Shipping

2024 Region II Head Start Conference

Planning on Shipping?

Please read the following information carefully if you are planning on shipping items to the hotel for your event. Being a hotel on a small island in the Caribbean means there are procedures that are necessary to understand and follow.

From the hotel standpoint, unfortunately we have very limited storage space. For this reason we
ask that you do your best in scheduling the arrival of the items as close to your group arrival as
possible. We do charge a $10.00 per box receiving, processing, handling and storage charge.

Any boxes received more than 7 days in advance will be subject to a charge of $2.00 per box,
per day.

In every case, please address each box in the following manner:

REGION II HEAD START ASSOCIATION OCT 28 - 31
Attention: BRADLEY FISHER
5 Estate Bakkeroe
St.Thomas, VI 00802
Ph: 340-249-0100

CLEARANCE OF CONVENTION PROMOTION MATERIAL

The U.S. Virgin Islands is considered an international destination when shipping to and from the
islands via courier services other than the U.S. Postal Services. If you are using courier services,
we recommend using either Fed Ex or DHL. Experience also tells us that the challenges occur when our clients have items dropped shipped, and that particular company chooses to use their normal means of shipping, and therefore does not follow the procedures outlined below. We encourage you to use this information provided to help ensure all of your items arrive in a timely manner.

To simplify the processing of articles temporarily entering the commerce of the U.S.
Virgin Islands for convention related purposes, there are certain procedures that must
be performed, no matter what means of shipping is used.

If you use FedEx or DHL (see other statements regarding the use of over-night carriers),
they will advise you of the information required. No later than (2) weeks prior to the
beginning date of the convention, a request will be made on the sponsor’s letterhead in
triplicate (see sample letter, Exhibit O) to the District Director of Customs. The letter
must contain the following:

1. Convention name (including dates and location of convention within the U.S. Virgin Islands).
2. Purpose of Convention
3. Approximate number of attendees (600)
4. Description, quantities, country of origin and value of all foreign items to be
given away to attendees
5. the following statement –
“The listed items are being brought into the Virgin Islands for free distribution to attendees at the convention. Items will not be offered for sale and will be removed by participants when they leave the U.S. Virgin Islands.”
6. Responsible party in Virgin Islands – the name, address and telephone number of the party in the Virgin Islands (if any) who will present the letter to the Customs Inspector for the release of merchandise; and
7. Sponsor’s signature and telephone number

Upon approval, the original plus one copy will be returned to the sponsor or their designated representative in the Virgin Islands.

Arrival

Upon arrival of the merchandise and the presentation to the Customs Inspector, the original letter approved by the District Director, the shipment shall be released without
any payment of Customs’ duties under the provisions of Public Law 64, Paragraph 2, Section 13.

*If the goods you wish to import into the U.S. Virgin Islands are manufactured or produced in the U.S. (please attach invoice with country of manufacture), a letter requesting approval may not be required. If manufactured outside the U.S., the following letter must accompany the shipment.

Area Port Director
U.S. Customs Service
Main Post – Sugar Estate
Charlotte Amalie
St. Thomas, USVI 00801
Fax: 340-776-3489

Dear Sir;

Approval is requested for Customs clearance of promotional materials, gifts and
other related items for the following:

CONVENTION NAME:
PURPOSE:
REGION II HEAD START
CONFERENCE
OCTOBER 28 - 31 2024
5 Estate Bakkeroe
St.Thomas, VI 00802
To promote XYZ’s new services
# OF ATTENDEES: 600
Description of Merchandise
Quantity Description Value Country of Origin

100 Beach Bags $1000 Taiwan
200 Beach Hats $450 Hong Kong

** The listed items are being brought into the U.S. Virgin Islands for free distribution to
attendees at the above convention. Items will not be offered for sale and will be
removed by participants when they leave the Virgin Islands.

Responsible Party in V.I.: Federal Express, DHL,UPS
St. Thomas, VI 00801
Telephone Number

Sincerely,
John Doe
Vice President of Operations
Telephone Number

Important!

When shipping Federal Express or DHL or UPS, you must use International Airbills.
FedEx, UPS, and other “over-night” shippers, are NOT “over night” to St. Thomas. It is typically a 2 day process and NOTE, their offices on the island are closed on weekends and all holidays, and deliveries WILL NOT BE MADE.

PLEASE NOTE! For all shipments, please have the name of the program and the program dates REGION II HEAD START ASSOCIATION, OCTOBER 28 - 31), and the name of your meeting planner (BRADLEY FISHER) on the shipping label.
Please instruct all those you may have drop shipping to include this information as well.