Split‑Venue WHX 2026: Medical Device Exhibitor Compliance Dubai Checklist

For any medical device team preparing for WHX 2026, medical device exhibitor compliance Dubai is non‑negotiable. With major activities split between the Dubai Exhibition Centre (DEC, Expo City Dubai) and Dubai World Trade Centre (DWTC), exhibitors must lock paperwork, logistics and technical compliance before build‑up to avoid costly last‑mile failures.

medical device exhibitor compliance Dubai: Why WHX 2026’s split‑venue format multiplies last‑mile risk

WHX 2026 runs 9–12 February 2026 at DEC, with WHX Labs/co‑timed activities at DWTC (10–13 February). The two venues sit roughly 35–50 minutes apart in Dubai traffic. That geography plus separate submission calendars and duplicate marshalling increases risk in three ways:

• Duplicate deadlines: DEC and DWTC enforce independent technical calendars for RAMS, rigging and power bookings — missing either can stop build.
• Split logistics: Separate marshalling yards and manifests require duplicate freight runs; venues enforce strict “no in‑booth crate” rules and official empty‑case storage.
• Parallel approvals: Customs/temporary‑import permits (MOHAP) or ATA Carnet entries and DCD fire‑rating certificates must match the venue in which the item will be used — mismatches create holds or fines.

medical device exhibitor compliance Dubai: The non‑negotiables — MOHAP, ATA Carnet & RAMS explained

To clear WHX 2026 you must complete the following submissions accurately and on time:

• MOHAP device registration / temporary‑import permit: Required for many monitoring and therapeutic devices. Submit device model, serial numbers and clinical device paperwork early. Serial numbers on MOHAP permits must match shipping documents exactly.
• ATA Carnet: If using a Carnet, ensure all serial numbers match exactly the device and that the Carnet covers both DEC and DWTC visits if the device moves between venues.
• RAMS (Risk Assessment & Method Statement): Engineered RAMS in English with method diagrams, lifting plans and isolation procedures. Typical format: PDF (RAMS) plus DWG/PDF shop drawings for structural elements. RAMS are usually due 3–6 weeks before build‑up; late submissions risk refusal to build.
• DCD fire‑rating: Fire performance certificates for finishes and packaging must be submitted in the venue’s accepted format (PDF with manufacturer certificate and test report). DEC and DWTC each enforce their own DCD requirements.

Common pitfalls: mismatched serial numbers between ATA Carnet, MOHAP permit and packing list; RAMS lacking engineered calculations or load tables; DCD certificates in non‑English or missing supplier declarations.

medical device exhibitor compliance Dubai: Top 6 on‑site failure scenarios and their real costs

Below are the most frequent failure modes seen at Dubai healthcare events and quick mitigation metrics you can apply.

1. Customs/temporary‑import hold: Result — equipment detained; demo cancelled. Typical cost: lost demo revenue and rush clearance fees (10–30% of customs value). Mitigation: pre‑submit MOHAP/ATA Carnet with exact serials; use Burdak customs liaison for pre‑check.
2. RAMS rejection at marshalling: Result — workstop until corrected. Cost: lost build hours + resubmission penalties. Mitigation: submit DWTC/DEC‑formatted RAMS 3–6 weeks prior; Burdak provides RAMS templates and review to cut rejection risk by >50%.
3. Crate storage fines / missing empty‑case handling: Result — daily storage fees and crew delays. Cost: AED hundreds per crate/day. Mitigation: staged crate sequencing and official empty‑case labels; Burdak manages crate sequencing and storage bookings.
4. Power/inrush trips: Result — local trips, damaged electronics. Cost: replacement parts, downtime. Mitigation: inrush testing (measured A peaks) and soft‑start equipment; label power draws in shop drawings — Burdak conducts inrush testing in‑factory.
5. DG / battery holds (UN38.3 issues): Result — shipments stopped; batteries returned. Cost: expedited testing and re‑manifesting. Mitigation: include UN38.3 test reports, battery packing lists and documented serial numbers; pack batteries in DGR‑compliant crates and pre‑declare to customs.
6. Missed VIP opening or demonstration: Result — reputational loss and potential contract penalties. Cost: opportunity cost (high). Mitigation: full‑scale factory mock‑up and single‑crew install guarantee to reduce on‑site time by 40–60%.

medical device exhibitor compliance Dubai: The Burdak pre‑assembly compliance playbook

We advise a factory‑led pre‑assembly to eliminate last‑mile surprises. Our standard playbook includes:

• Full‑scale 3D mock‑up: CNC accuracy joinery to final tolerances; full device mount points, test fits and integration checks. Mock‑ups are photographed and documented for RAMS and venue approvals.
• Engineered shop drawings: DWG/PDF packages, load tables, structural calculations and lifting plans signed by a qualified engineer and formatted to DWTC/DEC requirements.
• DWTC/DEC‑formatted RAMS: English PDFs with method statements, sequencing, PPE, exclusion zones and emergency procedures tailored per venue calendar.
• Fire‑rating packaging & finishes: DCD‑compliant finishes with certificates; fire‑rated laminates, curtain fabrics and validated supplier declarations.
• UN38.3 / batteries & packing lists: UN38.3 test reports, battery itemised packing lists and DG labels attached to crates; manifest matches ATA Carnet/MOHAP serials.
• Inrush testing & labelled staging: Factory inrush reports, labelled power panels, and crate sequencing numbers for rapid marshalling and single‑crew install.

medical device exhibitor compliance Dubai: 72–24 hour timeline & action checklist for last‑minute exhibitors

If you are within 72–24 hours before DEC/DWTC build‑up, follow this sequence:

1. 72–48 hrs: Confirm marshalling slots for DEC and DWTC; notify official carrier and Burdak PM. Upload final RAMS, shop drawings and DCD certificates to each venue portal.
2. 48–36 hrs: Reconfirm MOHAP/ATA Carnet serial numbers with customs broker; ensure copies are with on‑site supervisor and in crate pocket folders.
3. 36–24 hrs: Label crates with staging sequence, site contact and power panel numbers; verify empty‑case storage booking and courier arrival times.
4. 24 hrs: Crew brief, PPE checks and final equipment inrush/start‑up test (if possible). Confirm single‑crew install arrival time with Burdak on‑site foreman.

Who to contact: DWTC exhibitor services, DEC operations, MOHAP, your customs broker and your Burdak project manager.

medical device exhibitor compliance Dubai: How local in‑house fabrication & the mock‑up guarantee save shows

Local in‑house fabrication and a validated mock‑up eliminate the majority of on‑site issues. Burdak delivers:

• CNC precision joinery and fit‑for‑device mountings built to the exact device envelope and connector access points.
• Pre‑fit device mounts and interface brackets that remove guesswork at build.
• DWTC/DEC‑ready RAMS & shop drawings formatted and pre‑checked for each venue’s calendar.
• Staged/crate sequencing and single‑crew installs that reduce on‑site labour, cut build time by 40–60% and reduce penalty risks.

FAQ

• Q: Do serial numbers on ATA Carnet and MOHAP have to match?
  A: Yes. Exact matches are mandatory — mismatches regularly cause customs holds.
• Q: When must RAMS be submitted?
  A: Typically 3–6 weeks before build‑up; DEC and DWTC use separate calendars — submit to both when operating across venues.
• Q: What batteries documentation is required?
  A: UN38.3 test reports, battery packing lists with serials and DGR labelling; expect additional scrutiny for DG shipments (15–20% risk).
• Q: Can we bring crates into the booth?
  A: No. Both venues enforce “no in‑booth crate” rules and require empty‑case storage handling.
• Q: How much does Burdak reduce on‑site build time?
  A: Our data and industry case studies show factory pre‑assembly and full‑scale mock‑ups reduce on‑site build time by ~40–60%.

For WHX 2026, preparation beats panic. Contact your Burdak project manager today for a compliance audit, full‑scale 3D mock‑up and venue‑ready documentation package to secure your exhibit, protect demos and avoid last‑mile penalties.