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31 October, 2016

FOODEX JAPAN 2017 JETRO ZONE SHIPPING MANUAL

JETRO ZONE at FOODEX JAPAN 2017

Exhibitors’ Shipping Manual

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Contents

1. Introduction (schedule) 2

2. Outline of customs procedures for conducting tastings or distributing samples 3

3. Shipping documents 4

4. Receiving products at FOODEX venue 4

5. Shipping instructions 4

6. Shipping mark 5

7. Sufficient packaging strength 6

8. FAQ 7

Attachments

1. Food import procedures for FOODEX Japan 8

2. Advice for completing shipping documents 9

3. Work checklist 11



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JETRO Zone at FOODEX Japan 2017

-Exhibitor Shipping Manual-

1. Introduction

FOODEX Japan is a food and beverage exhibition. Conducting tastings and distributing samples is an extremely

effective way to make your products more appealing to buyers, since it is difficult for most buyers to evaluate their

actual quality without trying them.

JETRO therefore recommends all exhibitors to bring samples to the exhibition site for conducting tastings and

distributing items.



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**Important consideration: Deadline for shipment**

Deadline

February 1, 2017 (Wed.)* * Forwarder can receive the cargo as it becomes available.

Arrival deadline at Narita Airport for the following cargo (1) Regular cargo (dry cargo) (2) Frozen cargo (3) Refrigerated cargo * Please fax or send scanned images of final documents

including air waybill as soon as they are ready.

Schedule

2. Outline of customs procedures for conducting tastings or sample distribution

In order to conduct tastings or to distribute samples to visitors at JETRO Zone in FOODEX the predefined

procedures must be completed, and the criteria established by the Japanese government must be fulfilled. (Refer

to Attachment 1, p. 8)

Some products may take time to clear customs, so please make sure that you ship your products well in advance.

The products imported by the following procedures are restricted to personal use, and

thus tastings and sample distribution at the exhibition are strictly PROHIBITED.

1) Items brought into Japan in carry-on luggage

2) Items designated as “Display Only” at the Food Import Declaration

3) Items sent as a diplomatic package

4) Items brought into Japan through door-to-door courier services such like FedEx,

DHL, OCS or so on.

To ensure your products can be available for samples,

please submit the required forms.

■ We recommend you to observe the above deadlines for arriving cargo.

If you miss the deadline: Your products may not arrive in time for the exhibition. Your products may not be able to be offered for tasting or sample distribution.

Door-to-door courier services



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3．Shipping documents

(1) Forwarder

■ JETRO strongly recommends that exhibitors select the official forwarders of “FOODEX Japan 2017” as your

importing forwarder in Japan. They are able to handle cargo carefully and have extensive experience regarding

alimentation fairs.

■ The recommended official forwarders of “FOODEX Japan 2017” are listed below.

Company Name Adress Contact Person1 Nippon Express Co., Ltd. Gotanda Air Service Branch

5-42-18 Minami-Magome, Ohta-ku,Tokyo, 143-0025 JAPANTel: +81-3-3778-8274 Fax: +81-3-3778-8264Email: [email protected]

Mr. ShiotaMr. TaketaniMs. Shiki

2 Schenker-Seino Co., Ltd. Fairs and ExhibitionTennoz Central Tower 16F, 2-2-24 Higashi-Shinagawa,Shinagawa-ku, Tokyo, 140-0002 JAPANTel: +81-3-5769-7380 Fax: +81-3-5769-7381Email: [email protected]

Ms. Takano

3 Pegasus Global Express Co., Ltd. 1-8-11, Shinkiba, Koto-ku, Tokyo, 136-0082 JAPANTel: +81-3-3522-8110 Fax: +81-3-3522-8120Email: [email protected] [email protected] [email protected] [email protected]

Mr. TaniMr. ImaiMr. HoshinaMr. Suzuki

We also recommend JETRO's official forwarder, included below:

Keihin Airfreight Co., Ltd (Keihin)

Tel) +81-3-3456-7948 Fax) +81-3-3453-3759

Atten: Mr.Hiroshi Hori / Mr.Hisashi Kimura / Mr.Nobutaka Nimura

e-mai: [email protected] / [email protected] / [email protected]

(2) Shipping documents

■ Documents to be prepared for shipment **All attached documents should be originals**

1) Invoice*

2) Shipping mark sample*

3) List of ingredients & manufacturing process chart*

* JETRO is currently preparing templates for each.

■ The documents below are required for applicable companies:

4) Phytosanitary certificate

To prove that there are no harmful animals or plants attached to the plants and their container/packaging. Please send

Shipped by AIR only

mailto:[email protected]



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each document as a scanned image as soon as it is issued.

5) Certificate of analysis

If the product is for the exhibition, a certificate of analysis from the manufacturer is acceptable. However, one issued

from a public agency of your country is preferred.

(3) Exhibitors’ own expenses

Exhibitors’ own expenses include:

A. Travel and accommodation for booth attendants

B. Costs for storage, installation, removal and disposal of exhibits

C. Cost and procedures for insurance

D. Transportation cost to the exhibition hall (Makuhari Messe), duties and taxes

E. Any other costs not covered by the participation fee

Note:

Transportation cost to the exhibition hall is not included in the Exhibitor participation fee.

4. Receiving products at FOODEX venue

* The hall and booth numbers have not yet been confirmed.

5. Shipping instructions

■ Information to be included in shipping documents (invoice, AWB, etc.)

1) Consignee:

[Your company name]* / Hall no. xxx / booth no. xxx**

c/o Japan External Trade Organization (JETRO)

1-12-32 Akasaka, Minato-ku, Tokyo 107-6006, JAPAN

Tel: +81-3-3582-5242 Fax: +81-3-3586-6707

* Please DO NOT state the name of your forwarder.

** The hall and booth numbers have not yet been confirmed.

2) Notifying party:

[Name of your forwarder] Co., Ltd.

Attn: Mr./Ms. ●●●

Tel) Fax)

E-mail)

Place of delivery

Name: Exhibitor’s Company Name, Supervisor Name

Tel No.: (Where you can be reached during the exhibition period)

Place: Makuhari Messe, 2-1 Nakase, Mihama-ku, Chiba-shi, Chiba 261-0023 JAPAN

FOODEX Japan Exhibition *Hall no. xxx / booth no. xxx

Shipped by AIR only



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3) Destination:

Tokyo (Narita) Airport

4) Storage condition:

Please indicate the storage condition as FROZEN 1 (-15℃ — -10℃), FROZEN 2 (-5℃) or REFRIGERATED (5℃)

cargo on the AWB.

6. Shipping mark ■ Please write down the following information on A4 size paper and post it on each container.

- FOODEX 2017, JETRO Pavilion

- Hall no. & booth no. (Hall x / booth number xxx)

- Your company name

- Your country name

- Reference number we provided you and digits designating the serial number of the container

out of the total number being shipped (e.g., 1/10, 2/10‥)

Example of shipping marks

FOODEX Japan 2017 JETRO Pavilion ,

For Narita Japan

Shipper: *****

Country: Jordan

Consignee: Japan External Trade Organization (JETRO)

Case no. : 2/5 (JRD-01)

Please attach a case mark like

this on at least one side of each

container.

Please write down the reference

number we provided you and serial

and total container numbers



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7. Sufficient packaging strength

■ Forwarding cargo requires sufficient packing to avoid contents or exhibits breaking. Please see the following examples.

【GOOD packaging】【NOT good packaging】

Merely placing goods in the container without

cushioned wrapping is not enough for protection.

Wrapping goods is best for strong cushioning.

To make the cargo more stable, it’s preferable to

band it before wrapping.

Using a pallet is preferable for avoiding accidental

damage to the cargo by folk-lift nails.



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8. FAQ

We don’t plan to conduct tastings because our products are grains (raw material). Even so, is

there any merit to passing the customs clearance with the “Notification Form for Importation

of Foods”?

? ?

?

We are concerned about our products passing through customs clearance before the start of

the exhibition because we heard that the Japanese import system is so strict that the

process takes a long time.

Answer. Yes, of course! We can describe two advantages for doing so.

(1) Even when products are NOT suitable for tasting, JETRO advises exhibitors to distribute samples to buyers.

Distributing samples to visitors is strictly prohibited without passing customs clearance with the “Notification

Form for Importing of Foods.” Most Japanese buyers tend to bring the samples back to their office in order to

consider the quality or to introduce the products to their clients for evaluation. Distributing samples should help

move your business talks forward quickly and easily.

(2) The fact that your exhibits are declared with the “Notification Form for Importation of Foods” could be an

advantage for your future business, since being imported under Japan’s strict Food Sanitation Act assures Japanese

buyers of the safety of your products.

Answer. Please transport the exhibits before the deadline (February 1, 2017). The deadline is set with

enough time to pass through customs clearance before the beginning of the exhibition, even if the cargo should be

subject to inspection.



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(Disposal)

CANNOT BE IMPORTED

CANNOT BE IMPOTED

Plant products General food products

(Processed foods, etc.)

Your product falls under the category of

Quarantine inspection

at Plant Protection Station

PASSED Food import declaration

Import declaration with

“Display Only” form

Customs declaration

Distributing samples

and tasting allowed Sampling and tasting strictly prohibited

(DISPLAY ONLY)

PASSED

REJECTED

PASSED

Shipped by air

When applying for food import declaration,

the following documents are required.

・List of ingredients & manufacturing

process chart

・Other documents (depending on item)

**Certification of origin required**

PASSED

REJECTED

REJECTED

Attachment 1: Food import procedures for FOODEX Japan

Your products are

Sampling and tasting strictly prohibited

DISPLAY ONLY

Hand-carried

Shipped through a door-to-door

courier service



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Attachment 2: Advice for completing shipping documents

Please refer to the following advice when you prepare the shipping documents.

1. For all shipping documents

1) Package contents must completely match attached documents.

Phytosanitary certificates, invoices and packing lists are compared with package contents and amounts,

quantities, brands and other information are checked for consistency.

2) Please use the generic name for the item to be sent. Do not use the brand name of your product.

Example: × Everyday Spice → ○ Mixed spice (black pepper, cinnamon and clove)

3) All documents should be created in English.

Import declaration cannot be made using documents in languages other than English or Japanese (French and

Spanish WILL NOT be accepted).

2. For packing list

1) Please write the quantity, unit price and total amount of each product.

Remember to specify the currency for the prices.

Please avoid writing “Zero (0)” for the value of prices

3. For list of ingredients & manufacturing process chart

1) Please write additives (preservatives, artificial colorings, sweeteners, etc.) included as well as ingredients

of exhibits.

You can search the allowable levels of prohibited pesticides or additives on the following website:

http://www.m5.ws001.squarestart.ne.jp/foundation/search.html

2) The list of ingredients of a product must add up to 100%.

3) The contents and amounts should always be indicated.

It is impossible for the authority concerned to determine contents of packages simply labeled as “mixed

vegetables” or “mixed fruit.” In addition, it is necessary to indicate each country when the contents are from

several different countries.

4) Please give details (method, time, etc.) on the sanitation process.

For example, if the products are dry-processed, the exact method, especially the type of drying (sun-drying,

hot-air drying, freeze-drying, or spray-drying, etc.) must be written.

5) Please indicate the processing temperature and center temperature of products.

For example, in the case above, the drying temperature must be given.

4. For certificates and invoices

1) The scientific name must also be written on certificates and invoices since it is often impossible to

determine the species of plant merely by the common English name.

2) The words, “Frozen to below –18 degrees Celsius” must always be written in the remarks column on the

quarantine certificate of frozen plant products.

[Example]: ABC Brand Mixed Fruit, 5 packs, 10 kg

Consisting of: Dried pineapple: 5.0 kg (Uganda)

Dried mango: 5.0 kg (Kenya)

Total 10 kg in 5 packs @2.0 kg/pack

http://www.m5.ws001.squarestart.ne.jp/foundation/search.html



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【5】Advice for shipping procedures

Please refer to the following advice when preparing for shipping.

1) When considering the amount of cargo for raw materials, please keep in mind that samples picked out for

quarantine inspection will not be returned to the cargo.

2) Depending on the storage and transportation conditions, mold such as aflatoxin can be detected when the items

are imported. In that case, all items may be subject to be disposed or back-loaded.

Please be aware of the storage and transportation conditions of your products.

3) Quarantine Inspection at Plant Protection Station

If a phytosanitary certificate is required, the exporter should acquire the certificate and submit its original copy

to the importer. Please be aware that photo copies or faxes will not be accepted by the quarantine inspectors for

any reason, even if the importer forgets to attach the original or the original is lost.

[Precautions]

■ Each item category must be checked in advance to verify it is approved for import.

■ Relay the state of the product, processing method (temperature if heated or frozen), and in the case of vegetables or

fruit, both the common English name and scientific name, to the forwarder.

■ Please note that JETRO shall not assume any responsibility for losses incurred through a delay in the schedule.



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Attachment 3: Work checklist

[Documentation]

Preparations for the invoice, packing list, ingredient list & manufacturing process sheet (phytosanitary

certificate and certificate of analysis as needed) are complete.

All documents have been created in English or Japanese.

The words “No Commercial Value” are printed under the declared value on the invoice.

All additives (preservatives, artificial coloring, sweeteners, etc.) are on the ingredients list.

Copies of all shipping documents have been submitted to the nearest JETRO office.

[Shipping]

The products have been packaged in a sufficient and adequate manner to prevent damage.

The attached shipping documents are all the original copies.

The content and quantity of the products to be shipped match the information entered on the packing list.

A shipping mark has been attached to at least one side of each container.