FREQUENTLY ASKED QUESTIONS:
How easy is it to get into Windsor?

In less than five minutes, the Ambassador Bridge or the Detroit/Windsor Tunnel can provide easy access to Windsor. Customs facilities at both the bridge and tunnel on the Canadian side have undergone extensive renovations.

What type of identification is required?
Crossing has never been simpler! www.CrossingMadeEasy.com

I don't know where to start? Who can help?

Contact your local customs service unit (Canada Customs) or the Convention & Visitors Bureau of Windsor, Essex County & Pelee Island. The nearest Canadian Embassy or Canadian Consulate General can also be of assistance. Each will be able to provide information and services that will ensure a successful meeting or convention.

What about customs? Are they a hassle to deal with?

Customs have now set up a Customs Border Services Conventions and Exhibitions Unit in order to help Meeting Planners. They have streamlined policies and procedures which has eliminated a lot of the red tape and will help you with all regulations and procedures. However, be sure to give Customs sufficient advance notice for meetings or conventions in order to avoid delays.

Is there a lot of paperwork to do? What about exhibits? Do they involve more work?

With streamlined policies, paperwork is now at a minimum. Customs and the Canadian Consulate have standardized letters and packages so that the Meeting Planner simply needs to "fill in the blanks." Customs brokers can also eliminate a lot of work for the Meeting Planner.

Special regulations apply to exhibits. For instance, exhibits will be admitted temporarily with a refundable security deposit. Customs have instituted border-to-show service where clearance of exhibit goods can now be done at the exhibit site.

Meeting materials (registration kits, literature, giveaways, etc.) can be imported duty free as long as they are given away, and the majority of U.S.-based meeting attendees are non-residents of Canada.

When should I use a customs broker?

You should use a customs broker when: 1) your event combines both a convention as well as a trade show, 2) your convention or meeting registration and/or convention materials are being shipped by courier, or 3) your materials require a temporary admission permit.

What is the GST? How does it affect us?

The Goods and Services Tax (GST) is a 6% Federal tax charged on most goods and services in Canada.  Convention sponsors, organizers and exhibitors may obtain information on refund procedures that apply at www.cra-arc.gc.ca .

FOR CANADIAN RESIDENTS:

Due to our close proximity to Detroit, Michigan, many of your convention delegates may choose to visit a "foreign destination" while convening in Windsor. Although getting to and from Detroit is quite easy, we recommend that you review the following.

Carry Identification - when you visit the United States, in the form of Birth Certificate or Passport.

Before you go - have all your valuables such as cameras, radios and sporting goods, identifiable by serial numbers or other markings, registered with Customs. You will be given a wallet-sized card (Form Y38) which, when presented to Customs, will facilitate your re-entry into Canada. While you are getting your Y38, ask the inspector for a pamphlet called "I Declare". This informative brochure will give you detailed information on what goods you may bring back to Canada, and will explain your exemptions.

Any resident of Canada returning from a trip abroad may qualify for a Personal Exemption and therefore be able to bring into Canada goods up to a certain value - free of duty and taxes. Limitations are as follows:

After each absence of 24 hours or more:
You can claim up to CAN$50 worth of goods without paying any duties. This is your personal exemption. You must have the goods with you when you arrive and you cannot include tobacco products or alcoholic beverages in this exemption. If the goods you bring in are worth more than CAN$50 in total, you cannot claim this exemption. Instead you have to pay full duties on all goods you bring in.

After each absence of 48 hours or more:
You can claim up to CAN$400 worth of goods without paying any duties. You must have the goods with you when you arrive. Although you can include some tobacco products and alcoholic beverages, a partial exemption may apply to cigarettes, tobacco products or manufactured tobacco. 

After each absence of 7 days or more:
You can claim up to CAN$750 worth of goods without paying any duties. Although you can include some tobacco products and alcoholic beverages, a partial exemption may apply to cigarettes, tobacco products or manufactured tobacco. See the section called "Alcohol and tobacco" for more details. With the exception of tobacco products and alcoholic beverages, you do not need to have the goods with you when you arrive.

Declaration - when you re-enter Canada, you must declare to Customs all goods acquired abroad, whether as gifts or personal purchases.

FOR U.S RESIDENTS:

Carry Identification - As of January 23, 2007: If you are travelling to Canada by air, a valid passport, or official receipt of application for passport along with birth certificate and government issued photo ID, is necessary for return entry to the U.S. 
(See US State Department for requirements re air travel . )

A passport is presently NOT mandatory for travel by land (vehicle, train or boat) across the Canada/US border. However, U.S. citizens entering Canada will be required to present proof of U.S. citizenship (i.e. current passport OR birth certificate along with a picture I.D.). Naturalized U.S. citizens should have their naturalization papers or wallet-size certificates. U.S. permanent residents require a valid U.S. Permanent Resident Card or the Resident Alien Card. (Resident aliens are required to carry their cards with them at all times.)

Personal Exemption for U.S. Visitors Returning from Canada:

  1. Less than 48 hours stay - You may anytime bring back $200 (U.S.) worth of personal merchandise. Remember, if you exceed the $200 exemption, all your items become dutiable.
  2. Over 48 hours stay - Every 30 days you are allowed to bring back free of tax and duty $800.00 (U.S.) worth of personal merchandise. You may include 100 cigars (non-Cuban), 200 cigarettes and 1 litre (34 oz.) of alcoholic beverage as part of your exemption. Articles in excess of the personal exemption up to $1,000 will be assessed a duty. Members of families traveling together are permitted to combine their exemptions. Unsolicited gifts worth up to $50.00 (U.S.) may be sent by mail into the U.S.

Declare All Goods - include gifts for residents of Canada. Gifts valued at $60.00 (Canadian) or less to individual residents of Canada may enter duty and tax free.

Non-residents entering Canada with weapons must declare them to Customs and will be given an opportunity to export them. In the event the weapons are not declared, they will be seized and forfeited.

We may not have answered all of your questions, but further help is available from Canada Border Services Agency at any time, seven days a week: 

Within Canada - 1-800-461-9999 (English) or 1-800-959-2036 (French);
Outside Canada - (506) 636-5064 (English) or (506) 636-5067 (French)

... or visit their web site at www.cbsa-asfc.gc.ca 

For additional information on U.S. Customs requirements, visit www.customs.gov.

Other Information for Meetings, Conventions, Trade Shows or Exhibits by American Organizations ...:


Customs Brokers - Canada Customs recommends the use of customs brokers when bringing events to Canada because they provide "extras" such as special forms, information, which customs offices you should apply to and counselling on how your meeting might be affected by Canada's Customs regulations.

Lead Time - It is important to provide sufficient advance notice to Canada Customs when arranging your meeting or convention in Canada. At least six months is recommended for corporate meetings and conventions from the U.S. For large association meetings, with an exhibit component, one year is the suggested lead time.

Duty-free & Tax-exempt Importation - Although we refer to duty-free and tax-exempt importation, in most cases, a security deposit will be required by Canada Customs (certified bonds are acceptable) to insure re-export of the goods from Canada.

Exhibits - Special regulations apply to exhibits. Suppliers' goods that will be exhibited at a convention are admitted temporarily with a security deposit.  A customs broker will usually post the security deposit on your behalf in the form of a cheque or bond. Canada Customs and your customs broker will require a list of exhibitors (including name of contact, address, telephone number), booth number, floor plan, a copy of your prospectus and a copy of your exhibitor manual.

Advertising materials, Convention materials and Souvenirs - Duties and taxes on convention materials used for your meeting are remitted. These include advertising materials, programs, banners and flags, decorations, stationery and office supplies, plus badges when distributed free to people attending the event.  Souvenirs are entitled to a remission of the duty and tax but they must be distributed free.  The value of these souvenir giveaways or any advertising materials must not exceed $25 (Canadian) each.

Souvenirs Exceeding $25 (Canadian) - Souvenirs that are valued at more than $25 must bear some identifying mark that refers specifically to the meeting or convention taking place in Canada.  Special arrangements for these items must be made in advance. Any goods left over must be re-exported at the end of the convention or they will be subject to duty and taxes normally payable.  Check with the United States Customs or your customs broker before leaving the United States for advice on exportation from and re-importation into the United States.

Quantities for Free Distribution - The number of items for free distribution should match the anticipated number of delegates and should be listed on invoices when accounting for the goods and Customs.  State the name of the organization, the date and country of purchase, a description of the goods, and their quantity and value.

Office Machines & Audio-visual Equipment - Office machines and audio-visual equipment imported by a foreign organization, used exclusively at the meeting or convention and exported at its conclusion, qualify for temporary entry privileges. A bond or a refundable security deposit will usually be required.

Official Paraphernalia for Fundraising - Official paraphernalia bearing the registered insignia of an American organization will be allowed temporarily into Canada to permit them to be sold to delegates as a fundraising project.  Any goods not exported at the end of the convention will be subject to duty and taxes normally payable.

Shipping to Canada - Canadian customs brokers can provide information on transportation companies that offer efficient service for "time-sensitive" meeting materials or exhibit goods.

Delegates' Personal Baggage - Goods for personal use, including clothing, cameras, tape recorders, personal computers and limited quantities of alcoholic beverages and tobacco products, are allowed into Canada duty-free, providing delegates declare these items to Canada Customs when they arrive. Recently purchased items, such as cameras, tape recorders or personal computers should be registered with U.S. Customs before leaving the United States to prove that they were purchased before entering Canada.

Guest-speakers, Training Seminars and Workshops - Guest-speakers invited by a foreign organization do not require work permits from Employment and Immigration Canada.  Guest-speakers should meet immigration requirements applicable to visitors to Canada.  Guest-speakers should carry a letter of introduction from the convention organizers. All American citizens must show proof of citizenship. Documents such as a birth certificate, passport or "green card" are acceptable, together with government issue photo identification.  Citizens of countries other than the United States should check with the Canadian Embassy or nearest consulate before their departure.

Administrative and Support Staff - Staff members of American organizations who are U.S. citizens are considered "visitors" and do not require a work permit. They need only meet normal immigration requirements as visitors to Canada. Again, this means a passport, birth certificate or "green card" together with government-issue photo I.D.

The Canada Customs document RC4032 "Welcome To Canada - Your Guide to Bringing a Convention, Meeting, Trade Show or Exhibition Across the Canadian Border", contains detailed supplemental information which you may find helpful.