obligations onbehalf of international exhibitors and work acrosscountries, time zones and languages to deliver materialsto the show on time. A hug (at least) is in order.

Have You HuggedYourExpoBrokerToday?

may include a visit to show site. In additionto having the expertise to import a shipment,exhibition brokers are also knowledgeableabout export requirements and shipping.After the shipment is cleared and delivered tothe stand, the re-exportation process begins.For Sherri Pelc, a licensed customs broker inthe Las Vegas office of Rogers Worldwide,going to the show is one of the best parts ofthe job. “I like spending the entire day atshow site seeing all of the exhibitors. I liketalking to all of the different exhibitors fromall over the world and setting up their paperwork,” she says.

Customs regulations have changeddramatically in recent years with security andpublic safety concerns fueling increasedscrutiny over importations. For example,filings have become computerized and muchmore information about the shipper andcarrier is required. “Not too long ago thesystem was manual and if the first twonumbers [of the harmonized tariff system]were correct, the shipment cleared. Now wehave ISF [importer security filing]. Brokerstoday have a much more difficult job,” saysMucha. Nevertheless, the “diehards” likeMucha and Pelc epitomize the personalitiesand skill sets that international exhibitionsrequire. “I love my job. Not a lot of people cansay that. I think I’m pretty lucky,” Pelc says.

GLOBAL VIEW !! INTERNATIONAL EXHIBITORS, DISPLAY HOUSES, GENERAL SERVICE CONTRACTORSPAGE 2

Brokerage companies are the traininggrounds for would be brokers, however,work experience isn’t all that’s required forbrokers to succeed. In contrast withcommercial brokers who deal repeatedlywith the same or similar commodities,exhibition brokers handle a wide variety ofproducts for every show. “Becauseexhibitions are a microcosm of allindustries—everything from recreationalitems to heavy machinery—you have to drawon life experiences. You have to know a lotabout everything. Doing trade shows hasmade me a better broker,” says JeanetteMucha, an exhibition broker based inChicago with Rogers Worldwide.

There are numerous challenges forexhibition brokers. They are personally liable(a condition that is not resolved throughbankruptcy) for the truthfulness of thedocuments presented on behalf of clients(exhibitors) with whom they have little or noprevious relationship. Staying abreast of thechanges in regulations (firearms, alcohol andfood products are extremely challenging),working in the compressed timeframecharacteristic of trade shows and puttingtogether the pieces of the paperwork puzzlecreated by inexperienced and new-to-marketcompanies can be nerve wracking.

Customs and Border Protection (CBP)has established stringent requirements for

customs brokers. To obtain licenses,prospective brokers must be U.S. citizens atleast 21 years of age. They are required topass a background check and a rigorous half-day examination that only three to tenpercent of candidates pass the first time. Thetest is administered every six months atexactly the same time (taking time zones intoconsideration) in every location. CBP renewslicenses every three years for brokers in goodstanding who pay a renewal fee.

A typical day for an exhibition broker

Have You Hugged your Expo Broker Today? (cont’d from page 1)

AUGUST 2009 PAGE 3

Exhibitors worldwide are lookingto reduce the costs associatedwith exhibiting. Althoughshipping less product is tempting,brochures and virtual

representations aren’t always the bestsubstitutes for products on display at thetrade show. The physical product has a wayof drawing visitors to the stand andpromoting extended conversations. Buyersprefer to interact with and closely inspectmerchandise before they make buyingdecisions.

When making cost cutting decisions oninternational shipping, a better alternative isto optimize packing, loading and supplychain management to realize cost savings.Below are some tips for saving money onshipping from international points of originto U.S. trade shows:

1. Ship via ocean freight instead ofairfreight when time frames permit andthe shipment exceeds 250 lbs. (by weightor volume). In general, ocean shipmentsrequire an extra 30 days of shipping time(depending on the point of origin) butthe cost savings can be significant.

2. Use lighterweight packingmaterials. Fore x a m p l e ,consider cratesmade of woodslats (instead off u l l - s i d e d ) ,corrugated paper or plastic. If theshipment will return to the point oforigin, they should be sturdy enoughto withstand shipping both ways.

3. Pack efficiently. Even with lightweightpacking materials, unused space inside ofa larger shipping container can representlost savings. As all freight is priced byweight or volume (whichever is thegreater), lighter shipments should notexceed their volume equivalents.

4. Observe deadline dates. Shipping viadirect airfreight (instead of lower-costconsolidated air freight), overtimecustoms clearances and overtime or off-target drayage fees can be very expensive.

5. Calculate the costs of drayage for floor-loaded (non-stacked) full ocean freight

containersvs. stacked

freight. Drayagefees can be 50%

higher at some U.S.shows if the freight is

stacked, negating someor all of the savings from

shipping via ocean freight.

6. Consolidate multiple shipments whenpossible to avoid minimum shipping anddrayage charges. Freight that isconsolidated with other shipmentsrequires more shipping time but thesavings can be significant.

7. Look for exhibitions will special drayagepackages, i.e. a portion of the freightcharges are included in the stand rentalfee. Pack and ship in compliance with thepackage requirements (for example, upto 400 lbs. free, etc.).

10 Ways to Save Money onShipping to U.S.Trade Shows

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Rogers Worldwide Introduces New Website design

Rogers Worldwide launched a new Website design in July at www.rerogers.comreplacing the site that had been in place formore than three years. The site featuresimproved navigation, search engineoptimization, online payment capability,mapping of the worldwide offices andcontent such as FAQs and how-to articles.Future improvements will include additionsto the content library, additional forms tokeep pace with changes in customsregulations and industry news briefs.

“We are excited about the clean, newdesign for the Rogers Worldwide Web site. Itgives us an opportunity to serve ourcustomers better by making it easier forthem to find our site and receive immediateresponses to their inquiries,” says SaraKennedy, marketing manager, who hasoverseen the site design and launch.

Three New Web Sites Launched forRogers Worldwide Offices

Rogers offices in Mexico, Canada andthe UK launched new Web sites in June atthe following URLs:

www.rogers-mexico.comwww.rogers-canada.comwww.rogers-european.com

The sites are the first for all three offices.

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Waiver Opens New Office in BrazilRogers Worldwide representative,

Waiver Logistics, announced the opening anew office in Vitoria, Brazil. Vitoria, capitolcity of Espirito Santo State, is at the center ofBrazil’s booming oil and gas industry.Roberto Magno Franzin Vieira, a licensedcustoms broker who specializes in legislationand temporary import procedures, willmanage Waiver Logistics Vitoria. He holds alaw degree from Faculdade de Direito deVitória (FDV) and a Masters in BusinessAdministration from Fundação GetúlioVargas (FGV).

The new office is located at:

Rua Barão de Monjardim, 43- Conjunto 1 – CentroVitória–Espírito Santo Cep. 29010-390BrazilPhone: +55 27 3323 9105Fax: +55 27 3222 4477

IN THE NEWS8. For temporary import shipments that

will return in tact to the country oforigin, use an ATA Carnet to save oncustoms clearance charges in the U.S.

9. Value shipments appropriately. Forexample, brochures should reflecttheir market value and not the cost toreprint them. Shipments with moreappropriate values or those fromcountries with low or no duty ratescan be imported as duty-paidshipments to avoid temporary importbond fees.

10. Work with exhibition professionals torecommend different shippingscenarios. Specialists in the country oforigin can propose various shippingoptions taking the cost of clearanceand delivery to stand intoconsideration. Companies that arefamiliar with U.S. exhibitionprocedures help internationalexhibitors avoid truck waiting time atthe exhibition hall, high minimumfees for small shipments, misplaced orforced fright (freight left behind afterthe show closes that is forced on anavailable carrier and held pendingpayment of surcharges) and shipmentsthat are packed or loaded inefficiently.

10 Ways to Save... (cont’d from pg 3)

AUGUST 2009 PAGE 5

This section of Global View highlights thehistory of an office or agent representing RogersWorldwide’s global network. This month, wetake you to Calgary, Alberta, the home of R.E.Rogers Canada.

E veryone has a story about how theyended up working in exhibitionlogistics. Andrew Bennett, the person

behind R.E. Rogers Canada, received auniversity degree in criminology and appliedto do his practicum (internship) withCanadian Customs. However, Customsauthorities were occupied with the 1988Winter Olympic Games in Calgary andreferred him to a customs brokeragecompany (Schenker of Canada) instead.

When the practicum came to an end,Bennett’s mentor at Schenker referred him toa number of companies for a permanentposition. He was hired after his firstinterview with Drummond International, afreight forwarding and exhibition logisticscompany owned by Mike Drummond, a

pioneer in the field of Canadian exhibitiontransportation. During his thirteen yeartenure with Drummond, Bennett workedalternately in the airfreight, ocean freight andfairs department until a year after MikeDrummond died, leaving the company to hisemployees who ultimately sold the company.

In 2000, Andrew Bennett establishedR.E. Rogers Canada, Inc. specializing inexhibition forwarding. Well known in theindustry for his impeccable organizationalskills, he began handling large exhibitionsalmost immediately in the oil and gasindustry. “I panic if there is no order. This isa highly detailed business and I have alwayskept white boards on the wall andspreadsheets or whatever works to help mekeep track of everything,” he says.

The most challenging exhibition thatRogers Canada has handled to date was theGlobal Petroleum Show (GPS) in Calgary.Rogers handled 450 shipments to the showin a time span of one month and 420shipments out of the show over a two-weekperiod. Shows with large machinery areBennett’s favorite. “I like the organization oflarge shows. It’s like putting together thepieces of a puzzle,” he says. Next year’s GPSis scheduled for June 8-10, 2010.

Although large shows with heavy andlarge machinery are Bennett’s favorites, hehas faced some other challenges over theyears. He once moved a 500 lb. chunk of

ForwarderFocus:R.E. Rogers Canada

glacier from Canada to Japan for a foodshow. Another time, as part of a regular 3-month regimen, he shipped a gold andplatinum filter cloth (valued at $2 million),used to remove oil impurities, back and forthfrom Calgary to the U.S. using armoredvehicles. He also moved a T-Rex dinosaur (intact) on the back of a flatbed trailer beforeshipping it in two 747 airplanes to Japan.

As Rogers Canada expands into newmarkets—They handled an oil and gas showin Columbia in 2009 and have beenappointed for an exhibition in Venezuela in2010—Andrew Bennett thinks about wherehe has been and where he plans to go withthe company. Although nearly everythingkeeps him up at night (except coffee), heappreciates his customers and the great yearRogers Canada has experienced despite theeconomic downturn in many other sectors.

Calgary skyline.

GLOBAL VIEW !! INTERNATIONAL EXHIBITORS, DISPLAY HOUSES, GENERAL SERVICE CONTRACTORSPAGE 6

Reclaiming VATAssociated With International Exhibiting

Many European nations,some Scandinaviancountries and South Koreaallow trade show exhibitorsto obtain a refund of the

Value Added Taxes (VAT) paid in associationwith their participation in an exhibition.Expenses may include travel costs, standrental and construction, hotel charges, travelexpenses, meals and in stand hospitality.Some countries allow more types of expensesto be reimbursed than others. A number ofcompanies exist to assist companies with theforms and submission procedures. WhenVAT is substantial, even a partial refund isworth the effort.

According to TaxPort USA Corp., a VATrefund company based in Burlington, VT,only corporations (not individuals) areeligible to reclaim VAT for businessexpenses. Applicant companies must belocated outside of and may not have officesin the country from which the refund isbeing sought. The purpose of the expenses

must be entirely business-related and theapplicant must provide proof of registrationfrom the country in which they areincorporated.

Each country has different policiesregarding which expenses are eligible forVAT refunds and which forms are requiredto obtain the refund. TaxPort USA publishesan easy-to-use grid at http://www.taxport-usa.com/pages/grid.html outlining theregulations in each country. Sweden, Spainand South Korea are the most liberal when itcomes to the number of expenses eligible.Canada is the most conservative countryallowing VAT refunds on hotel expensesonly. Companies such as TaxPort USA orEcovis (recommended by Deutsche MesseHannover) will process the refund forms andcharge a percentage of the refund collected.

Companies seeking refunds must presentcopies of all receipts to VAT authorities. Thereceipts must be issued to the company (notthe individual or hotel guest). The receiptsshould be official receipts (vs. hand written

or “express” versions) with the name of thecompany that the service was rendered byimprinted on the receipt. For largetransactions, TaxPort USA recommendskeeping all of the back-up documentation tosubmit with the receipt as well.

The refund process can be challengingfor companies that choose to apply forrefunds without the help of reclamationcompanies. The forms are in the nativelanguage of the country to which theexhibitors apply. Some countries (France, forexample) require that a local agent submitthe forms. Depending on the country,refunds can take 30 days to several months.

Refunds on Value Added Taxes are available tointernational exhibitors.

AUGUST 2009 PAGE 7

The AppleiPhone has revol-utionized the waypeople use smart-phones and smartdevices. The iPhoneApp Store offersmore than 50,000free and for-purchase applications, or apps,for download and use on Apple’s mobiledevices. Below are some of the applicationsthat international tradeshow managers mightfind useful:

Convert (Unit Converter by PBF)from Polar Bear Farm converts all types ofunits of measure such as angles, area,currency, length, mass, power, pressure,

In the Exhibitor version of Global View,we will discuss technology-related itemsof interest to international exhibitmanagers. Here are some interesting findsthis month:

speed, temperature, typography, time andvolume, from one unit to another. Forexample, users can convert pounds to kilosor square feet to square meters.

VAT Calc from ImagineNet calculatesthe value added tax from a price including orexcluding VAT. The program includes theVAT rates of all European Union Countriesand allows users to add and save rates fromother countries not included in the basic list.

iReceipt – Expense Report by InnerFour helps travelers log business expenses.The program allows users to record expensedetails, take a picture of the receipt andgenerate a text-based expense report that canbe emailed.

Oxford Translator apps offer a varietyof languages to travelers. The databases aredownloaded to the iPhone so that noInternet connection is necessary. Most majorlanguages are available at the iPhone store.

Hotel by NibiruTech Ltd. helps userslocate hotels in any country. It featuresGoogle maps and hotel contact information.The app will also allow users to call the hotelthey select.

ExpoTech

Currency XP by Tobias Breitenstein is acurrency converter that accesses the dailycurrency exchange rates from the EuropeanCentral Bank and allows users to add andsubtract using different currency rates.

Global Holidays by YBOOM lists theholidays of 16 countries and geographicareas. There is no additional charge for usersto upgrade each year or add additionalcountries as they become available.

CultureGPS Professional by sales-genetics allows users to learn, analyze andunderstand cultural differences in a businesscontext. Cultural information from morethan 100 countries and regions worldwide isfeatured.

Days to Tradeshow by ZATAPublishing lets users track the number ofdays left until the tradeshow starts. Trackingthe amount of time left helps users strategizeabout what tasks remain undone and allowsthem to use the remaining time allotted mostefficiently.