AWI logistics organizes the transport of expedition goods and ensures that equipment and instruments are brought on board, customs cleared, at the right time and complete.
Please consider:
The procedures are well planned, based on many years of experience.
Please respect our work as we respect yours!
Please only use the freight module of the EIS (Expedition Interface System) to register the equipment you bring on board- https://eis.awi.de
The EIS allows you to create the relevant documents for your freight while you administer your freight data in this system. You can even work together with your team on the documentation of your freight. As data will not be erased, you can create your future freight from existing freight items you created once in the EIS.
Helpful information can be found in the EIS while processing your freight and here: (EIS freight module manual)
Example for an expedition lable:
Delivery of the freight documents to the freight division via Expedition Interface System (EIS).
Return of the freight documents together with barcodes from the freight division
Making an appointment for delivering your freight to the harbour storehouse
Prepare the single administrative document (SAD) for the freight and have it stamped upon entering the free-trade harbour. Use a copy of the barcode freight list as attachment.
Personal delivery of the freight to the harbour storehouse and hand over of the single administrative document and the freight lists with barcode
The last 2 tasks have to be carried out by the driver upon delivery with a transport company.
SEE ALSO THE GENERAL INSTRUCTIONS ABOVE !
Separate freight list containing items from the harbour storehouse only
Packing lists for these packages
Information about these packages in your Email to the freight division
Appointment with the harbour storehouse for handover of the freight
Marking packages with the labels / signs
AWI members put their dangerous goods into the rooms assigned for dangerous goods in house E and house D at the time scheduled for this.
Do not put dangerous goods of external participants in these rooms!
Make sure your goods are marked according to the rules for labelling of dangerous goods.
Make sure your goods are marked according to the rules for labelling of dangerous goods.
Frozen or chilled goods must not be delivered to the harbour storehouse!
The harbour storehouse has no cold storage. Temperature control or uninterupted power supply cannot be garantueed.
Please register such goods with the freight division. You will get an appointment for direct delivery to Polarstern.
You have to take your goods onboard to the cold storages yourself. Thus it is warraneted that you goods are stored at the right temperature.
AWI members please inform the AWI customs division 7 working days before delivery in order to have enough time for preparation of customs documents if necessary.
Frozen or chilled goods must not be taken onboard without previous registration.
Delivery for delayed equipment or freight directly to Polarstern shortly before departure is only possible in exceptional cases.
You must give a good justification for the late delivery.
Direct delivery to Polarstern will be prohibited should the impression arise that regular delivery deadlines were neglected without cause.
Hand over a freight list to the freight division. You will get an appointment for direct delivery to the ship.
Please make sure you keep this appointment!
AWI members please inform the AWI customs division 7 working days before delivery in order to have enough time for preparation of customs documents if necessary.
Non-registered freight cannot be taken onboard due to security reasons.
If you need some of your packages for installations etc. right after departure you may store them separately onboard.
Explicitly mark these packages and inform the AWI harbour storehouse staff upon delivery. Otherwise the single packages will be stored together with the rest of the freight in containers.
Updated freight documents have to be handed over at the end of the expedition via the EIS on board.
You will be informed after arrival of the freight at the storehouse. Pick-up including the required customs documents has to be registered with AWI customs divison. You will be given a notice about deposit of the finished papers in the harbour storehouse.
Make an appointment for pick-up of the freight from the storehouse and bring documents that may be required additionally.
Bring along customs documents and order for relocation for collection of your freight.
Collection of dangerous goods from the harbour storehouse:
Pay attention to the fact that you have to collect dangerous goods before or together with the rest of your freight!
Dangerous goods must not left behind in the storehouse!
In case you entrust a transport company with the collection of freight make sure that they are entitled to carry dangerous goods.
If you want to send freight to a harbour abroad you have to inform the AWI ship coordination and the agent and declare that any costs for services of the agency (e.g. transport of freight from the airport to RV Polarstern) are payed for by you and your institution.
Your delivery shoul arrive in the port of departure at least 10 workdays before departure to make sure all necessary paperwork there can be done in time. Customs clarification abroad might take a while.
All equipment you need to bring onboard must be registered in the EIS/freightmodule in due time.
Non-registered freight cannot be taken onboard due to security reasons.
Every piece of freight has to be marked the following way:
In transit to:
Master of RV "POLARSTERN"
Attn.: "Recipient onboard"
c/o: "name of agency"
"Address of agency" (see here)
Containers for return freight have to be noted by the cruise leader during planning of the expedition. Thus storage space on the ship can be prepared appropriately and containers are stored on deck so that they can be accessed in the harbour.
Single pieces of freight can be shipped from foreign harbours as well. Contact the agency on-site via your cruise leader!
External participants take care of the freight and customs handling themselves and on their own account.
AWI ship coordination may organize a return freight container if there are several single pieces of freight going to Bremerhaven.
Always inform AWI ship coordination about return freights at home or abroad in due time.