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The Canadian government long ago realized the advantage in making the customs process a simple one for meeting planners. Special regulations governing conventions held by foreign organizations in Canada have been put in place making the process simple and easy for both the meeting planner as well as the exhibitor. Contact LibertyCFS NV, Inc. to find out how to apply for and use these regulations to your advantage.
There are actually two basic steps to setting up an event that will ensure a smooth operational flow through customs for both show management and exhibitors. The first step is to notify Canada Customs that the event will be taking place, and the second is to apply for a business number. Notifying Canada Customs is as simple as sending them a letter with some basic information on the event. A LibertyCFS NV, Inc. sales representative can provide you with a draft of this letter and walk you through the process as well as apply for your Business Number.
LibertyCFS NV, Inc. will be able to provide a letter of introduction for your speakers that, in addition to the Customs Recognition Letter, will help them through the customs process at the border.
Normally, US citizens or permanent residents are able to cross the border without difficulty or delay. As expected though, both Canada and U.S. Immigration require certain types of identification. Canadian Immigration requires that the traveler provide either a passport or a birth certificate, supported by photo I.D. if they are native-born Americans or U.S. citizens. When returning home, a permanent resident who is not a US citizen is required to have a 1551 or 1151 form (The Green Card), in addition to their normal identification.
Citizens or permanent residents of other countries must have a valid passport and/or a valid visitor visa and should contact their local Canadian Embassy/Consulate or High Commission Office for further information.
Bringing personal baggage and items contained within them should not present a problem. Usually, audiovisual materials such as slides or videotapes and minimal amounts of printed matter are considered as part of your personal belongings.
LibertyCFS NV, Inc. is a dedicated trade show carrier providing full logistics services that include moving your freight to and from the show site as well as customs clearance on both sides of the border. Contact a LibertyCFS NV, Inc. representative and get a logistics solution, tailored to your needs.
Canada Customs requires a Canada Customs Invoice to accompany the shipment showing such information as a description of the goods, proper values and country of origin.
In addition to Canadian Customs requirements, other documentation may be required by US Customs for the return shipment depending on the type of goods being returned.
All of these forms for both Canadian and US Customs can be found in our Forms Library. Please contact a LibertyCFS NV, Inc. representative for help on the specific forms you will require.
LibertyCFS NV, Inc. offers free advanced warehousing for up to 30 days prior to the move-in when you send your freight through our system. All shipments to the advanced warehouse should arrive no later than 3 days before the move-in date.
It is important to know that most facilities will refuse to accept freight arriving before the scheduled move-in time. A good plan is to address your shipment to the advanced warehouse and have it arrive early enough to cope with any unforeseen delays. When addressing and labeling freight, always indicate the exhibitor name, booth number and name of the event.
All shipments must be cleared by Canada Customs, however you are not required by law to use a customs broker. Using the services of a professional will ensure that your shipment arrives at the show on time and that you avoid the payment of any unnecessary duties and taxes.
Although most couriers can provide some form of brokerage service, it is important to remember that these companies do not specialize in the trade show industry. Most courier companies are not set-up to post the necessary bonds or clear freight at show site. This can lead to extra costs in unnecessary duties and taxes as well as delivery delays.
Goods brought into Canada solely for exhibition are not subject to duties and taxes if they are returned after the event. Canada customs does however require a bond be posted to ensure that the goods do in fact leave the country. LibertyCFS NV, Inc. can post this bond on your behalf.
In addition, if attendance at the event is 75% non-Canadian, then give-away goods valued under $25.00 CND per item are duty and tax exempt.
During the event, a LibertyCFS NV, Inc. representative will visit you in your booth to discuss the return process. Return addresses will be confirmed as well as piece counts, descriptions and values. LibertyCFS NV, Inc. will then generate a bill of lading and US Customs documents to give to the carrier at move-out. LibertyCFS NV, Inc. can arrange for the return shipping and will also handle the customs clearance back into the US.
The LibertyCFS NV, Inc. representative at the show will be able to give you a copy of your bill of lading with the tracking number. Our on-line tracking system will keep you up to date on the progress of your shipment - in real time.
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