Complete Guide to Shipping Exhibition Goods to Dubai: Documents, Customs, and Procedures

Shipping exhibition goods to Dubai requires careful planning and proper documentation. This comprehensive guide covers everything exhibitors need to know about importing goods for trade shows and exhibitions in the UAE.

Ports of Arrival

Sea Freight: Jebel Ali Port

Air Freight: Dubai International Airport

Critical Deadlines

Sea Freight Requirements:

Pre-alert documents: At least 7 days prior to vessel arrival

Original documents: At least 3 working days prior to vessel arrival

Shipment arrival: At least 8 working days prior to delivery date

Air Freight Requirements:

Pre-alert documents: At least 5 days prior to shipment arrival

Original documents: Must be attached to the AWB with the shipment

Shipment arrival: At least 5 working days prior to delivery date

Required Shipping Documents

All documents must be issued in English. Handwritten documents are not acceptable. Photocopies, scanned copies, or fax copies will not be considered as originals.

Bill of Lading: Original or clear copy if Express Released BL

Commercial Invoice: Issued on company letterhead, embossed with company ink stamp (3 original sets)

Packing List: Issued on company letterhead, embossed with company ink stamp (3 original sets)

Certificate of Origin: Issued by Chamber of Commerce at origin (for road freight)

Phytosanitary Certificate: Required for plants, wood, flowers, vegetables, fruits

Health Certificate: Required for food products

MSDS: Required for chemical content items

Halal Certificate: Required for meat products

Participation Letter: Issued by exhibition organizer

Important: There is a penalty of USD 300 per document if originals are not produced.

Commercial Invoice Requirements

Invoices must include:

Individual value for each item

Quantity and type

Serial numbers

Currency code (USD preferred)

Total CIF value (Cost + Insurance + Freight)

Country of Origin against each item with weight

Hall number and stand number

Different currency invoices under one shipment are not acceptable.

For temporary imports, indicate: "Goods are intended for exhibition purpose and would be re-exported after the show - Temporary imports."

For permanent imports, indicate: "Goods are for free distribution purpose at [exhibition name] - Permanent Imports."

Packing List Requirements

Must include:

Identification mark of each product

Type of package

Number of packages

Gross weight and measurement of individual packages

Keep a copy of the packing list in each package. Details must match the AWB/BL exactly.

Certificate of Origin

Must be issued by Chamber of Commerce at origin

All details must correspond with B/L, AWB, and Invoice/Packing List

Handwritten, manually corrected, or photocopied certificates are not acceptable

ATA Carnet

ATA Carnet customs clearance is permitted in UAE for 100% re-export shipments, subject to strict compliance with Dubai Customs rules and regulations. Contact your freight forwarder well in advance for approval before dispatching any shipment under ATA Carnet.

Case Marking Requirements

All packages must be marked in English on at least 2 sides:

Name of the show

Name of the exhibitor

Hall number / Stand number

Gross weight in kilograms

Dimensions (L x W x H) in centimeters

Restricted Goods (Require Pre-Clearance Approval)

The following require special documentation and authority approval prior to importation:

Telecommunication and transmitting equipment

Radiographic equipment

Food and beverage products of any kind

Drugs, medical, pharmaceutical, chemical products

Live animals and products made of animal parts

Live plants, seeds, natural soil

Vehicles of any kind

Goods with radioactive effects or hazardous nature

Processing charge: USD 150 per shipment for permission/approvals from the Ministry.

Prohibited Goods (Cannot Import to Dubai)

Arms, ammunition, explosives, fireworks, military equipment

Books, articles, images, videos, CDs, films with content against Islamic tradition

Alcohol, alcohol-content products, wine vinegar, pork

Any goods produced or originated from or through Israel

Food Product Requirements

Many food products require Health Authority permission, particularly:

Meat, fish, and dairy products (fresh, frozen, or canned)

Must be accompanied by Certificate of Origin and Health Certificate/Halal Certificate in English

All bottles/cans/packages must show production dates and expiry dates

Minimum 6 months shelf life after arrival in Dubai

Banned food colors: E104, E105, E107, E123, E124, E127, E131, E142, E924, E952, E1510

Customs Duty and Deposits

All exhibition shipments are cleared as temporary imports on 5% customs bond

Temporary admission period: Maximum 90 days from arrival date

Customs Duty: 5% of CIF value for goods not re-exported to country of origin

Minimum customs duty: USD 150 (if actual duty is less, this minimum applies)

Re-export to GCC countries requires duty payment in Dubai plus second duty in receiving GCC country

VAT Requirements

VAT rate: 5% applicable on all UAE local charges and customs duty

VAT-exempt charges: Delivery order, Bill of Lading, Airport/Seaport handling, Customs inspection, Export freight

If shipment is not re-exported, VAT applies on invoice value

VAT Calculation Example:

CIF Value: USD 2,000

Customs Duty (5%): USD 100

Total: USD 2,100

VAT (5% of total): USD 105

Insurance Requirements

Exhibitors must ensure comprehensive marine insurance for the round trip journey - from exhibitor premises to booth and back. Insurance costs are not included in freight charges. Policies should include waiver of subrogation against freight forwarders and subcontractors.

Empty Case Storage

Empty cases for re-export can be stored at designated venue marshaling yard areas during the exhibition. If venue storage is unavailable, warehouse storage with additional charges applies.

Container Grounding

Subject to space availability and organizer approval

Container detention charges apply per shipping line tariff until return to port

Recommend obtaining maximum free time from shipping line at origin

On-Site Procedures

On-site teams supervise inward/outward movement of exhibits

Disposal forms must be completed before leaving the booth

Ensure return shipment packages are properly marked and handed over to representatives

Mobile crane operations require pre-permission from venue management

Oversize cargo should be placed on the first buildup day

Key Compliance Points

CCTV cameras require Dubai Police physical inspection and product catalogues

Vehicles must return to country of origin after show closing

Chemical substances require MSDS and may require laboratory testing

Print materials (books, magazines, videos) subject to censorship approval

All freight must be pre-paid for customs clearance