As close as Canada and Mexico are to the U.S., there are a number of requirements that must be taken into account before crossing the border. For the most part, business transactions and organizing meetings in each country require little extra effort, but there are specific rules and handy tips that planners and attendees should know to make the event seamless. More info can be obtained from the Canadian Tourism Commission (www.meetings.canada.travel) or the Mexico Tourism Board (www.visitmexico.com).
Entry Requirements
While Canada and Mexico only require Americans to provide identification that proves U.S. nationality, such as a birth certificate and a photo ID, i.e. a state driver’s license, the first phase of the Western Hemisphere Travel Initiative went into effect Oct. 1. All persons traveling by air to and from Canada, Mexico, Central America, South America, the Caribbean, and Bermuda must possess a valid passport to enter or re-enter the U.S. Passports will be required for land and sea crossings as early as Jan. 1, 2008, and no later than June 1, 2009, although an exact date has not been set.
Canada General
U.S. credit cards are widely accepted.
Canadian ATMs are common, and U.S.-bank ATM cards can be used to withdraw Canadian dollars directly, rather than using a hotel service or currency exchange office.
The Canadian electrical current is about the same as in the U.S., generally 115/120 volts and 60 Hz, and grounded plugs are widely available.
Other useful information is available at the Canadian Tourism Commission’s website, www.canada.travel.
Canada Customs and Shipping
It’s a good idea to connect with the Canada Border Services Agency (CBSA) (www.cbsa-asfc.gc.ca) a few months prior to the scheduled event. The agency can supply any forms needed to bring goods into the country. CBSA can also arrange for planners to clear any imported goods at the site of the event, rather than at the border.
The use of Canadian DMCs and customs brokers is highly recommended. Contact the Canadian Society of Customs Brokers (613.562.3543; www.cscb.ca) or the Association of International Customs and Border Agencies (613.822.6969; www.aicba.org).
Canada Taxes
At the end of March, Canada’s federal government eliminated the old goods and services tax (GST) and harmonized sales tax (HST) rebate program for visitors, and on April 1, it implemented the similar Foreign Convention and Tour Incentive Program (FCTIP), which provides GST/HST relief to non-resident consumers and businesses for conventions where at least 75 percent of those registered are non-residents.
The sponsor can claim a rebate for all of the GST paid on the meeting rooms, equipment rentals and conventions materials, and 50 percent of the GST paid on the meals and catering. Also included are related convention supplies that are imported into Canada.
Sponsors of foreign conventions receive the GST/HST rebate by filing a rebate claim with the Canada Revenue Agency, or they may be paid or credited the rebate amount by a registrant organizer or registrant suppliers, such as the operator of the convention facility.
For more information, visit www.cbsaasfc.gc.ca/general/special_services/events-e.html or the Canada Revenue Agency website, www.cra-arc.gc.ca/visitors.
Mexico General
In most Mexico destinations, credit cards are widely accepted.
Currency exchange is increasingly simple in Mexico as ATMs become prevalent in resort areas; attendees should be able to withdraw pesos from Mexican ATMs and if not, easily exchange money at hotels, although the rate will not be as good as through a bank. As a guide, banks charge up to 1.5 percent of the transaction value when you withdraw cash from ATMs.
While Mexico’s electrical outlets produce U.S.-standard 110-volt power, outlets tend to be two-prong rather than the three-prong (grounded) type that is standard in the U.S., so it is advisable to bring an electrical adapter to ground a device or charger.
Many businesses close between 2 p.m. and 4 p.m., and many close altogether on Sunday.
Mexican resorts are fast becoming wireless and/or offering high-speed Internet access in facilities.
Mexico Customs and Shipping
Mexico has a wide variety of DMCs and customs brokers that can aid in the logistical aspects of planning in Mexico. The Mexican Consulate can provide all required forms. Visit http://portal.sre.gob.mx/usa/.
It is recommended to enlist the help of a DMC or broker, whose local knowledge and business connections will ensure goods arrive at the event when they should.
DMCs can also connect planners with companies that will procure or manufacture any necessary items or equipment from Mexican sources, and help circumvent the customs process. The Mexico Tourism Board (www.visitmexico.com) can refer planners to reliable DMCs.
For goods valued at less than $2,000, it is most efficient to use a courier service such as DHL, FedEx or Estafeta, which have offices in most Mexican cities.
Mexico Taxes
Mexico has implemented a zero-tax program for meetings, conventions and exhibitions organized by foreign companies. Under the program, Mexico’s value-added tax (VAT) is eliminated for certain event-related facilities, services, and food and beverage.
