"HOW TO DO" IN NY-ÅLESUND Please use the list below when sending freight by air from Ny-Ålesund. Complementary information is aquired by pressing the links on each point. Note the paragraphs about responsibility before packing and sending cargo or dangerous goods. Decide which operator to use from Longyearbyen to your destination, and make contact. Follow the operator’s instructions. Inform Kings Bay AS’ reception about your cargo. Weight, dimensions and contents are of interest. Find appropriate packaging. There are special requirements to be followed for packing of dangerous goods. Prepare a proforma invoice and an address blank. Bring your cargo to the reception. Labeling will be checked and completed in the reception. Dangerous goods must then be declared. Minimum 24 hours notice. The charge for handling and declaring dangerous goods in Ny-Ålesund is NOK 965 per parcel. Kings Bay AS brings the parcel(s) to Hamnerabben airport. Lufttransport performs control of the parcels declared as dangerous goods before they are loaded on board the aircraft. Checklists are used for this. On arrival in Longyearbyen, IGP brings the parcel(s) to SAS for further handling. SAS is your operator, or works on behalf of your operator in Longyearbyen.
Also: send cargo on Mondays if possible. Also: remember that Longyearbyen airport (LYR) has no cargo department. Handling will be done by SAS ground services, irrespective of the operator you have chosen. Be careful when writing your proforma invoices so there’s no confusion about the information given. Remember that checked baggage facilitates customs clearance.
AIR FREIGHT FROM NY-ÅLESUND TO NORWAY AND ABROAD: Kings Bay AS provides services for documentation and information regarding air freight, and has certified personnel for declaring dangerous goods. An agreement between Dangerous Goods Management Norway (DGM) and Kings Bay AS has been established (03/2008) to provide necessary advise and consulting in relation to dangerous goods. Note that this kind of information is subject to frequent changes. This page should however work as an instruction. Relevant phone numbers are found at the bottom of the page. TYPES OF FREIGHT: CARGO: Any freight that meets the IATA regulations regarding security and safety, and that does not fall under the definition of dangerous goods. All cargo must go through customs clearance. This implies a cost increase because of the additional handling from the operator's side. For freight/cargo give detailed information to the operator before shipment, so they can begin customs clearance in advance. This is particularly important with sensitive shipments, such as dry shippers. Ask the operator to assist you with this upon your first contact with them. Proforma invoice is needed. See the packing and documentation paragraphs further down for detailed information. DANGEROUS GOODS: Dangerous goods can be transported safely by air transport provided certain principles are strictly followed. The IATA Dangerous Goods Regulations (DGR) incorporates operational requirements to provide a harmonized system for accepting and transporting dangerous goods (IATA, 2008). The IATA definition of dangerous goods is as follows:
“Dangerous Goods are articles or substances which are capable of posing a risk to health, safety, property or the environment and which are shown in the list of dangerous goods in these Regulations or which are classified according to these Regulations (IATA, 2008).” According to the regulations, dangerous goods are classified into three categories: Possible to carry on passenger- and cargo airplanes. Only possible to carry on cargo airplanes. Not possible to carry on airplanes.
The guiding principle is that goods become dangerous in the moment they are spilled or come in contact with other substances and start reacting with these. Dangerous goods must be labeled with a United Nations (UN) number to identify their hazard classification and composition. Refer to the DGR regulations to find the appropriate number. Kings Bay AS will assist you with this. Dangerous goods must be declared. More info about declarations. See the packing and documentation paragraphs further down for detailed information. To the top>>> CHOICE OF OPERATOR/COMPANY: Please make contact with the cargo operator early, to be sure that your shipment arrives safely and in time at its destination. World Courier, Federal Express and DHL can all assist you with “door to door” handling from Longyearbyen. SAS will be the first to handle your cargo from Longyearbyen, but the operator can be another company (e. g. World Courier). SAS Cargo/Spirit Air Handling does not deliver “door to door” services. Goods must be collected on arrival at their destination airport. SAS Cargo/Spirit Air Handling accepts dangerous goods according to the IATA regulations (some exceptions. Please ask the operator in advance). SAS Cargo/Spirit Air Handling has world-wide distribution and collaboration with a number of operators. Contact details are found at the end of the document. Lufttransport follows the SAS-regulations. Some restrictions apply because there’s no cargo compartment on board the planes going between Longyearbyen and Ny-Ålesund.
Kings Bay AS cooperates with IGP in Longyearbyen for bringing cargo from Lufttransport to SAS. This service will be organized by the Kings Bay AS’ reception. To the top>>> RESPONSIBILITY: The responsibility for safe packing and labeling of cargo going to/from Ny-Ålesund lies with the dispatcher. It is required to follow the IATA regulations. Kings Bay AS will provide information and declarations. Kings Bay AS will use DGM Norway (Dangerous Goods Management) as advisers and consultants for the correct procedures regarding packing and transportation. SAS Cargo/Spirit Air Handling do not work as consultants. Air transport companies only perform a control function regarding baggage/cargo. To the top>>> DOCUMENTATION: This section gives an overview of the necessary documentation for air freight, and what it is being used for. ABOUT PROFORMA INVOICES: This is needed for customs clearance only. It’s important to specify the customs value. Inform about the real value of the sample(s). The value “0” does not exist, and will lead to cargo being stopped. The operator shall not be involved in filling out the proforma invoice, but will check that these follow the shipment. Examples of generally accepted proforma invoices are found here. The Kings Bay AS’ reception also provides proforma invoices to be filled in. The dispatcher is responsible to enclose a proforma invoice with each consignment to be sent. The proforma invoice must be typed. To the top>>> ABOUT ADDRESS BLANKS: This is needed for identification of the freight, and includes names and addresses for the dispatcher and receiver. Kings Bay AS has templates available in the reception. Each shipment is required to have an address blank. To the top>>> 
ABOUT SHIPPERS DECLARATION: A “Shipper’s Declaration for Dangerous Goods” must be completed for each consignment of dangerous goods. The shipper is responsible for the completion of a prescribed declaration form. Kings Bay AS has qualified staff to assist with this (06/2008). Each consignment must be inspected by the person in charge of completing the forms. Each consignment is followed by four (4) copies that have to be completed individually. Two go to Lufttransport, and two to SAS. Please arrive well in advance to give sufficient time to fill out the forms for our staff. MINIMUM 24 HOURS AHEAD OF YOUR DEPARTURE. To the top>>> ABOUT CHECKLISTS: Checklists for dangerous goods will be controlled by the Lufttransport pilot. Any inadequacies will lead to cargo being stopped at Hamnerabben airport in Ny-Ålesund. The checklist establishes that the package(s), overpack(s) or freight container(s) are correctly marked and labeled. To the top>>> ABOUT AIR WAYBILLS: An Air Waybill (AWB) is a contract between the dispatcher and airline that states the terms and conditions of transportation. This works as the airline ticket for your shipment. The AWB has a tracking number which can be used to check the status of delivery, and current position of the shipment. The AWB will be issued by SAS in Longyearbyen upon arrival of your cargo there, and indicates that the goods have been accepted for carriage. The cargo has to be visually inspected (not opened), and signed or authenticated by the carrier (the airline). The shipper’s declaration will work as proof on the contents of the goods. COMMON TYPES OF GOODS: This is a short description of the regulations that apply to the most common shipments going from Ny-Ålesund. DRY SHIPPERS: Dry shippers can be sent by air freight, but please inform the Kings Bay reception in advance. Definition by the IATA: “Insulated packagings containing refrigerated liquid nitrogen fully absorbed in a porous material and intended for transport at low temperature […] the design of the insulated packaging would not allow the build-up of pressure within the container and would not permit the release of any refrigerated nitrogen irrespective of the orientation of the insulated packaging”. Not considered as dangerous goods. Permitted in or as carry-on baggage. Permitted in or as checked baggage. Requires the approval of the operator(s). Not permitted on ones person. Not necessary to inform pilot in-command.
If carried as checked baggage, customs clearance of dry shippers is facilitated. It is recommended to add a schematic drawing of the used dry shipper to the proforma. It is recommended to use label “keep upright” or “do not turn upside down”. It is recommended to use cable ties around dry shipper and outer packaging. Shipper’s declaration is not needed. PACKING OF DANGEROUS GOODS: UN certified packaging is required when sending most dangerous goods. Specifications, test criteria and markings follow the IATA DGR. Please inform Kings Bay AS minimum 24 hours in advance when sending dangerous goods. To the top>>> CARBON DIOXIDE, SOLID (DRY ICE): Dangerous goods. Accepted for transportation by Lufttransport and SAS. Specific regulations apply (details further down). Definition by the IATA: miscellaneous hazardous material. Explosion hazard, suffocation hazard and contact hazard. Checklist here. Permitted in or as carry-on baggage. Permitted in or as checked baggage. Requires the approval of the operator(s). Not permitted on ones person. Not necessary to inform pilot in-command.
NOTE: for carry-on baggage, quantities not exceeding 2,5 kilos (5 lb) per passenger is allowed when package permits the release of carbon dioxide gas. Lufttransport will only accept dry ice not exceeding 2,5 kilos on board their planes. NOTE: dry ice in checked baggage requires operator approval and each item of checked baggage must be marked “dry ice” or “carbon dioxide, solid”, and indication that there is 2,5 kilos or less dry ice. NOTE: mark all checked baggage containing dry ice “UN 1845”. NOTE: operator approval is needed for checked baggage containing more than 2,5 kilos. Shipper’s declaration is not needed unless the dry ice is used to refrigerate other dangerous substances. CHEMICALS: Generally: complex regulations, but possible to transport both with Lufttransport and SAS. Ask Kings Bay AS well in advance of your departure to receive information about packing and declaration of chemical substances. Minimum 24 hours. Kings Bay AS has staff that can sign the shipper’s declaration for chemical substances. 
RADIOACTIVE SUBSTANCES: Generally: complex regulations, but possible to transport both with Lufttransport and SAS. Checklist here. Explanation by the IATA: standards of safety to provide an acceptable level of control of radiation, criticality and thermal hazards to persons, property and the environment. Based on IAEA regulations. Ask Kings Bay AS for calculations of radioactivity and procedures for packaging well in advance of your shipment. Minimum 24 hours. Kings Bay AS has staff that can sign the shipper’s declaration for some radioactive substances. BIOLOGICAL PRODUCTS: Operator specific requirements. Please ask for relevant information upon contact with the operator. Appropriate labeling should be applied. Three UN-numbers are relevant: UN 2814, infectious substance, affecting humans. UN 2900, infectious substance, affecting animals only. UN 3373, biological substance.
Kings Bay AS has staff that can sign the shipper’s declaration for biological products. CONTACT LIST: Customer Service, Spirit Air Cargo Handling Tromsø, e-mail:
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, phone: +47 95719200. DHL Norway, phone: +47 64821550. Federal Express Norway, phone: +47 63940300. Kings Bay AS' reception, e-mail:
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, phone: +47 79027200. SAS Ground Services at Longyearbyen airport: Ms Sølvi Jacobsen, e-mail:
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, phone: +47 95714550. World Courier Norway, e-mail:
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, phone: +47 63946200.
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