Travel/Visa Information

It is the responsibility of the registrant to ensure that they have the documents to enter into Canada. It may take several months to obtain these documents so please allow yourself sufficient time. 

You can request your Letter of Invitation by completing the online form here  We will send you an email with a pdf attachment of the letter.  If you need a hard copy original, email a prepaid airbill to use for mailing.

Note that Canada has introduced a new entry requirement, known as an Electronic Travel Authorization (eTA), for visa-exempt foreign nationals who fly to Canada. This regulation became mandatory March 15, 2016. Exceptions include U.S. citizens and travelers with a valid visa. Read about the changes and how they may affect you.

Submission of Visa Applications:

Canada does not have a visa office in every country so it is important that delegates visit the website of the visa office responsible for processing their visa applications. Information is available on the website on how to submit a visa application and the documentation required.

Delegates are encouraged to submit their visa applications well in advance of the date of the event at a Visa Application Center or on-line E-applications (e-Apps).


This system allows clients to submit applications online.

Delegates who need a visa but require their passport for other travel purposes are strongly encouraged to submit their visa applications on-line (e-Apps).  Delegates who choose to apply on-line will not have to submit their passport until a decision has been taken on their applications. If required, the visa office will send the applicant instructions on how and where to send their passports to finalize the visa process.  

Visa Application Centers (VACs):

VACs are commercial service providers authorized by Canada to provide specific services to applicants. 

VACs provide a number of services including helping applicants fill out forms, answering questions and ensuring that applications are complete, thereby reducing unnecessary delays or refusals due to incomplete applications.

Applicants who are required to provide biometrics information as part of the visa application process can do so at a VAC. Additional information on the biometrics requirements is available at the CIC website.

VACs send applications to Visa Offices and transmit decisions to applicants in a secure and confidential manner. VACs do not process visa applications and play no role in the decision-making process

Visa Applications Processing Times:

Processing time for visa applications vary depending on the office and the time of the year. Participants are encouraged to apply early for their visas, and to submit complete applications including all supporting documents.

Please visit the CIC website for information on the time it takes to process visa applications at the various visa offices.

Electronic Travel Authorization (eTA) – Effective as of August 1st, 2015
eTA is a new requirement for travelers who were previously able to travel to Canada without prior authorization. We invite you to consult the CIC website regularly for information updates on eTA.