Gulfood 2026 Better Stands: Material Passport Compliance Playbook

January 27, 2026

For exhibitors preparing for Gulfood 2026, the Gulfood Material Passport compliance requirement is the non‑negotiable gatekeeper for space‑only builds. With a dual‑venue cycle across DWTC and DEC (26–30 Jan 2026) and more than 8,500 exhibitors expected, accurate Bills of Materials (BOMs), supporting fire test reports and timely RAMS submissions are essential to avoid costly delays and surcharges.

Gulfood Material Passport compliance: Gulfood 2026 at a glance — scale, dates and dual‑venue implications (DWTC + DEC)

Quick stats

Dates: 26–30 January 2026
Exhibitors: 8,500+ (organiser projection)
Visitors: 130,000–150,000 trade attendees
Venues: Dubai World Trade Centre (DWTC) and Dubai Exhibition Centre (DEC/Expo City)

Why split venues double the approval steps and logistical risk

DWTC and DEC have separate submission calendars, different technical limits (floor loads, rigging points) and distinct documentation requirements. For exhibitors this means duplicative approvals (two RAMS packages, two engineered shop drawing submissions, two sets of DCD/fire reports) and higher logistical friction — increased marshalling complexity, potentially mixed‑venue shipments and amplified risk of late technical orders.

Gulfood Material Passport compliance: What the Material Passport (Better Stands) actually requires — step‑by‑step checklist and deadlines

What to include in your BOM / Material Passport

Full list of materials by component (core structure, finishes, joinery, fabrics, metals, electrics).
Material origin and % reusable or recyclable content per component.
Weight and dimensions of major elements, floor load breakdown and point loads.
End‑of‑life plan: disassembly instructions, recycling routes, and waste diversion targets.
Operational items: electrical items, batteries (type, capacity), and any compressed gases or DG.

Required supporting documents

DCD fire test certificates for any timber, MDF, foam or composite finishes to venue standards.
Engineered shop drawings formatted to DWTC and DEC templates.
RAMS (Risk Assessment Method Statements), signed and dated.
ATA Carnet or Dangerous Goods declarations where applicable.
Power/rigging/internet early‑bird confirmations and technical order receipts.

Key deadlines

Design & engineered drawings window: typically 8–6 weeks before build in (check DWTC/DEC exact calendar).
RAMS and BOM submission: 6–4 weeks prior for Bronze/Silver/Gold space‑only tiers.
Early‑bird technical orders (power/rigging/internet): often 4–6 weeks cut‑off; late orders incur 20–50% surcharges.
On‑site marshalling and crate restrictions: final confirmations 7–3 days prior; note strict no in‑booth crate rules.

Gulfood Material Passport compliance: The single biggest exhibitor failure at Gulfood — dual‑venue compliance & last‑mile chaos

Typical failure scenarios

Missing or incomplete BOM/Material Passport for either DWTC or DEC.
Incorrect or non‑venue DCD fire certificates causing stand rejection at build‑in.
Late technical orders for power/rigging leading to denied rigging slots.
Mixed‑venue shipments sent to the wrong marshalling yard or arriving outside slot windows.

Quantified impact

Late order surcharges: 20–50%* on services and labour.
Marshalling yard peak delays: 4–10 hours added to delivery timelines.
On‑site consequences: demo cancellations, performance bond deductions and possible stand shutdowns.

Short case examples

Custom build rejected on arrival: missing DCD report — client incurred a full rebuild at DEC plus bond deduction.
Delayed heavy lift: incorrect floor load submission caused rescheduling and a two‑day build delay.
Crate penalties: non‑compliant on‑stand crate storage resulted in immediate removal and fines.

Gulfood Material Passport compliance: How Burdak removes the risk — in‑house fabrication, CNC joinery and guaranteed mock‑ups as a compliance engine

Exact Burdak deliverables

Factory full‑scale mock‑up delivered and approved prior to shipping — reduces on‑site adjustments.
Engineered shop drawings delivered in DWTC and DEC formats (structural calculations and point loads).
Completed Material Passport / BOM packaging, clearly listing % reuse and end‑of‑life plans.
DCD‑ready fire report collation and standardised RAMS templates tailored to each venue.

Technical services that matter

Pre‑fit spreader plates and hybrid floors for heavy equipment to meet floor‑load limits.
Battery‑safe enclosures and inrush/power‑sequencing tests for high‑current displays.
TDRA/Customs packing lists, ATA Carnet support and DG handling documentation.

Operational benefits

Staged, labelled delivery per marshalling slot — avoids mixed‑venue shipment errors.
Reduced on‑site build time by 40–60% through factory pre‑assembly and CNC precision joinery.
Avoidance of late surcharges and bond risk by meeting DWTC/DEC cut‑offs the first time.

Gulfood Material Passport compliance: 6‑week action plan for F&B exhibitors — timeline, decision checklist and Burdak next steps (CTA)

Week‑by‑week deliverables

Week 6: Finalise stand design and sign‑off. Submit initial BOM to Burdak for Material Passport drafting.
Week 5: Burdak produces engineered shop drawings and DCD collated list; client reviews mock‑up booking.
Week 4: RAMS finalised and submitted to venue(s); early‑bird technical orders placed (power/rigging/internet).
Week 3: Full‑scale factory mock‑up completes; any adjustments coded into shop drawings.
Week 2: Packing lists, ATA Carnet/TDRA docs and staged delivery plan confirmed with marshalling slots.
Build week: Labelled crate sequencing, RAMS handover and on‑site supervisor from Burdak to manage final checks.

On‑site day checklist

Confirm marshalling slot arrival and crate sequence with Burdak operations lead.
Hand over final RAMS and Material Passport binder to venue security/technical team.
Run inrush/power sequencing test and verify battery enclosures are secured.

Call to action: To book Burdak’s pre‑assembly mock‑up guarantee and full compliance pack, contact our Exhibitions Team. Expect a 48–72 hour turnaround for quick quotes and a minimum 3–4 week lead time for mock‑up bookings. Email: exhibitions@burdak.com or call +971 4 000 0000 for immediate assistance.

Gulfood Material Passport compliance: FAQ

Q: Who must submit a Material Passport?

A: Space‑only exhibitors in Bronze/Silver/Gold tiers at Gulfood are required to submit a Material Passport per DWTC/Informa Better Stands policy.

Q: What are the penalties for late technical orders?

A: Late technical orders typically attract 20–50% surcharges. You also risk marshalling delays of 4–10 hours during January mega‑cycles.

Q: Can Burdak prepare DCD fire certificates?

A: We collate and validate DCD‑ready fire reports and work with accredited test houses to ensure certificates meet DWTC/DEC standards.

Q: How much on‑site time can I realistically save?

A: Our project data shows factory pre‑assembly and full‑scale mock‑ups reduce on‑site build time by approximately 40–60%.

Q: What if my shipment goes to the wrong venue?

A: We manage staged, labelled deliveries tied to marshalling slots and provide TDRA/Customs packing lists and ATA Carnet support to minimise mis‑routing risk.

For bespoke support on Gulfood Material Passport compliance and to secure Burdak’s mock‑up guarantee, contact exhibitions@burdak.com or call +971 4 000 0000 — we’ll assign an operations manager within 24 hours.

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