International events in Canada
What you need to know

International Event, Meeting, Convention or Incentive Travel

The International Events and Convention Services Program (IECSP) regional coordinators will ensure that procedures are followed so that goods and delegates entering Canada are facilitated.

Complete the Notice of an International Event, Meeting, Convention or Incentive Travel or contact the Regional Coordinator nearest to your event location and provide the following details:

• When and where the event will take place;
• Web site address (if available);
• The number of participants, both Canadian and foreign, expected to attend;
• The name of the person who will be on site and responsible for processing documents when the goods arrive in Canada (this could be the event organizer or one of your employees, a customs broker or a delegated unpaid representative); and
• A list of all goods you plan to bring into Canada, including their origin and intended use, as well as details on when, where and how these goods will arrive (review the Importing goods guidelines).

Be sure to also indicate if:

• any controlled goods are being imported;
• any goods will be sold or given away at the event;
• you would like the event to be considered for on-site/off-site clearance privileges; and
• you would like to know if your goods qualify for customs duty-free entry and/or provisions that will provide full or partial relief of the goods and services tax/harmonized sales tax.

The recognition request may take up to 15–30 business days to process. Event size and logistics, visa requirements, import/export permit requirements and regional workload are some of the factors considered when determining advance requirements.  The planning phase for foreign expeditions and Arctic research activities may extend well in excess of a year. Expedition planners are encouraged to contact the CBSA as early as possible in their planning phase. 

The recognition process aims to make the import process simpler for international events. This process identifies border requirements before the event takes place.

After reviewing the event details presented in your initial request, the regional coordinator will determine if:

• your event qualifies under the CBSA international event guidelines;
• any applicable tariff remission privileges can be applied to the goods you intend to bring into Canada;
• on-site/off-site border clearance services can be provided for the event; and
• all other government department or agency requirements must be met.

The regional coordinator will issue a Letter of Recognition that explains the Canadian border requirements based on the information you provided.

IECSP Letter of recognition

The Letter of Recognition identifies Government of Canada border requirements that may apply to your event. It also confirms any specific services the CBSA may provide for the event, such as the following:

• Determining what relevant border procedures and tariff treatments apply to the event goods you intend to import;
• Authorizing on-site/off-site border services clearance privileges;
• Determining what terms and conditions apply to secure after-hours clearance and any special service charges that may apply;
• Identifying any bonded warehouse privileges; and
• Providing information regarding Immigration, Refugees and Citizenship Canada requirements.

Using the IECSP Letter of Recognition

The Letter of Recognition acts as a letter of introduction for your event. It is to be submitted to border officials when event attendees, speakers and goods temporarily enter Canada.

To ensure a smooth entry process:

• The event coordinator or broker should forward a copy of the letter to participants, exhibitors, delegates and guest speakers. They must present it to border services officers when arriving at the Canadian border;
• A copy of the letter should accompany any shipment of commercial goods to the event; and
• A copy of the letter should be forwarded to the designated representative or customs broker, as applicable.

In many instances, the Letter of Recognition and required travel documents proving citizenship are the only documents required when visitors enter Canada to attend recognized events. However, the regional coordinator will liaise with other government departments and agencies, such as Immigration, Refugees and Citizenship Canada (IRCC), Global Affairs Canada (GAC) and Transport Canada, to confirm that this is the case.

• Visitors from some countries may require IRCC-issued visas and/or an electronic travel authority (eTA).
• Some goods may need agricultural or health permits issued by the Canadian Food Inspection Agency or import permits issued by GAC.
• The CBSA may require a security deposit in some cases (see the section on security deposits).

The IECSP regional coordinator will ensure that:

• ports of entry are aware of and prepared for the arrival of participants and goods for the event; and
• you are advised of any specific requirements and conditions that apply to your goods or event and how to acquire any needed permits or other documents.

These requirements, along with contact information, will be explained in your Letter of Recognition. The regional coordinator will advise you if you have to contact another government department or agency directly for further information.

Foreign Expeditions and Arctic Research

What information you need to provide in advance of your planned travel to Canada.

The CBSA processing of foreign expeditions is outlined in Memorandum D2-1-2, Foreign Scientific or Exploratory Expeditions in Canada.

Members of foreign expeditions or their representative should contact the Foreign Expeditions and Arctic Research program in advance of their arrival in Canada. To facilitate the arrival of planned expeditions in Canada, the following pre-arrival information will be requested:

• Name and date(s) of the expedition;
• Website address (if available);
• Point of contact information;
• Details of any research that will be conducted while in Canada;
• Team list including: name, country of origin, passport number, and date issued;
• Type and details of expedition; (foreign government or foreign organization research project, private adventure);
• Expedition itinerary, with dates, locations, Canadian arrival and departure timelines;
• A detailed list (including serial numbers as applicable) of personal goods, equipment, tools, firearms, foodstuffs, animals and any other items to be temporarily imported into Canada;
• Vehicles involved in the expedition, including all-terrain vehicles, vessel(s) or aircraft(s) with call signs and serial numbers; and
• Identification of any other government department or agency in Canada that you have contacted regarding your expedition.

Be sure to also indicate if:

• any controlled goods are being imported; and
• you would like to know if your goods qualify for customs duty-free entry and/or provisions that will provide full or partial relief of the goods and services tax/harmonized sales tax.

Foreign Expeditions and Arctic Research Letter of Acknowledgment

The Letter of Acknowledgment identifies Government of Canada border requirements that may apply to your expedition. It also confirms any specific services the CBSA may provide for the expedition, such as the following:

• determining what relevant border procedures and tariff treatments apply to the expedition goods you intend to import.
• providing information regarding Immigration, Refugees and Citizenship Canada requirements.

Using the Letter of Acknowledgment

The Letter of Acknowledgment acts as a letter of introduction for you and your expedition. It is to be submitted to border services officers when expedition participants and goods temporarily enter Canada.

For more information or to include the Foreign Expeditions and Arctic Research program in the planning phase of an upcoming expedition, please contact: FEAR-EERA@cbsa-asfc.gc.ca

Cost recovery is applied to all requests for new or enhanced client services from the CBSA. This includes:

• an external client (such as an importer, a transportation company, a municipality or an airport operating authority);
• a Government of Canada department or agency;
• the government of a province; and
• an international government or other body.

The fees charged for the CBSA special services represent, to the extent possible, the actual cost of providing the services.

When cost recovery is applied

Section 167 of the Customs Act provides the CBSA with the authority to charge for special services. Cost recovery may be applied to the following types of services:

• CBSA clearance of imported goods and conveyances;
• CBSA clearance of arriving international passengers;
• CBSA clearance of goods for export;
• CBSA services to conventions or international events in Canada; and
• CBSA collection of fees, levies or taxes at the border on behalf of another federal department/agency or a province.

Special service charges may not apply if the service is provided during regular business hours (this may vary depending upon the location of your event).

You may want to hire a customs broker who is experienced in providing services to the meetings, conventions and incentive travel industry.

Customs brokers are licensed by the CBSA to carry out customs brokerage services in Canada. They work with the CBSA on your behalf to ensure you receive the most favorable customs duty rate available. They are also authorized to act as your designated representative when your goods arrive in Canada. They may do the following on your behalf:

• Post a security deposit (if required);
• Prepare any necessary documentation to comply with the border requirements of the CBSA or other government departments and agencies;
• Arrange for the shipping of event materials both into and out of Canada directly from your company headquarters to the event site and back again; and
• Make arrangements on your behalf if you need to store goods in Canada before or after the event.

Information you provide to the CBSA in planning your event is protected in accordance with the Privacy Act and Section 107 of the Customs Act. The information may be disclosed to other Government of Canada departments and agencies. This ensures that event planners and participants are made aware of tax or customs duty remissions and any specific Canadian government requirements related to their event. Disclosure of the information adheres to Canadian legislative requirements and facilitates the entry process for goods and people attending CBSA-recognized events held in Canada.