Avoid Customs Holds at Arab Health 2026: Exhibitor Checklist

Preparing for Arab Health 2026 requires more than a striking stand — it requires flawless Arab Health customs clearance UAE planning. We outline the paperwork, technical limits and on-site processes that trigger customs holds and demo cancellations, and show how Burdak Technical Services reduces last‑mile risk through in‑house fabrication, 3D mock‑ups and RAMS‑ready deliverables.

Why Arab Health 2026 Is High‑Risk, High‑Reward — The Numbers That Matter (Arab Health customs clearance UAE)

Arab Health (likely 26–29 January 2026) is expected to attract 110,000–130,000+ professional visitors and 3,600–4,000+ exhibitors. Organisers are shifting larger footprints into the DWTC / Dubai Exhibition Centre (DEC) corridor to meet demand. This venue distribution creates constrained logistics capacity — more halls, but the same inbound freight gateways, limited heavy‑lift windows and compressed build schedules.

• Venue shift note: DWTC remains the core but high‑tonnage imaging and bulk displays are being allocated to DEC where floor loading and hall heights are higher. Expect selective hall limits and transfer windows between sites.
• Why capacity is constrained: record exhibitor numbers outstrip onsite handling slots; heavy‑lift windows and forklift access are booked early; customs brokers report 10–25% premiums for last‑minute clearance.

The Documentation That Will Stop You — MOHAP Permits, ATA Carnets and RAMS (Arab Health customs clearance UAE)

Customs holds almost always come down to documentation mismatches. For medical devices enter with a clear MOHAP classification, accurate ATA Carnet entries and venue‑approved RAMS and structural drawings.

Exact requirements

• MOHAP approvals: Temporary import of medical devices needs MOHAP classification or permit. Each device must be listed with model, manufacturer, and MOHAP code where applicable.
• ATA Carnet: Carnet lines must match serial numbers, model numbers and item descriptions exactly. Use one line per device when serials differ.
• RAMS & structural drawings: Required for space‑only stands. Submissions are commonly requested 4–6 weeks prior to build. RAMS should include method statements for lifts, anchorage, and cold‑chain handling.

Common errors and submission windows

• Generic Carnet descriptions (e.g., "medical equipment") instead of specific model/serial entries.
• Missing MOHAP classification or wrong import category — triggers customs hold until clearance.
• Late RAMS or incomplete structural drawings — venue rejects build permits; heavy‑lift slots get missed.
• Timeline: submit MOHAP/Carnet details as soon as space is confirmed; RAMS/structural drawings 4–6 weeks before build‑up.

Venue Technical Must‑Knows — Power, Floor Loading, Heavy‑Lift Windows and Cold‑Chain Logistics (Arab Health customs clearance UAE)

Technical non‑compliance is another leading cause of delays. Know the limits for DWTC and DEC and order CEE power and heavy‑lift access early.

Typical venue limits & specs

• Floor loading: DWTC halls typically 1,500–2,000 kg/m². DEC halls may support higher loads in select locations — confirm per hall.
• CEE power connectors: Standard orders: 16A (single‑phase), 32A (single/three‑phase), 63A (three‑phase). Large imaging often needs 125A or dedicated supply — order well ahead.
• Spreader plates & heavy items: Imaging units (MRI/CT) require spreader‑plate protection and pre‑approved access routes. Spreader plate specs and placement must be on structural drawings.
• Heavy‑lift windows: Scheduled primarily on Day‑1 of build‑up. Forklifts and cranes are often banned after Day‑2; missed windows incur heavy‑lift surcharges.
• Cold‑chain: Temperature‑sensitive devices need climate‑controlled transport, documented temperature logs and supervised on‑site handover to avoid customs inspection delays.

Real Exhibitor Pain Points & Costs — Customs Holds, Missed Demo Slots, and Late Rigging Surcharges (Arab Health customs clearance UAE)

Below are short real‑world examples we’ve handled and their typical cost/time impact.

1. Customs hold for missing MOHAP classification

• Scenario: High‑value imaging unit detained at Dubai customs for missing MOHAP code.
• Impact: 48–72 hour clearance delay; missed unpack slot, demo cancelled.
• Estimated cost: AED 10,000–25,000 (broker fees, storage, expedited processing) plus reputational loss.

2. Late heavy‑lift surcharge

• Scenario: Crane booked late after heavy‑lift window closed; organisers impose overtime/crane premium.
• Impact: Build delayed 1–2 days; shift deployment and stand handover costs.
• Estimated cost: AED 6,000–18,000 depending on crane/time and overtime rates.

3. Lost demo due to cold‑chain breach

• Scenario: Temperature excursion en route, device required recalibration post‑arrival.
• Impact: Demo slot lost; additional engineer visit required.
• Estimated cost: AED 8,000–20,000 (engineer time, recalibration, replacement logistics).

Burdak’s Solution — In‑House Fabrication, Pre‑Assembly Mock‑Ups, and RAMS‑Ready Deliverables (Arab Health customs clearance UAE)

We eliminate the common failure points with an audited, shop‑based pre‑assembly and documentation workflow so your equipment arrives pre‑tested and customs‑ready.

Step‑by‑step Burdak process

1. Receive and log equipment: Record serial numbers, models and create ATA Carnet‑accurate line items.
2. In‑house fabrication & 3D mock‑ups: Pre‑fit stands and built‑in fixings in our workshop using 3D mock‑ups to validate spatial and service connections (power, data, cold‑chain).
3. Engineering & RAMS: Produce engineered structural drawings and comprehensive RAMS for venue submission (anchors, spreader plates, lift plans).
4. Run tests & certs: Power tests, imaging run‑tests and temperature logging for cold‑chain items; issue handover certificates matching MOHAP expectations.
5. Packing & Carnet prep: Pack to MOHAP/Carnet specs with serial‑number matching labels and export documentation to avoid customs queries.
6. Slot coordination: Book official freight and heavy‑lift slots and coordinate last‑mile delivery to DWTC/DEC to avoid missed windows.

6‑week backward timeline (critical checkpoints)

• Week 6: Confirm stand space, submit MOHAP classification and ATA Carnet details.
• Week 5: Deliver equipment to Burdak shop for pre‑assembly and 3D mock‑up.
• Week 4: Engineered drawings & RAMS submitted to venue.
• Week 3: Run testing, temperature validation and packing; finalize Carnet lines.
• Week 2: Book heavy‑lift/freight slots, confirm CEE power orders.
• Week 1: Final checks, courier documentation to exhibitor and freight forwarder; on‑site handover plan issued.

We routinely save exhibitors 40–60% of on‑site time and materially reduce customs hold risk through this controlled workflow.

FAQ — Arab Health customs clearance UAE

• Q: How early must I submit MOHAP documents? A: As soon as your space is confirmed — practical minimum 6 weeks before build.
• Q: What Carnet details cause holds? A: Missing or non‑matching serial numbers, vague descriptions, or mismatched values trigger holds.
• Q: When are heavy lifts allowed? A: Heavy‑lift windows are scheduled at the start of build‑up (Day‑1). Forklifts/cranes are often restricted after Day‑2.
• Q: Can Burdak handle MOHAP/Carnet prep? A: Yes — our export team prepares Carnet‑accurate packing lists, MOHAP classification support and coordinates customs brokers.
• Q: What’s the quickest mitigation for a customs hold? A: Immediate MOHAP classification or documented serial‑number confirmation; our team can escalate with brokers and MOHAP liaisons.

Ready to avoid customs holds at Arab Health 2026? Book a pre‑event mock‑up with Burdak Technical Services today — we’ll reserve a 3D pre‑assembly slot and fast‑track your RAMS and Carnet documentation to keep your demo schedule on time. Contact us to secure your mock‑up date.