Sample Shipping & Submission FAQs 

1. Competition Labels & Shipment Identification 

Q: How should I label my shipment? 

A: Every shipment must be clearly marked with the official USA Spirits Ratings Submission Label. 

To access your label: 

Login → My Account → My Submission Labels 

Please: 

• Print and attach the Submission Label to the outside of every shipping carton. 

• Place an additional copy of the Submission Label inside the carton. 

• Ensure your Reference Number is clearly visible. 

Your Reference Number is the primary method used by the USA Spirits Ratings team to identify and process your samples. Shipments arriving without the official Submission Label may experience significant delays or may be rejected by the warehouse. 

 

Q: Can I send multiple entries in one box? 

A: Yes. Multiple entries may be packed within the same shipment, provided all products are properly protected and accompanied by the relevant Submission Label and entry information. 

 

Q: Is USA Spirits Ratings responsible for tracking my shipment? 

A: No. Entrants are solely responsible for monitoring their shipment and ensuring successful delivery to the warehouse. 

We strongly recommend: 

• Using a reputable courier. 

• Retaining shipment documentation. 

• Monitoring delivery status. 

• Sharing tracking details with the USA Spirits Ratings team once shipped. 

 

2. Sample Quantities & Warehouse Delivery 

Q: Where do I find the delivery address? 

A: The warehouse delivery address appears on your Submission Label once your entry fees have been paid in full. 

The receiving warehouse is located in Oregon, USA. 

Please do not ship samples until your payment has been completed and your Submission Label has been generated. 

 

Q: How many bottles are required per entry? 

A: Please ship: 

• 2 bottles for products in bottles of 700ml or larger 

• 3 bottles for products in bottles below 700ml (e.g., 500ml) 

Failure to provide sufficient sample quantities may result in the entry being excluded from judging. 

 

Q: Can I ship larger bottle formats? 

A: Yes. Larger bottle formats are acceptable provided sufficient product volume is available for judging. 

 

Q: What are the warehouse receiving hours? 

A: Warehouse receiving hours are: 

• Monday – Thursday: 8:00 AM – 4:00 PM PST 

• Friday: 8:00 AM – 12:00 PM PST 

No deliveries are accepted outside these hours. 

 

Q: What happens after my samples arrive? 

A: Upon arrival, shipments are checked against entry records and assigned for judging preparation. Due to the volume of shipments received, individual receipt confirmations may not always be provided. 

Please retain your courier delivery confirmation for your records. 

 

3. International Shipments & U.S. Customs Clearance 

Q: I am shipping from outside the United States. What do I need to do? 

A: All international entrants are responsible for arranging legal importation and customs clearance of their samples into the United States. 

You may: 

• Use your own licensed importer. 

• Use your own customs broker. 

• Utilize the USA Spirits Ratings partner importer service (additional fees apply). 

 

Q: I do not have a U.S. importer. Can USA Spirits Ratings help? 

A: Yes. We can introduce you to our partner importer who may assist with: 

• COLA Waiver applications 

• FDA requirements 

• Import documentation 

• Customs clearance 

Please note that importer services are charged separately and are not included in competition entry fees. 

 

Q: Is COLA Waiver approval required? 

A: In most cases, yes. 

International participants shipping samples into the United States should ensure that they obtain: 

• COLA Waiver approval (where applicable) 

• FDA registration compliance 

• FDA Prior Notice submission 

• Any required customs documentation 

COLA Waivers are generally valid for a limited period and should be obtained close to your shipping date. 

 

Q: What documents may be required before shipping? 

A: Depending on the origin country and shipment method, you may require: 

• Commercial Invoice 

• Non-Commercial/Competition Sample Declaration 

• COLA Waiver 

• FDA Prior Notice 

• FDA Registration Details 

• DUNS Number (if applicable) 

• Customs Documentation 

• Importer Documentation 

Requirements may vary by country and courier. 

 

Q: What happens if my shipment is held in customs? 

A: The entrant is solely responsible for resolving customs holds, inspections, documentation requests, duties, taxes, storage fees, and clearance issues. 

USA Spirits Ratings accepts no responsibility for: 

• Customs delays 

• Missing documentation 

• Shipment refusals 

• Returned shipments 

• Government inspections 

• Lost judging opportunities resulting from customs delays 

No refunds will be issued under these circumstances. 

 

4. Shipping Requirements, Duties & Taxes 

Q: Who is responsible for shipping costs? 

A: The entrant is responsible for all: 

• Shipping costs 

• Customs duties 

• Import fees 

• Taxes 

• Brokerage fees 

• Storage charges 

• Government charges 

 

Q: What shipping terms should be used? 

A: All shipments must be sent Delivered Duty Paid (DDP). 

The warehouse will not accept shipments requiring payment upon delivery. 

Any unpaid duties, taxes, penalties, or customs charges remain the responsibility of the entrant. 

 

Q: Are there couriers that should be avoided? 

A: If you are using the USA Spirits Ratings Partner Importer Service, we strongly recommend not shipping via DHL or local postal services, as licensing restrictions and customs delays have frequently been experienced with these carriers. 

Please consult the importer before dispatching your shipment. 

 

5. Commercial Invoices & Shipment Declarations 

Q: What value should be declared on the commercial invoice? 

A: Samples should be declared as: 

"Samples for Competition Purposes Only – No Commercial Value for Resale." 

Please consult your importer, broker, or courier regarding the appropriate declared value and documentation requirements. 

 

Q: Should I include a commercial invoice? 

A: Yes. 

International shipments should always include the required customs documentation and invoice paperwork as instructed by your importer, customs broker, or courier. 

Failure to provide accurate documentation may result in customs delays or shipment rejection. 

 

6. Insurance & Liability 

Q: Are my samples insured by USA Spirits Ratings? 

A: No. 

USA Spirits Ratings, its warehouse partners, import partners, and logistics providers accept no responsibility for: 

• Lost shipments 

• Damaged shipments 

• Leaking bottles 

• Broken bottles 

• Courier delays 

• Customs delays 

Entrants are strongly encouraged to obtain their own transit insurance where appropriate. 

 

7. Shipping Deadlines 

Q: What happens if I miss the shipping deadline? 

A: All samples must be physically delivered to the designated warehouse by the published warehouse deadline. 

Entries arriving after the deadline may not be judged. 

No refunds, credits, withdrawals, transfers, or cancellations will be granted for: 

• Late deliveries 

• Customs delays 

• Courier delays 

• Incomplete shipments 

• Damaged shipments 

• Missing documentation 

We strongly recommend shipping well in advance of the deadline. 

 

Q: Can USA Spirits Ratings make an exception for delayed shipments? 

A: No. 

To ensure fairness to all entrants and maintain judging schedules, deadline exceptions cannot be granted. 

 

8. Important Final Checklist Before Shipping 

Before dispatching your shipment, please ensure: 

✓ Entry fees are fully paid 

✓ Official Submission Label is attached to the box 

✓ Additional Submission Label is included inside the box 

✓ Correct number of bottles are enclosed 

✓ Tracking number is retained and shared with USA Spirits Ratings 

✓ Commercial Invoice and customs documentation are included (if applicable) 

✓ Duties and taxes are prepaid (DDP) 

✓ Importer arrangements have been completed (for international shipments) 

✓ Shipment is scheduled to arrive before the warehouse deadline 

Failure to comply with the above requirements may result in delays, customs issues, rejection of samples, or exclusion from judging.