What You Need to Know About ATA Carnets for Exhibitions and Trade Shows

What is an ATA Carnet

An ATA Carnet serves as a worldwide customs document for temporary import of specific goods. They include items like commercial samples, professional equipment, or goods for trade fairs and exhibitions into member countries.

The initials “ATA” stand for “Admission Temporaire/Temporary Admission,” reflecting its purpose of enabling goods to move temporarily without standard import procedures.

This single document replaces multiple customs declarations, making it easier to take goods to different countries. The system is overseen by the World Customs Organization and the International Chamber of Commerce’s World Chambers Federation.

Where Carnets Apply and How Long They Last

ATA Carnets are accepted in many countries and territories worldwide, including all European Union member states. The document is valid for a fixed period from the date of issue and can be used for several trips during that time.

They cover three main types of goods:

• Commercial samples, such as prototypes and display items

• Professional equipment, including tools, machinery, and photographic equipment

• Goods for exhibitions, such as displays, booth equipment, and demonstration materials

Why Use an ATA Carnet

Simplified Customs Clearance

Instead of dealing with different customs requirements at each border, you present one recognised document. This avoids filling in multiple declarations for every country you visit.

Cost and Administrative Savings

Using a carnet means you don’t have to pay import duties or taxes on temporary imports. Without one, you might have to post a cash bond or guarantee with foreign customs and wait months for its return. Carnets also remove the need for temporary import bonds and their associated paperwork.

Guarantee for Customs Authorities

The carnet guarantees foreign customs authorities that duties and taxes will be paid if the conditions for temporary admission are broken. As long as goods are re-exported within the agreed period, you don’t pay duties up front.

Applying for an ATA Carnet

Who Issues Them

ATA Carnets are issued through an authorised network of Chambers of Commerce and specialist agencies. At ATA Carnet Express, we manage the full process on behalf of applicants, working directly with the authorised issuing bodies. This means you don’t need to approach different chambers yourself as we handle the paperwork, liaise with the official issuers, and guide you through the requirements to make obtaining a carnet straightforward.

What You’ll Need to Provide

When applying, it’s important to give accurate and comprehensive information. This includes certain specifics that you must supply:

• Details of the organisation responsible for the goods

• A list of authorised representatives who can present the carnet at customs

• A letter of authority

• A detailed inventory of all items, that includes detailed descriptions, model and serial numbers, quantities, and countries of origin

• Travel Itinerary, including details such as destination countries, transit routes, and planned dates

Common Carnet Mistakes to Avoid

• Vague Item Descriptions: Give precise details such as manufacturer, model, and serial numbers.

• Incorrect General List Format: Avoid terms like “assorted” or “various.” List each item individually.

• Missing Transit Information: Declare transit countries for any non-EU territories your goods pass through.

• Failure to Re-export: Always present the carnet when leaving a country to avoid customs claims. ‍

Carnet Use Responsibilities and Compliance

All goods must be re-exported in the same condition in which they were imported. They cannot be sold, repaired, or altered beyond routine maintenance. The named holder on the carnet is fully responsible for correct use and compliance.

If you breach the terms - for example by failing to re-export goods - foreign customs can make a claim. You may be asked to prove re-exportation, provide a certificate from HM Revenue & Customs, or pay any applicable duties and taxes.

Security Options

Issuing chambers require a form of security to cover duties and taxes if conditions are broken. Options usually include an insurance premium, a refundable cash deposit, or a bank guarantee arranged with your bank.

Practical Tips for Exhibitors

• Prepare a Full List of Goods: Use clear, specific descriptions and metric measurements. State reasons if serial numbers are missing.

• Label and Pack Carefully: Mark each item with your company name, venue name and address, booth number, and contact details. Label each box separately and keep permanent and temporary items in different packages.

• Work With Experienced Carnet Agents: As specialists in ATA Carnets for exhibitions and trade shows, we handle the paperwork, liaise with customs, and manage carnet presentation on your behalf.

• Be Aware of Return Obligations: Any listed items not brought back to the UK may incur duties, VAT and administrative fees.

ATA Carnets can remove much of the hassle of moving goods for exhibitions and trade shows. With careful preparation, accurate documentation, and support from experienced chambers or freight forwarders, businesses can move goods across borders smoothly and focus on the event itself rather than customs formalities.

For help with applying for an ATA Carnet, get in touch with our experienced, friendly team or use our online application form.