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Sample Shipment Checklist

Checklist for shipping cacao bean samples to Cacao of Excellence for the 2025 Awards Edition
 

Cacao of Excellence is pleased to share all of the important information regarding the shipping of cacao samples plus associated documentation for the 2025 Edition of the Cacao of Excellence Awards. These process should be well coordinated with the National Organisation Committees in your origin. 

31 January 2025 - Deadline for receiving:

  1. All cacao bean samples and associated Excel Data Forms
  2. Registration fees for each sample submitted
  3. Agreement confirmed on the use of each sample

Payment of registration fee for each sample

The registration fee of 100 USD should be paid for each sample sent to Cacao of Excellence. The payment is managed by the Alliance of Bioversity International and CIAT, leader of Cacao of Excellence.

Mode of payment

  • Fee: 100 USD per cacao bean sample

*Pay modality to be confirmed and announced to NOCs and participating producers.

NOTE – You will receive a receipt by email once the payment is processed – please keep this receipt as proof of payment

Preparation of cacao bean samples for shipment

  • Place each cacao bean sample in strong and well-sealed bags (recommended a double plastic bag), to avoid breakage and loss of beans during transport.
  • Clearly label the bag of each bean sample with a unique ID code corresponding to the information in the printed and electronic Excel Data Form.
  • Include a printed copy of the Excel Data Form in the bag of each sample to ensure correct identification.
  • Place the bags of samples in a rigid cardboard box to avoid loss or contamination between samples.
  • For each box/package, include a printed copy of the completed Checklist.
  • Send the completed Excel Data Form for each sample to Cacao of Excellence to Andrew Meter by email – a.meter@cgiar.org
  • Send any photos by WeTransfer: www.wetransfer.com

Shipping instructions

Ship the sample at the following address:

Cacao of Excellence Laboratory and Training Centre
C/o Alliance of Bioversity International and CIAT
Via Baccio Baldini 4b-c
00146, Rome, Italy
Contact name: Alliance Bioversity International and CIAT
Email: cacaoofexcellence@cgiar.org
Tel: +39 0661181

Clearly state the following on each box/package for the courier shipment (e.g. DHL, FedEx, UPS etc.) and shipping documents:

  • Package value of 5 USD - for customs, even if the package contains several samples.
  • Content: Samples of fermented and dried cacao beans without commercial value / for RESEARCH PURPOSE only.
  • NOTE: No EU phytosanitary import requirements for dried or fermented cocoa beans 
  • If shipping more than one sample at a time, these should all be under the same courier shipment number.
  • Send all relevant documentation related to the shipment, such as proformas/Commercial Invoices and Airwaybill document, to assist in clearing packages from customs and organize reception at the Cacao of Excellence lab.
  • Ensure that the sample are shipped with the specification of Delivered Duty Paid (DPP).  This is important otherwise there will be charges to receive the beans that Cacao of Excellence will have to be reimbursed for.  If the sender of the samples has an account with the courier (e.g. DHL, Fedex, UPS), Delivered Duty Paid (DPP) should be indicated.  If not, Cacao of Excellence will communicate with the sender the charges, and this can be paid via the PayPal account.  Specific instructions will be provided for this.

When the box/package is ready to be shipped, send the following information to Andrew Meter at Cacao of Excellence – a.meter@cgiar.org:  

  • Name and contact details of the sender
  • Date of shipment
  • Name of courier
  • Courier’s tracking number

IMPORTANT NOTES

  • Please indicate all the information above to avoid import taxes and delays at customs that can affect the cacao bean quality if not stored in adequate conditions.
  • Do not put a value higher than 5 USD for each box/package otherwise you will be asked to cover extra custom charges. Cacao of Excellence is not responsible for covering custom charges upon reception.
  • Ship to receive the box/package with samples and accompanying documents by 31 January 2025. 
  • Instruct the courier to deliver the shipment from:
    • Monday to Friday from 9:00 to 17:00 Rome time. 
    • The office is closed on Saturdays and Sundays.

If shipping more than one package at a time, these packages should all be under the same courier shipment number.

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