SAE Collegiate Design Series: Formula SAE®
Vehicle Shipping Procedures
2008 Formula SAE at VIR
Virginia International Raceway
April 23-26, 2008
Note - The following procedures apply specifically to shipments to Virginia International Raceway, but they contain include items that should be considered for all international shipments.
These procedures are only a starting point - Check with your shipper or freight forwarder to make sure your shipment meets their requirements. Also be sure the shipment complies with all relevant US Customs regulations.
SAE staff can not give advice on shipping, customs regulations or visas.
1 - Incoming Shipments
Earliest Delivery Date - Shipments must not arrive at Virginia International Raceway (VIR) earlier than 9:00 am EDT Wednesday, April 9, 2008.
Shipping Address
Name of University / Formula SAE at VIR
c/o Virginia International Raceway
1245 Pine Tree Road
Alton, VA 24520
VIR general phone number: 434-822-7700, fax number: 434-822-8033
Customs & Shipping Paperwork - All paperwork, documentation and/or forms required for inbound/outbound shipping or customs clearance must be completed and supplied by the school/university. VIR staff can not prepare any shipping documents for inbound or outbound shipments.
Paperwork is the sole responsibility of the team.
Customs Regulations - It is the responsibility of the team to adhere to all US Customs regulations. All inbound shipments are subject to US Customs inspections.
Team Contact - To provide support services for inbound / outbound shipments, and especially to resolve any problems that might arise, each team must provide the names and cell phone numbers of two (2) contact people - preferably the team captain and the faculty advisor. See Section 3 below for details.
Shipping Crates/Containers - Shipping crates/containers must have Hi-Low fork access from ends and sides.
Crate/Container Marking - All shipping containers must have the school's name permanently and clearly marked.
Crate Storage - Be aware that crates will be stored outside and should be weatherproof.
Wood Crates - Wood crates must be of insect resistant or treated materials suitable for international transportation.
Crating & Uncrating - Crating and uncrating is the sole responsibility of the team.
Important Reminder - Do not pack the tools you need to open the crate inside the crate itself.
Unloading & Loading - Loading and unloading is the responsibility of the teams. VIR has limited fork lift/dock capability.
Damaged Shipments - Inspecting shipments and reporting and documenting damage to the shipment is the sole responsibility of the receiving team. Neither VIR nor SAE is responsible for damage to your shipment from any cause including negligence.
2 - Outgoing Shipments
General - All shipments must be packed and the crates properly sealed and labeled before the team leaves the site on Saturday or Sunday.
It is each university's responsibility to schedule the pick-up of your outgoing shipment and prepare all the paperwork required for the shipment. All shipping and customs forms must be filled out by team/university representatives.
VIR personnel are not allowed to make arrangements for import or export shipping and scheduling.
Pick up Date - Outgoing shipments must be picked up by the carrier and removed from VIR property no later than 4:00 pm EDT Wednesday, April 30, 2008.
Important Notice - If your shipment is not removed from VIR by the date and time specified above you will be charged for storage and it will be expensive.
Outgoing Carrier - Teams must provide the name of the carrier that will pick up your outgoing shipment. See Section 3 below for details.
Expedited Shipments - Any shipment expedited from VIR at the request of a school must be accompanied by the team's chargeable account number (Fed Express/ DHL).
3 - Required Information
You must email the following information to Kaley Zundel, SAE, kaley.zundel@sae.org at least one (1) week before you expect your shipment to arrive at VIR:
Contact Information - The names and cell phone numbers of two (2) team members or advisors who can be contacted concerning the shipment.
Outgoing Shipment Carrier - The name of the carrier picking up your outgoing shipment and the carrier's phone number.