Pre‑Certify Medical Device Demos for World Health Expo 2026

medical device exhibition compliance Dubai must be addressed from first tender to last crate if you plan to run live demos at World Health Expo 2026. With the DEC↔DWTC split, heavy marshalling pressure and tightened organiser checks, device exhibitors who leave MOHAP, customs and venue submissions to the last minute risk cancelled demos, equipment holds and significant fines.

Why World Health Expo 2026 creates unusually high demo risk — medical device exhibition compliance Dubai

World Health Expo (formerly Arab Health) runs 9–12 February 2026 across the Dubai Exhibition Centre (DEC) and adjacent Dubai World Trade Centre (DWTC). The split‑venue model means doubled submission calendars and separate marshalling streams: WHX main halls at DEC, with WHX Labs and supporting activity at DWTC.

• Projected exhibitors: 4,300–5,000+.
• Combined professional footfall: ~235,000+.
• Organiser deadlines: venue technical submissions typically due ~4–12 weeks before build-up (industry guidance centres deadlines in early–mid November 2025).
• Pressure points: separate DEC and DWTC submission windows, marshalling delays at both sites, and doubled contingency windows for customs clearance.

Those factors amplify the usual exhibition risks: longer port inspections, higher probability of secondary MOHAP/customs checks, and local contractors charging 10–30% premiums for last‑mile emergency services.

The non‑negotiables: MOHAP, customs, ATA Carnets, RAMS, DCD fire certificates and performance bonds — medical device exhibition compliance Dubai

For device demos in Dubai you must treat a set of documents as mandatory rather than advisory. Start these as early as possible — MOHAP processing and device registrations are the longest lead items.

Exact documents to prepare

• MOHAP device registration or temporary‑import permit (required for many devices).
• ATA Carnet and matching serial‑number lists; Certificates of Conformity (CoC) / CoO for each serial where relevant.
• Engineered structural drawings, weight/load plans and mechanical calculations for space‑only stands.
• RAMS (Risk Assessment & Method Statements) and site work method statements signed by competent persons.
• DCD fire‑rating certificates for materials, plus any special DCD fire testing reports for showpiece devices.
• Performance bond (refundable) — typical ranges: AED15,000–25,000 flat or AED50–200/sqm depending on organiser and build type.

Standard lead times and common customs failure triggers

• MOHAP: start 3–6 months before the show for temporary permits or device registration.
• Venue tech submissions: early–mid November 2025 (4–12 weeks pre‑build).
• Customs failure triggers: serial mismatches between Carnet and device, missing CoCs, incomplete BOMs/Material Passports, or unregistered devices flagged during secondary inspections.

The 5 most common last‑mile failures that cancel medical demos — medical device exhibition compliance Dubai

• Customs holds

  Cause: serial mismatch, missing MOHAP permit or CoC. Consequence: multi‑day holds at port or at customs hub; demo cancelled or equipment detained. Typical impact: 3–7 days delay; clearance costs AED1,500–10,000+ and potential loss of demo revenue and reputation.

• Power / inrush trips

  Cause: high starting current (MRI, centrifuges, compressors) not pre‑tested. Consequence: venue power trips, failed acceptance; demo aborted. Typical impact: on‑site remediation 1–3 days plus rental for additional power gear; costs AED2,000–15,000 depending on equipment.

• Structural rejections

  Cause: missing engineered drawings, under‑rated connections or weight overload. Consequence: stand redesign or removal of heavy elements; could incur performance bond deductions. Typical impact: 2–5 days plus design fees AED3,000–20,000.

• Dangerous Goods (DG) / battery holds

  Cause: improper DG paperwork for lithium batteries or cells. Consequence: port quarantine of batteries/equipment; demo cancelled if power source withheld. Typical impact: 4–10 days; crate repack costs and DG clearance fees AED2,000–12,000.

• Missing RAMS / method statements

  Cause: late sign‑off or unsigned competent‑person declarations. Consequence: no on‑site construction permitted; build blocked. Typical impact: showdays missed; remediation labour and late fees AED2,000–8,000+

The factory pre‑certification playbook — a 6‑month to 48‑hour timeline and checklist for device exhibitors — medical device exhibition compliance Dubai

We recommend a staged, auditable plan. Below is a condensed milestone calendar with exact deliverables.

6 months out

• Begin MOHAP registration/temporary permit (3–6 months lead).
• Create packed Bill of Materials (BOM) / Material Passport with serial numbers, CoCs and photos.
• Order ATA Carnet and verify serial‑number lists.

3 months out

• Produce engineered structural drawings and load plans.
• Draft RAMS and method statements; obtain competent person signatures.
• Book DCD fire testing where required.

1 month out

• Factory mock‑up and full‑scale 3D/physical model sign‑off (we recommend a full device bay).
• Pre‑fit power/inrush testing and report.
• Customs packing lists and crate labelling template ready.

48–72 hours out

• Produce final customs deliverables: ATA Carnet, serial list, signed CoCs, packing list photos and copy of MOHAP permit.
• Staged delivery & marshalling plan with labelled crates and time slots for DEC vs DWTC.
• Soft copies of RAMS, engineered drawings and DCD certificates uploaded to venue portals and distributed to the site team.

Exact deliverables to produce for customs/venue

• Signed BOM/Material Passport with serials and photos.
• ATA Carnet + duplicate serial list; CoCs/CoOs per serial.
• MOHAP permit or proof of application reference.
• Engineered drawings, RAMS, DCD certificates and performance bond evidence.
• Packing photos, crate labels and staged delivery schedule for marshalling.

How Burdak solves it — medical device exhibition compliance Dubai

We specialise in pre‑certifying medical demos for major shows. Our approach removes last‑mile risk by delivering factory‑ready solutions mapped to MOHAP, customs, DCD, DEC and DWTC sign‑offs.

• In‑house fabrication & CNC joinery: off‑site construction of device bays to exact engineered drawings, reducing on‑site joins and structural failures.
• Guaranteed full‑scale mock‑ups (3D & full‑scale) mapped to venue acceptance criteria — signed checklist for RAMS/venue inspectors.
• Pre‑fit power & inrush testing with written reports to satisfy electrical acceptance and prevent trips.
• DCD fire testing & certificate handling — we coordinate tests and submit certificates to DCD/venue portals.
• Pre‑assembled shipping crates with customs‑ready packing lists, high‑resolution crate photos and labelled deliveries for marshalling at DEC/DWTC.
• Staged delivery logistics: marshal‑slot management and split‑venue coordination to avoid bottlenecks and double handling.

KPIs from recent projects show we cut on‑site build time by 40–60% and materially reduce the chance of demo‑cancelling failures. Case example: a diagnostics manufacturer engaged Burdak for a WHX Lab demo. We delivered a full‑scale device bay, completed MOHAP temp‑permit coordination, pre‑tested inrush, and supplied customs‑ready crates. Result: 2‑day on‑site build (vs typical 5 days), no customs holds and avoided an estimated AED20,000 in emergency remediation charges.

To protect your demo, book a Burdak pre‑certification package early. We run dedicated pre‑cert weeks in our factory, deliver sign‑off packs for MOHAP/customs/DCD, and provide a single point of responsibility so you can focus on the clinical demo itself.

FAQ — medical device exhibition compliance Dubai

Q: How long does MOHAP approval take?

A: MOHAP device registration or temporary‑import permits typically take 3–6 months. Start as early as possible; temporary permits can be quicker but still require full documentation and can be subject to secondary checks.

Q: What are the most common customs failures?

A: The top causes are serial number mismatches between Carnets and devices, missing Certificates of Conformity, incomplete BOMs and unregistered devices flagged during secondary inspections.

Q: How much is the performance bond?

A: Performance bonds are refundable and typically range from AED15,000–25,000 flat or AED50–200/sqm depending on build type. Check organiser guidance for exact amounts.

Q: Can Burdak handle ATA Carnet and customs paperwork?

A: Yes. We prepare customs‑ready packing lists, label crates, provide high‑res photos and coordinate with your freight forwarder to reduce secondary inspections and holds.

Contact Burdak Technical Services to schedule a pre‑certification assessment and secure your World Health Expo demo. Early engagement is the single best way to eliminate last‑mile risk.