If the samples are not bulky, exhibitors are advised to carry them as personal baggage. This will save money as sending air/sea cargo is more expensive than paying for extra baggage.
All exhibitors must send a sample invoice / packing list before shipping / airfreighting the goods by email / fax to the clearing agents to get an approximate value of all charges involved and advise on values declared.
The exhibitors must pay cargo charges directly or through their forwarding agent by telex transfer or by cash in Nairobi before receiving the goods. The clearing agents might not release your goods to you otherwise.
Goods are usually provided to exhibitor's stands unless advised differently. Goods should not be much under-invoiced as customs may put theem on value if not satisfied with the invoice value declared by the exhibitor. Please consult the clearing agents for their advise if necessary.
For promotional items such as brochures, small give aways, display stands etc., please declare a small value. All goods should reach 15 days prior to the opening of the exhibition to ensure that the goods are cleared in time. Exhibition samples and stand construction materials should be packed and declared separately from goods for test sales. For smooth clearance of exhibitor goods, organizer’s usually assign a few official clearing agents to handle the exhibition goods to be exhibited at the fair.
A small advise to all exhibitors worldwide is to always carry some brochures / business cards / posters etc. as hand baggage so that they are not empty handed on their stand if their cargo or personal baggage is delayed / lost etc. It is important that all precautions are taken to ensure that your investment is not wasted.