Shipping Guidelines

Shell Eco-marathon Asia 2018
Changi Exhibition Centre, Singapore
8 – 11 March 2018
 
BASIC GUIDE TO FREIGHTING

STEP 1 CHOOSE YOUR OFF-SHORE FREIGHT 
FORWARDER

STEP 2
CHOOSE MODE OF FREIGHT

STEP 3
CRATE YOUR VEHICLE SAFELY

STEP 4
PREPARE & SUBMIT DOCUMENTATION

STEP 5
ARRIVAL OF VEHICLE IN SINGAPORE

STEP 6
EVENT

STEP 7
EXPORTATION
 STEP 1 CHOOSE YOUR OFF-SHORE FREIGHT FORWARDER
 Off-shore Freight Forwarder
Prefer Agility,
Port of but free to use
In Country Port of
University home other Freight
Customs Singapore
country Forwarders
 On-shore Freight Forwarder

Changi COMPULSORY
Port of Singapore TO USE
Exhibitio Paddocks
Singapore Customs
n Centre AGILITY*

Agility General Quotation Covers:

Off-shore On-Shore
1. Documentation 1. Customs clearance
2. Coordination 2. Documentation
3. Fumigation 3. Coordination
4. Payment of terminal handling charge 4. Payment of terminal handling charge
5. Customs/Dock clearance, 5. Container haulage from port to site,
6. Sea freight from country to  6. Unloading to site
Singapore. 7. Return of empty container to 
shipping line (FCL).
Optionally:
7. Pickup from team’s premises,
8. Transportation from team’s premises 
to Agility’s warehouse at origin

If you use a different off-shore freight forwarder:

• Make sure they can provide you with an advance bill of lading
• Make sure their quote accounts for all the listed services above
• Make sure they can provide 14-days container free time (number of days you can 
keep the container without cost) at Singapore port
• Make sure they can export the vehicle within 21 days of the competition ending

*Except for Teams in Malaysia and Singapore
 STEP 1 CHOOSE YOUR OFF-SHORE FREIGHT FORWARDER

Shell Eco-marathon Asia 2017 Case Study 1:

A  group  of  teams  from  a  country  contracted  their  own  off-shore  freight  forwarder 
after doing a cost comparison with Agility’s services. However, after the event, their 
forwarder left their crates in Agility’s warehouse and said that the earliest vessel they 
could book out of Singapore was, FIVE months later in August. They could not secure 
earlier booking out due to their limited network of affiliates

Even after repeated reminders by the teams, Agility, and Shell, their off-shore freight 
forwarder refused to takeover the freight at their own storage costs, even though the 
issue arose out of their own misrepresentation of their services. 

Thankfully,  via  the  persistence  of  the  team  and  Agility’s  negotiation,  this  was 
eventually  successfully  resolved  by  June.  However,  in  these  months,  the  teams 
unfortunately racked up storage fees four times what Agility’s original costings were 
for door to door shipping.
 STEP 2 CHOOSE MODE OF FREIGHT
DEADLINES FOR ARRIVAL
Via SEAFREIGHT : Between 22-24 February 2018
Via AIRFREIGHT : Between 26-28 February 2018

Some considerations:
• Speed versus cost: air freight is faster but significantly more costly.
• Regulations: Air freight is very strictly regulated with reference to 
dangerous goods. Please refer to the Dangerous Goods Shipping Guide 
for more information.
• Note especially the advice to separate lithium batteries from your 
main crate to prevent the whole crate from being labelled ‘DG’
 STEP 3 PACKING YOUR VEHICLE SAFELY

Crating and Labelling:

 Items should be packed in re-usable bolt and nut, plywood / timber 
cases. Do NOT use nails as they tend to damage crates.

 For easy identification, cases must be marked on two (2) opposite sides 
as per the example below. one of these two sides should that face the 
person who opens it.
SHELL ECO-MARATHON ASIA 2018
(Institution Name, Team Name, Team ID)
C/O Agility Fairs & Events Logistics Pte Ltd
Number of Packages/Cases : ____ of _____
Gross Weight/Net Weight : _________ kg
Dimensions: _____ x _____ x _____ cm
 STEP 3 PACKING YOUR VEHICLE SAFELY

Dangerous Goods:
 Send batteries by sea freight separately from your main crate
 Make sure that the batteries are prepared (disconnected, isolated, 
secured in non-conductive housing) and has accompanying MSDS 
document
 Drain all fuels, oils and lubricants from the vehicle
 Remove all aerosols, combustibles, explosives and corrosive items from 
the crate.

For more details, read the full Dangerous Goods Packing Guide.

Shell Eco-marathon Asia 2017 Case Study 2:

A group of teams contracted their own off-shore freight forwarder and sent it off by 
sea  freight.  Due  to  a  combination  of  an  incomplete  declaration  of  the  dangerous 
goods  in  the  crates  (which  caused  it  to  be  delayed  at  customs)  and  the  freight 
forwarder’s miscalculation, the freight forwarder was unable to load the crates on the 
vessel. The teams had to convert to air freight, paying much more, as it was too late 
to go by sea by then.

This  was  unfortunate  enough  but  due  to  the  stricter  regulations  concerning  air 
freight, the teams had to dispose of their batteries before their cargo was accepted 
by the airline. As battery electric teams, this was extremely stressful. Luckily for the 
teams, the supply store was able to scramble to find batteries for them but they were 
optimal for the way the vehicle was designed and even with their best efforts, it was 
only available on the 2nd day of the event, meaning that these teams lost time.

It  is  important  to  understand  and  comply  with  the  Dangerous  Goods  packing 
guidelines. Early planning will help you avoid situations like the above.
 STEP 4 PREPARE & SUBMIT DOCUMENTATION
Deadlines for submission
Via SEAFREIGHT : 15 February 2018
Via AIRFREIGHT : 19 February 2018

Air freight Sea freight Road freight Source Template

Airway Bill Bill of Lading  - Off-shore 
freight 
forwarder
Commercial Invoice and Packing List - You

Photo of vehicle You
Microsoft Excel
Please see Article 211 of the Shell Eco-marathon Asia 2018 Rules, Chapter II 97-2003 Worksheet

If you have Dangerous Dangerous Goods  Dangerous  You

Goods: Only  Certificate or  Goods Packing 
Dangerous Goods  Dangerous Goods  Declaration
Certificate allowed Packing Declaration

If you have no
Dangerous Goods: we 
will accept the 
Dangerous Goods 
Packing Declaration  Adobe Acrobat
provisionally and  Document
check on-site. 
Fumigation Certificate - Off-shore 
freight 
forwarder

MSDS Certificate for DG items (e.g. batteries) - You
Insurance Policy (if applicable) - You
 STEP 4 PREPARE & SUBMIT DOCUMENTATION
Documents should be emailed to:
[email protected] in pdf format, clearly identifying your team by 
Country, Team Name and Team ID in the body of the email.

Failure to submit the documents by the deadline will mean Agility cannot arrange 
importation under the Temporary Importation Facility.

Participants will have to pay duties and taxes which might be fairly significant.

Generally a 7% Goods & Services Tax (GST) is levied on goods’ CIF value for goods 
under Permanent Import.  Automotive vehicles attract very high excise duty on top of 
the 7% GST as they are controlled items. Please see link for details:

www.customs.gov.sg/businesses/importing-goods/importing-dutiable-motor-
vehicles/duty-rates
 STEP 7 EXPORTATION

 On-shore Freight Forwarder
COMPULSORY
Changi
Singapore Port of TO USE
Paddocks Exhibition
Customs Singapore AGILITY*
Centre

 Off-shore Freight Forwarder

Prefer Agility,
Port of In but free to use
Port of
home Country University other Freight
Singapore
country Customs Forwarders

 Participants must sign export DG Declaration prior to handover of the 
crate to Agility.

 Participants must Inform Agility where the crate is to be re-exported to 
and the mode of transport (Air/Sea/Road).

 Off-shore freight forwarder must arrange for handover at port such that 
the crate is pulled out from the Agility Warehouse no later than 20
March 2018.  If not, storage will be billed to participant.  Your Offshore 
Forwarder must liaise with Agility on this.

 Vehicles must be re-exported out of Singapore no later than 21 days
after the end of the event.  The participants will otherwise be charged 
for extension of the Temporary Import Bond and Storage charges.

*Except for Teams in Malaysia and Singapore
Final Notes:

 Freight is an essential component of your competition journey. Do not 
leave it till the last minute.

 Planning early allows you to use sea freight, which is significantly 
cheaper. 

 Participants are strong encouraged to use Agility as both their off-shore 
and on-shore freight forwarder.

 If you do choose to go with a different freight forwarder, please 
carefully check their terms of shipment

 Understand and comply with the instructions in the Dangerous Goods 
Packing Guide

 Submitting your document late will mean Agility cannot process your 
shipment under their Temporary Import Facility. You will have to pay 
full duties and taxes.
Contact information
Pre-Event
Email: [email protected]

On site:
Mr. Wayne Low
Sales Executive
Telephone: +65 6571 5625 

Mr. Iswandy Ishak

Project Executive
Telephone: +65 6571 5634

Office Address:
Agility Fairs & Events Logistics Pte Ltd
No. 5 Changi North Way, 3rd Floor
Singapore 498771
Appendix A
Inward Logistics Movement
(Origin to Singapore)
HANDLED BY

Students prepare & submit shipping  Choose yourLocal

(Forwarder in charge of cargo at the country of

Offshore Forwarder
documents
OFFSHORE FORWARDER

 Prepare your
Participant and its air/sea shipment)

Documents

Agility’s origin agents/partners collect  Prepare for Shipment

Origin vehicles from student’s university
(Country Shipped From) V  OR
Students deliver vehicles to Agility’s
 DG Shipments
Procedures
(Pls read the DG guidelines
agents/partners warehouse for further instructions. This
can be found on the Shell
Eco-marathon participants’
webpage)

Delivery of vehicles at seaport or airport

Vehicles shipped to Singapore

Freight seaport/airport
(Origin Port – SG Port)

 Vehicles Arrival in
ONSHORE FORWARDER (Agility)

Destination Arrival of vehicles at Singapore Singapore

(Forwarder in charge of cargo as it arrives at the

seaport/airport and customs clearance

(Singapore)

 Warehouse Transfer vehicles to Agility warehouse

Port of Singapore)

Vehicles transferred to show venue and

delivered to student’s paddock

 Site
(Venue) Students uncrate & positioning vehicles

Storage of empty crates during event

Appendix B
Outward Logistics Movement
(Singapore to Destination)
HANDLED BY

 Vehicles Exportation
Origin
ONSHORE FORWARDER (Agility)

Return of empty crates to team paddocks

(Forwarder in charge of cargo as it arrives at the

(Singapore)  DG Shipments
Procedures
(Pls read the DG guidelines
for further instructions. This
Students pack vehicles & re-crate can be found on the Shell
Eco-marathon participants’
 Site webpage)
Port of Singapore)

(Venue)
Pick up vehicles from student’s paddock
and transfer to Agility warehouse
 Warehouse

Transfer vehicles to Singapore

seaport/airport and customs clearance

Freight Vehicles shipped to Destination

seaport/airport
(SG port - Destination port)
(Forwarder in charge of cargo at the country of

Arrival of vehicles at Destination

OFFSHORE FORWARDER

seaport/airport and arranged to clear

Participant and its air/sea shipment)

customs

Destination Clearance from seaport/airport and

(Country Shipment deliver to Agility’s agents/partners
Came From) vwarehouse

Students pick up vehicles from Agility’s

agents/partners warehouse
OR
Agility’s agents/partners deliver vehicles
to student’s premises