An exhibitor flying a booth in from overseas has two clocks running: the show’s move-in window and the customs process that has to finish before the freight can move. One way to handle temporary imports for a fair is the ATA Carnet, which the United States Council for International Business describes as a unified international customs document for duty-free and tax-free temporary imports and exports for up to one year.
This guide explains how carnets fit into the freight plan for a Florida show, and where the ground leg, the dock appointment, and the return trip fit around the customs steps. Adcom Worldwide coordinates the freight side of trade show and event freight from Tampa, including import and international freight.
What Is an ATA Carnet?
USCIB says carnets are accepted by 81 countries plus additional customs territories for professional equipment, commercial samples, and goods for fairs and cultural events. It also says it is the sole national guaranteeing and issuing association for ATA Carnets in the U.S. That is the U.S. side of the system. An exhibitor shipping into Florida from abroad typically starts with the issuing association in their own country.
Does a Foreign Exhibitor Need One for a Florida Show?
Not always. A carnet is one way to bring exhibit goods in temporarily, and other temporary import methods exist. The right choice depends on the goods, how long they stay, and the exhibitor’s home country, so the exhibitor should confirm the method with a customs broker and with U.S. Customs and Border Protection before the freight ships. The freight plan then follows whichever customs path is chosen.
What Has to Match Between the Paperwork and the Freight?
Customs checks the freight against the documents, so a mismatch slows a shipment at entry and again at departure. Before the freight leaves its origin, confirm that:
- The goods list matches what is packed in each crate
- Piece counts, weights, and descriptions agree across the carnet or other import paperwork, the commercial invoice, and the bill of lading
- Serial numbers on equipment match the paperwork where it lists them
- Each crate carries the labels and markings the show and the carrier require
- The consignee and delivery address match the venue and the show
Our freight shipping documents guide explains how the bill of lading and receipts work together.
Which Steps Come Before, During, and After the Show?
The customs steps and the freight steps have to line up. The table lists what to settle at each stage.
| Stage | What to settle |
|---|---|
| Before the freight leaves its origin | Customs path chosen, goods list matches the crates |
| At the port or airport | Who presents the documents and who moves the freight to the venue |
| At the show | Receiving dock, delivery window, and booth contact |
| After the show | Re-export timing and the return route |
Planning the Ground Leg After Arrival
Freight arriving through Port Tampa Bay needs a ground plan. Our guide to shipping freight to and from Port Tampa Bay covers drayage and inland moves, and our air freight service covers exhibits that arrive by air. For the wider picture of moving freight across borders, see international freight forwarding from Tampa.
Why Plan the Return Trip Before the Freight Arrives?
A temporary import is meant to leave again. Book the return carrier, the pickup window, and the destination before the show opens so the freight goes out on time and the paperwork closes cleanly.
If your exhibit is coming from outside the U.S. and has to clear customs before a Florida show opens, call 813-887-3747 so the ground leg and the dock appointment are set before the freight lands.