SAE Collegiate Design Series: Formula SAE®
Vehicle Shipping Procedures
2008 Formula SAE West
Auto Club Speedway
June 25 - 28, 2008
Note - The following procedure applies specifically to shipments to Auto Club Speedway, but it also includes items that should be considered for all international shipments.
This procedure is 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 Auto Club Speedway earlier than 9:00 am PDT Tuesday, June 24, 2008.
Shipping Address
Name of University / Formula SAE West
c/o Auto Club Speedway
9300 Cherry Ave.
Fontana, CA 92335
Auto Club Speedway general phone number: 909 429 5000
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. Auto Club Speedway staff cannot 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 forkliftaccess from ends and sides. Be aware that crates are likely to be stored outside and should be weatherproof.
Crate/Container Marking - All shipping containers must have the school's name permanently and clearly marked.
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. Auto Club Speedway has limited forklift/dock capability.
Damaged Shipments - Inspecting shipments and reporting and documenting damage to the shipment is the sole responsibility of the receiving team. Neither Auto Club Speedway 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.
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.
Auto Club Speedway 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 Auto Club Speedway property no later than 4:00 pm PDT Monday, June 30, 2008.
Important Notice - If your shipment is not removed from Auto Club Speedway 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 Auto Club Speedway at the request of a school must be accompanied by the team's chargeable account number (Fed Express/ DHL).
3 - Required Information for Incoming Shipments
You must email the following information to John Stewart, Cliff Edge Consulting, stewartjohnm@netscape.net at least one (1) week before the FSAE West competition opens:
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.