Success Stories

2025

[HOSPITALAR] Guide to Exhibiting at and Traveling to the Brazil International Medical Equipment Exhibition

The 2025 Brazil International Medical Equipment Exhibition (HOSPITALAR) will be held in São Paulo from May 20 to 23, 2025! This event is one of the largest and most comprehensive medical equipment exhibitions in South America. To ensure a smooth experience for your participation and travel, we have compiled below some relevant information for your reference and preparation.

Author:

Preface

The 2025 Brazil International Medical Equipment Exhibition (HOSPITALAR) will be held on… May 20–23, 2025 In São Paulo A grand opening ceremony will be held! This exhibition is one of the largest and most comprehensive medical equipment expos in South America. To ensure a smooth experience for your participation and travel, we have compiled below some key information that may be relevant, for your reference and preparation.

One

Exhibition Details

Exhibition Name

HOSPITALAR 2025

Exhibition Hall Name

SÃO PAULO EXPO

Exhibition Hall Address

Rodovia dos Imigrantes, s/n - Km 1.5 - ZIP Code: 04329-900

Two

Exhibition Schedule

1. Exhibition Setup Time

May 19, 2025, 08:00–22:00

● During the period from 08:00 to 22:00 on Monday, May 19, 2025 Only booth setup and exhibit placement are permitted; no booth construction or installation work is allowed. No nighttime construction of any kind is permitted during the exhibition setup period.

● During the exhibition setup period, please take care to safeguard your company’s exhibits and personal belongings. The organizer shall not be liable for any loss or theft of exhibits or personal items.

2. Exhibition Duration

May 20–23, 2025

11:00–20:00 (Exhibitors may enter at 08:00)

Please note: To ensure the safety of personnel within the exhibition halls, all booth power supplies must be switched on 30 minutes prior to the opening of the event and switched off within 30 minutes after closing each day, remaining de-energized at all times.

3. Exhibition Dismantling Time

May 23, 2025, 9:00 PM–11:59 PM

Important Notice:

● Before 9:00 PM on May 23, 2025 Strictly prohibited If an exhibitor removes its exhibit, the organizer will impose penalties for any exhibit‑packing activities conducted before 9:00 p.m.

● Exhibits and Permitted Items Must Remove from the booth before 23:59 on May 23, 2025.

● During the exhibition’s dismantling period, please take care to safeguard your exhibits and personal belongings. The organizer and the venue shall not be liable for any items left in the exhibition hall overnight or beyond the designated closing time.

Any instances of exceeding the time limits specified above shall be subject to a fine and associated handling fees.

Three

Exhibition Guidelines and Important Notes

Badge Collection

All exhibitor badges, including those for on-site temporary staff, must be applied for online via the Exhibitor Portal by May 13, 2025. Applications submitted after this deadline may only be processed at the exhibition’s on-site registration desk. During the setup period, exhibitors may collect their badges at the Exhibitor Service Center—CAEX, presenting valid identification that matches the information provided in the badge application.

Please pay special attention:

1. The exhibitor badge is the sole credential for exhibitors to enter the exhibition hall. Non-transferable for use by others The exhibition hall reserves the right to request exhibitors to present valid photo identification (the same document used when applying for the badge) to verify that the identification is being used by the rightful owner. If a badge is found to be used by someone other than its rightful holder, the exhibition venue reserves the right to confiscate the badge.

2. Please ensure that your company has fully paid the booth fee, the nighttime cleaning and disinfection fee, any exhibit transportation charges (if applicable), and any other outstanding payments (if applicable). If any outstanding payments remain, you will not be able to collect your badge on-site.

Exhibition Participation Guidelines

1. ANVISA

ANVISA is Brazil’s national regulatory authority with jurisdiction over product registration. All products sold in Brazil, as well as those intended for commercial exhibitions or displays, must obtain ANVISA certification. Therefore, as an exhibitor at the 2025 Hospitalar trade show, please be sure to… Apply in advance for ANVISA’s temporary import permit. 。

How to display samples

• Strictly prohibited Bring the exhibits into Brazil as carry-on luggage.

•ATA file Cannot replace ANVISA as a temporary import license for the product

• Regulated products Still needed Obtaining an ANVISA temporary license

Organizer’s Statement

• Brazilian federal and state authorities will conduct on-site inspections at the exhibition.

• Products that have not obtained an ANVISA temporary import permit shall not be permitted to participate in the exhibition; any and all related legal liabilities arising therefrom shall be borne solely by the exhibiting company.

• Please strictly comply with Brazil’s current laws and regulations and participate in exhibition and display activities in a lawful and compliant manner.

2. Intellectual Property Protection

Exhibitors must ensure that their exhibits, exhibit packaging, promotional materials, and any display elements of the exhibition booth do not, in any respect, infringe upon or violate the rights of others. With respect to all intellectual property rights—including, but not limited to, registered or unregistered trademarks, copyrights, industrial designs, trade names, and patents—exhibiting entities must hold valid certificates of ownership or appropriate licenses. The organizer strongly urges exhibitors not to display samples whose intellectual property status is unclear. Should an intellectual property dispute arise on-site, the organizer reserves the right to require the exhibitor to remove any exhibits subject to such disputes.

Please note that Brazil has strict regulations governing the lawful use of registered trademarks. Using a registered trademark or logo without the prior authorization of the trademark owner, or displaying exhibits that infringe upon such trademarks, is considered a serious violation of the law.

3. Reselling exhibition booths is strictly prohibited.

As the exhibition organizer, reselling or privately combining booths is strictly prohibited. Any violation will result in adverse consequences for all future applications to Informa‑hosted exhibitions.

4. Power outlet

Brazil’s mains voltage is 220 volts, and the standard Brazilian outlet is a two‑prong flat‑blade type. Please bring your own adapter. The exhibition hall is equipped with outlets as shown in the diagram; please carry a universal adapter and a power strip.

5. Security of Exhibits and Personal Belongings

Throughout the duration of the exhibition—during setup, display, and dismantling—please take care to safeguard your company’s exhibits and personal belongings. The organizer shall not be liable for any loss or theft of exhibits or personal items. At the same time, the organizer shall not be liable for any theft or robbery that may occur during the exhibition.

During the construction period

● Please note Personal safety Keep a safe distance from specially constructed booths, scaffolding, shelving, and other equipment or furniture that could pose a risk of falling objects, to prevent injuries or fatalities.

● All individuals entering the exhibition hall All personnel must wear personal protective equipment, including rubber-soled shoes and safety vests, among others. , otherwise it will be Prohibition Entering the exhibition hall. Various unloading areas at the venue.

● During the setup period, please keep your empty crates and waste materials on your own booth; do not leave them in the aisles, nor place them on other booths. After the exhibition setup is complete, please collect all empty crates and waste and dispose of them in the designated trash bins located outside the entrance/exit of the exhibition hall. No external cleaning companies are permitted to enter the exhibition hall.

Exhibition venue staff will conduct regular patrols, and violators will face substantial fines. Please take this seriously.

6. Food is not permitted in the exhibition hall.

During Hospitalar, food is prohibited from being brought into the exhibition halls, and the sale of food, ice cream, beverages, and cigarettes at the booths is also forbidden.

7. Individuals under the age of 18 are not permitted to enter the exhibition hall.

Four

Entry Requirements

Please be advised: To ensure a smooth entry, we strongly recommend that you thoroughly prepare all required documentation, including but not limited to your passport, visa, travel insurance, and return ticket. We particularly advise keeping these documents in hard copy form, in case they need to be presented to border control authorities.

Upon entry, no customs declaration is required. Except for the usual prohibited items—such as certain animals, plants, and food products—please consult the Brazilian Customs website to verify any items you plan to bring in that you are unsure about, in order to avoid unnecessary complications. If you are carrying cash exceeding USD 10,000 or equivalent‑valued items, you must proactively contact Brazilian Customs to obtain and complete a declaration form.

Important Notice: Brazil’s public security situation is serious, and incidents of robbery and theft targeting visiting delegations occur from time to time. It is advisable to use traveler’s checks or credit cards whenever possible and to avoid carrying large amounts of cash. If the funds are official expenses for a delegation, be sure to distribute them across multiple locations when entering or leaving Brazil to avoid violating local laws and causing unnecessary complications.

Five

Travel Advisory

1. Bring your passport’s information page, visa page, insurance policy, invitation letter, and round-trip flight itinerary.

2. Bring an ample supply of brochures, business cards, posters, and other promotional materials.

3. Mobile phone (with international roaming enabled), charger, power bank, and travel adapter.

4. Bring your toiletries and necessary clothing, and pack some of your regular medications—such as gastrointestinal remedies, allergy pills, fever reducers, and pain relievers—for emergencies.

5. Please do not place computers, batteries, or power banks in your checked baggage.

6. Time difference with China: 11 hours behind; time = Beijing Time minus 11.

7. Local Temperatures: During your visit, average temperatures will fluctuate between 14°C and 27°C, with daytime highs around 27°C. We recommend wearing cotton or linen shirts, lightweight long skirts, and thin T-shirts to stay comfortable in the warm daytime weather, and bringing a light jacket or blazer to handle the cooler morning and evening temperatures. For business meetings or more formal visits, please be sure to pack smart‑casual attire.

8. Currency: The local currency is the Brazilian Real (BRL), with 1 BRL approximately equal to 1.26 Chinese yuan. Please avoid carrying large amounts of cash; the equivalent of no more than RMB 20,000 in cash or USD 5,000 in foreign currency is recommended. Credit cards such as VISA and MasterCard are widely accepted abroad, while UnionPay cards are only accepted at select merchants and certain ATMs in major cities like Rio de Janeiro and São Paulo; they may not be supported in remote or smaller establishments.

9. Voltage: In São Paulo, Brazil, the standard electrical supply is 110V and 220V at 60 Hz. All outlets in São Paulo use European-style two-round-pin sockets.

12. In social settings, hugs or kisses are typically used as greetings, with handshakes reserved for very formal occasions. When a man meets a woman, she should extend her hand first before a handshake is exchanged. As for dining etiquette, Brazilians generally prefer European-style Western cuisine; owing to the country’s well-developed livestock industry, meat constitutes a significant portion of their diet. Black beans, a local specialty, also hold an important place in their staple meals, and they enjoy coffee, black tea, and wine.