Canada is a popular destination for international conferences, exhibitions, and conventions. However, organizing an event with global attendees in Canada requires careful compliance with immigration and customs regulations.
If you are inviting a foreign individual to attend your international event in Canada, that individual—depending on their country of citizenship—will, in most cases, require either a visitor visa or an Electronic Travel Authorization (eTA) to enter Canada. These documents are issued by Immigration, Refugees and Citizenship Canada (IRCC). Even if IRCC issues such a document for your invitee, they will still be subject to examination by a Canada Border Services Agency (CBSA) officer at the port of entry.
The Government of Canada offers special programs through IRCC and CBSA to help event organizers navigate visa requirements and border clearance. By registering your international event with these authorities, you may benefit from streamlined visitor visa processing and smoother customs clearance for equipment and materials.
Registering an International Event with IRCC’s Special Events Liaison Unit (SELU)
Organizers of registered events benefit from the following services:
- Support and guidance on visa and eTA application processes, biometrics, and entry requirements to share with event participants;
- A unique Special Event Code to share with visa-required participants, allowing for the coordination of visa application processing;
- Review of invitation letters to ensure they include all necessary visa-related information;
- Aggregate updates on the status of visa applications submitted by event participants (upon request).
Eligibility Criteria: Not all events qualify for registration with SELU. To be eligible, an event must:
- Take place in Canada;
- Include at least 10 delegates from visa-required countries;
- Be registered with IRCC at least 6 months before the event start date;
- Pass IRCC’s review and fall into one of the following categories:
- A business event (e.g., conference, meeting, forum, political summit, trade show, exhibition);
- An entertainment event (e.g., fair, concert, festival);
- A sporting event.
Registration Process:
To register your event, you must complete and submit the Notice of an International Event form at least six months before the event start date. The form requires information regarding:
- The event itself;
- The host organization;
- The organizer’s contact details; and
- Additional event-specific information, such as:
- The background, purpose, and history of the event (including any Government of Canada involvement);
- Whether non-delegates (e.g., translators, coaches, journalists) will accompany the group;
- Countries represented at the event; and
- Whether foreign nationals will be engaged as unpaid workers during the event.
Registering an International Event with CBSA’s International Events and Convention Services Program (IECSP)
The International Events and Convention Services Program (IECSP) was developed by the Government of Canada to encourage international organizations to host conventions, meetings, trade shows, and exhibitions in Canada. The program provides guidance and support to facilitate the entry of visitors, event participants, foreign exhibitors, and temporarily imported goods.
Once the event location has been confirmed, the organizer or a designated representative may begin coordinating with the IECSP to ensure efficient processing of goods and individuals at the border. Registration with the IECSP enables access to pre-event coordination and compliance assistance.
The IECSP helps identify and communicate all applicable CBSA and Other Government Department (OGD) requirements before the event begins. This process is referred to as the recognition process.
IECSP requires 15 to 30 business days’ notice to review and process a recognition request or provide event-specific compliance advice. Factors such as event size, logistical complexity, visa needs, and import/export requirements will influence CBSA’s response.
Letter of Recognition:
Based on the details provided by the organizer, the assigned IECSP Regional Coordinator will issue a Letter of Recognition, which outlines:
- CBSA and other government requirements;
- Applicable border procedures and tariff treatments;
- Any approved Border-to-Show on-site/off-site clearance services;
- Terms for after-hours clearance if applicable;
- Bonded warehouse privileges;
- Contact information for any IRCC (CIC) or OGD-specific requirements, such as speaker authorizations or letters of introduction;
- Any conditions that may result in CBSA service charges.
The Letter of Recognition is issued only to the event organizer, customs broker, or a designated representative. To facilitate border entry, it is recommended that the letter be provided to all relevant parties (e.g., foreign exhibitors, delegates, or guest speakers) for presentation at the port of entry when requested by CBSA officers.
How Heron Law Offices Can Help
At Heron Law Offices, we understand the complexities involved in organizing international events. Our team provides end-to-end immigration and border compliance services tailored to your event’s needs, including:
- Assessing eligibility for IRCC and CBSA registration;
- Preparing and submitting IRCC’s Notice of International Event with all required documentation;
- Coordinating with IRCC’s Special Events Unit and CBSA’s IECSP;
- Drafting and reviewing invitation letters for visa-required participants;
- Supporting visa applications with legal submissions when needed;
- Responding to urgent issues such as refusals, delays, or inadmissibility concerns.
With extensive experience in Canadian immigration law, we ensure your event proceeds with full legal compliance and minimal logistical disruption.
