Immigration
Immigration, Refugee and Citizenship Canada (IRCC)
Register your meeting with IRCC
For conferences with a minimum of 10 delegates from visa-required countries, it is recommended to register the event with IRCC’s Special Events Liaison Unit (SELU).
Once the conference is registered with IRCC SELU, event organizers will receive the following support:
- Guidance on Canada’s visa and entry requirements,
- Coordination of visa processing for event participants
Things to Know
Draft invitation letter
Have a draft event invitation letter ready before submitting your recognition request to IRCC.
Submit the form
Complete and submit the Notice of an International Event form at least 6 months before your event start date.
Apply for visas
We strongly encourage delegates to apply for their visas at least 6 to 8 months prior to their travel to Canada to ensure a sufficient time to complete application and for IRCC to process it.
You do not need an Electronic Travel Authorization (eTA) or visa if you are
• A Canadian citizen, or
• A Canadian permanent resident, or
• A U.S. citizen. U.S. citizens are exempt from the eTA requirement but must carry proper identification such as a valid U.S. passport or a NEXUS card.
Certified Immigration Consultants
Delegates with previous temporary visa refusals or more complicated circumstances (e.g., DUI record), may seek additional support when applying for the Temporary Resident Visa (TRV). Canada has licensed immigration consultants who can provide consultations and legally submit visa applications on delegates' behalf for a fee. Consider promoting these services to your delegates who may wish to contract them for their VISA application assistance. Destination Vancouver’s immigration consultancy member:
Border Services
Canada Border
Services Agency
Registering an international event with the CBSA IECSP
The Canada Border Services Agency (CBSA) has a distinctive program, International Events and Convention Services Program (IECSP), that provides event organizers with timely, border-related advice during the planning process of their international or domestic event with foreign participation.
Registering an international event with the CBSA IECSP program facilitates smoother entry for foreign attendees, performers, and goods. Once the event is registered, the recognition letter is provided to expedite customs, potentially offering on-site clearance or reduced, eased, or accelerated processing for goods, delegates, and performers.
Things to Know
Register your conference
It is recommended to register your conference with CBSA IECSP program approximately six months before your event start date.
Regional coordinator will contact you
After submitting the online registration form, you will be contacted by a regional coordinator nearest to the location where your event is taking place.
Receive recognition letter
Once your conference is registered, you will receive a recognition letter outlining key information such as visa requirements, customs clearance procedures, and more.
Update exhibitor portal
We recommend posting this letter on your exhibitor portal (without public access to avoid fraudulent activity) so exhibitors can familiarize themselves with the information.
Licensed Customs Broker
Working with a licensed customs broker allows for a streamlined border crossing for your freight and conference materials. They provide specialized services and work very closely with Canada Border Service Agency. Destination Vancouver’s licensed customs broker members: Cross Connect Customs & Event Logistics.
Taxes & Rebates
Canada Revenue Agency & Foreign Convention & Tour Incentive Program
Recognizing the importance of foreign conventions
The Foreign Convention and Tour Incentive Program (FCTIP) is a rebate program administered by the Canada Revenue Agency (CRA).
Recognizing the importance of foreign conventions held in Canada, you may be eligible to claim a 5% Goods and Services Tax (GST) rebate from the CRA on certain meeting-related services and supplies.
To qualify as a Foreign Convention, the conference organization must be headquartered outside of Canada, and at least 75% of attendees must be non-Canadian residents.
Below are examples of meeting-related supplies and services that may be eligible for the GST rebate as of June 2026 subject to change:
Steps to claim the GST rebate
Download & print the GST rebate form
Use the Canada Revenue Agency website to download and print the GST386 Rebate Application for Conventions form. Fill out application.
Gather documents
In order to confirm the event is a convention and that GST charges were paid, you’ll need:
- The convention agenda, itinerary or event program
- Copies of invoices showing the amount of GST paid by the suppliers
- Completed GST386 Rebate Application for Conventions form
Mail form and documents
Mail the completed form 386 and all supporting documents to:
Canada Revenue Agency
Prince Edward Island Tax Centre
275 Pope Road
Summerside, PE C1N 6A2
Canada
Things to Know
Proof of Tax Paid
The documents must demonstrate that GST was paid on the supplies. Invoices showing only the tax payable (but not paid) are not acceptable. Receipts and supporting documents sent with your application will not be returned, so please submit copies only.
Filing deadline
The Canada Revenue Agency (CRA) must receive your rebate application no later than one year after the last day of the convention.
Processing timeline
Once your claim is submitted, the CRA will process the application within eight to ten weeks.
Contact information
For more detailed information and instructions, please refer to the CRA website. GST/HST and QST rebate for sponsors of foreign conventions, organizers of foreign conventions, and non-resident exhibitors. If you have questions about the Foreign Convention and Tour Incentive Program (FCTIP) or would like to check the status of your rebate, call:
• 1-800-959-5525 - from Canada and the United States
• 613-940-8497 - from outside Canada and the United States
Suppliers
Custom Supplier Recommendations
Tailored supplier recommendations
As your on-the-ground destination experts, our Convention Services team can provide tailored supplier recommendations from within our membership, facilitate introductions, and support vendor sourcing at any stage of the planning process. Whether you require a targeted shortlist based on your program requirements or would like us to distribute your RFP to qualified members, we are happy to assist.
Things to Know
Submit an RFP form
When contacting our Convention Services team, please complete an RFP form so we can better understand your program requirements and provide supplier recommendations tailored to your event.
Discover 620+ active suppliers
Destination Vancouver connects organizers with over 620 active members across local dining, specialty printing, audiovisual, transportation, event production, destination management, venues, and professional services such as immigration, customs, staffing, and photography.