Freight Process Flow

Understanding The Process

1. Student teams are required to fill out freight application form details here.
2. Once the form is received, ASP will email the student team an official quotation for the
vehicle freight charges or its forwarding agent will contact the student team with further
instructions.
3. Upon confirmation on the quotation and settlement of payment in full, ASP will inform the
student team the designated local forwarding agent's contact information and any
procedures that the student team might need to follow according to local custom
requirements. The student team should then work with the local forwarding agent to ensure
the safe transport of their vehicle with a proper crate.
4. Local forwarding agent will then ship the vehicle from port of origin (students' home
country) to Port Klang, Malaysia.
5. ASP will then be responsible for transporting the vehicle from Port Klang to ASP
Warehouse to Sepang International Circuit (3 days before the event).
6. After SEM event is over and all vehicles are securely placed back into the crate, ASP will
then ship the vehicle back to port of origin (students' home country).
7. The team can then contact the local forwarding agent to arrange for vehicle
pick-up when it arrives.

 
 

ASP Roles & Responsibilities

 Transport SEM vehicles from port of origin (student's home country) to

Port Klang, Malaysia.
 Apply for all required documentation to bring SEM vehicles into Malaysia i.e. vehicle
access permit and custom clearance in both Malaysia and students' home country.
 Payment of bond for Access Permit application.
 Transport vehicles from Port Klang to Sepang International Circuit (SIC).
 Unloading of crates into each team's assigned pit at SIC.
 Transport vehicles back to port of origin after the event.

Freight Forwarding Service Charges

Below are the sample estimate freight charges from port of origin (students'
home country) to Sepang International Circuit, Malaysia and return:
 
Name of
Shell Eco-marathon Vehicle
Equipment:
Packing 371 cm x 117 cm x 93 cm /
Dimension: 4.037 cbm
Weight: 304 kg
Value of Goods: USD 15,000.00
 
NO COUNTRY OF ORIGIN CHARGES (USD) *
*
Charges subject to change according to crate packing
dimension.
 Container shipping is available and cheaper for group
shipment
 of 3 vehicles and above.
 1. China 3,530.00

 2. India 3,530.00

 3. Indonesia 3,330.00

 4. Iran 3,730.00

 NO COUNTRY OF ORIGIN CHARGES (USD) *

 5. Japan 3,980.00

 6A. Malaysia (West) 600.00

 6B. Malaysia (East) 1,600.00

 7. Pakistan 3,930.00

 8. Philippines 3,530.00

 9. Singapore 1,700.00

 10. Taiwan 3,530.00

 11. Thailand 3,130.00

 12. Vietnam 3,330.00

Tips For Building A Vehicle Crate

 
  Above is a sample image of a crate that ASP uses for vehicle replica mobilization.
Material used in the image: plywood.
 Please work with local forwarding agent to build the crate according to your vehicle
dimension.
 Please make sure your vehicle, when placed inside the crate, is surrounded by at least
two inches of cushioning and be placed at least two inches away from the walls of the box.
Make sure you use enough cushioning material to ensure that the contents do not move.
Proper cushioning material examples : polystyrene, foam, etc.
 Wooden packing material must be fumigated with Methyl Bromide or heat treated prior
to import into Malaysia.

Terms and Conditions

1. Student teams are responsible to build their own crate according to custom specifications
provided by the local forwarding agent, deliver it to the designated forwarding agent at their
own cost.
2. Student teams are responsible to unpack their vehicle at the Sepang International Circuit
once crates arrive at SIC and then repack the vehicle after the event at SIC.
3. Deadline for freight forwarding service application form submission is June 6, 2010. All
vehicles to be handed over to local agent by June 15, 2010 so that it reaches Sepang in
time for the competition. Faliure to adhere to this deadline may result in the vehicle not
being able to reach Sepang in time for the competition.
4. Payment arrangement will be done through Shell representative in your respective
country or local forwarding agent directly.
5. Payment will cover :
 freight charges for to-and-fro between port of origin (students' home country)
and Sepang International Circuit,Kuala Lumpur, Malaysia
 obtaining all inbound/outbound custom clearance and Access Permit in Malaysia
and in student's home country
6. For West Malaysia and Singapore teams, ground shipping service will be used to
transport to Sepang International Circuit.
7. In no case shall ASP be liable for any consequences or damages resulting from any delay
in shipment of delivery. Student teams agree not to hold ASP liable for damages or delays
in shipments caused by weather conditions, shipping company delays, international customs
issues or any other circumstances beyond ASP direct control.
Freight service for student teams

 This service is managed by our e-shop vendor, ASP.

Student teams are encouraged to use this service to avoid any complications with regards to
customs clearance/documentation/etc.

 ASP has added an admin fee to cover for this service in addition to the shipping charge and will
provide a door to door service to student teams.
Students need to fill in their details in the online form and will receive a detail quotation in 2-3
days time. A rough cost estimate is displayed on the site as well.

 However, teams are free to make their own arrangements but please note that Shell will not be
responsible for handling any complications at the last minute if the vehicle is stuck in customs,
etc.

 Do take note that you also need to construct a suitable crate to house the vehicle for the
journey so it arrives safely in Sepang and you can also repack it into the crate after the event for
the trip home.

 Please watch this space for updates.

Visa Application for entry into Malaysia

The following is provided as a guide only. Please refer to the Immigration of Malaysia website - opens in
new window for the latest and up-to-date information.

TYPES OF VISA

 Delegates from India, People Republic of China, Pakistan and Iran are required to apply for
Single Entry Visa.

 Delegates from China and India may also choose to apply for Visa on Arrival (VOA) which is
available at Kuala Lumpur International Airport (KLIA), Sepang. VOA is not available at the Low
Cost Carrier Terminal (LCCT).

 Delegates from countries not listed above (eg: Asean countries) do not require visa to enter
Malaysia.

SINGLE ENTRY VISA

Application must be made at either:

 any nearest Malaysian Representative Office Abroad.

 the Embassy or British High Commissioner's Office (countries that do not have Malaysian
Representative.
  online through I-Visa System (applicable for visitors from Chennai and New Delhi, India and
Shanghai, China only).

 Document required:
o Original passport
o Two (2) photocopies of passport
o Two (2) photocopies of visa application form (IM. 47)
o Two (2) passport size photograph of applicant
o Original air ticket and two (2) photocopies (confirmed and return ticket)
o Bank statement traveler's cheque
o Invitation letter (if any)
o Payment of visa fee

VISA ON ARRIVAL (VOA)

Applicable for India and China delegates only

 Completed form IM.47. - Pin 1/97

 Confirmed return ticket

 Provide address in Malaysia

VISA FEES ACCORDING TO COUNTRIES OF ORIGIN:

 People Republic of China: RM30.00

 India: RM50.00

 Pakistan: RM20.00

 Iran: RM20.00