Importing and declaring goods for events
This information is intended as a guide for those who need to import and declare goods in connection with events, exhibitions, and other activities at NOVA Spektrum.
Every year, we facilitate numerous exhibitions and events with exhibitors from abroad or exhibitors who require the import of goods for use during the event. Each exhibitor is responsible for complying with the applicable regulations in this area.
Please contact NOVA Spektrum Logistics for assistance and support regarding your import and customs declaration needs. We have thorough knowledge of the regulations and can help you find the best solutions for your requirements.
NOVA Spektrum Logistics
Tel: +47 40 00 02 67
Email: [email protected]
Temporary Import
Temporary import applies only when the entire shipment will be returned abroad after the event.
ATA Carnet
The ATA Carnet is the easiest and safest way to declare goods for international transport. The carnet is completed in advance and stamped by Customs at border crossings. After this, the goods are cleared for their intended use.
Check with your local ATA Carnet issuer whether you can use this for your shipment, what conditions apply, and the associated costs. Please allow plenty of time, as it usually takes 2–3 weeks to issue an ATA Carnet.
An ATA Carnet is generally valid for one (1) year, and you control when the goods are transported. The carnet is accepted as a customs document in most countries and can be used an unlimited number of times within the validity period.
Temporary Importation
If the exhibitor has a Norwegian branch, NUF (Norwegian registered foreign company), or similar entity registered for VAT, this should be used as the importer. Alternatively, a partner or distributor can act as the responsible importer.
If the exhibitor does not have such an entity, goods may – by agreement – be temporarily imported under NOVA Spektrum AS. NOVA Spektrum then guarantees VAT and any applicable customs duties. Please note that a fee will be charged for this service. We do not accept that goods temporarily imported under our name are forwarded to other events in Norway before re-export/return abroad.
For temporary import, an invoice must be issued showing:
- Sender
- Recipient
- Delivery address
- All goods in the shipment with weight, value, and HS code
- Statement that the shipment is temporary, with justification (e.g., “Temporary import for exhibition”)
- Incoterms should be DAP or DDP
Permanent Import
All goods to be given away, sold, consumed, distributed, or discarded after the event must be permanently imported, with payment of VAT and, for some goods, customs duties and fees. These costs must be covered by the exhibitor unless otherwise agreed.
To Norwegian exhibitors or foreign exhibitors registered in Norway
Exhibitors who are Norwegian companies or registered in the Brønnøysund Register (not necessarily VAT-registered) with NUF or similar. The same invoicing requirements apply as for ordinary commercial invoices. The buyer must be the exhibitor’s Norwegian company, with NOVA Spektrum as the delivery address. VAT bills must be issued directly to the exhibitor.
To foreign exhibitors not registered in Norway
The same invoicing requirements as for ordinary commercial invoices apply. The invoice must also include EORI, VAT, or TAX number. The invoice is addressed to the exhibitor with full name and address, with NOVA Spektrum as the delivery address. NOVA Spektrum advances VAT and customs duties, which are recharged together with a handling fee.
Note: We must apply for a TRK number (similar to the EU’s EORI system) and require a Power of Attorney (POA) to do so. Standard wording:
“We, __, hereby give NOVA Spektrum permission to apply for a TRK-number on our behalf.”
The POA must be on the exhibitor’s letterhead and signed.
Important Notes
We cannot clear alcohol and/or tobacco. For shipments of fresh food (meat, fish, fruit, vegetables, cereals, etc.), check with Norwegian Customs well in advance before shipping. It is the sender’s responsibility to ensure that all certificates and permits are in order before arrival at the border.
Customs Authority Import Guide
Please also refer to the Customs Authority’s beginner’s import guide to learn more about import procedures. The guide clarifies that goods not to be returned in unchanged condition must be permanently cleared. Therefore, carefully assess whether your shipment qualifies as temporary or permanent import.