{"id":8129,"date":"2019-10-23T08:50:00","date_gmt":"2019-10-23T12:50:00","guid":{"rendered":"https:\/\/www.convention.qc.ca\/general-en\/4-conseils-faciliter-formalites-douanes\/"},"modified":"2023-03-20T09:23:15","modified_gmt":"2023-03-20T13:23:15","slug":"4-tips-ship-event-material","status":"publish","type":"post","link":"https:\/\/www.convention.qc.ca\/en\/services\/4-tips-ship-event-material\/","title":{"rendered":"4 Tips to Ship Event Material"},"content":{"rendered":"
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US and international event planners looking to host a conference or convention in Qu\u00e9bec City may wonder about the extra effort and information required when crossing the border. The great news is that organizing an event, from a customs perspective, is easy when you follow a few simple steps.<\/p>\n<\/div><\/div>\n\n

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Denis Gendron, Vice-President of Sales, Public Relations and Training at\u00a0Dolbec International,<\/a>\u00a0a college professor in multimodal logistics and regular guest speaker, has paved the way through Canadian customs for many businesses and events. \u201cCanada is actually a country that is easy to work with,\u201d he explained. \u201cThe Canada Border Services Agency (CBSA) has a pretty seamless process to clear goods through customs and manage entry requirements for attendees.\u201d<\/p>\n<\/div><\/div>\n\n

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Here are his top 4 tips<\/h2>\n<\/div><\/div>\n\n
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1 \u2013 REGISTER YOUR EVENT WITH THE CBSA<\/h3>\n<\/div><\/div>\n\n
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Either through a customs broker or\u00a0directly online<\/a>, you must complete a form with which you\u2019ll provide detailed information about the event. This step will facilitate things for you, international suppliers, sponsors and delegates when reaching the Canadian border. You\u2019ll benefit from faster customs clearance as well as avoid unnecessary taxes and duties. Once you fill out the form, you will be contacted by a regional coordinator near Qu\u00e9bec City to liaise with various Canadian departments and agencies<\/p>\n<\/div><\/div>\n\n

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2 \u2013 WORK WITH A CERTIFIED CUSTOMS BROKER<\/h3>\n<\/div><\/div>\n\n
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At least 6 to 12 months before your event, appoint a\u00a0customs broker<\/a>\u00a0that has the expertise in identifying specific border requirements and procedures, including controlled goods that need import or export permits, prohibited products, tariffs and sales taxes that apply to certain imported goods, and entry visas for attendees hailing from certain countries. Mr. Gendron warns that courier delivery services do not offer the breadth of customs services that brokers do, which can come in handy should items get stuck at the border.<\/p>\n<\/div><\/div>\n\n

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3 \u2013 SET ASIDE ENOUGH TIME FOR THE PAPERWORK<\/h3>\n<\/div><\/div>\n\n
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We hear you! Paperwork is never a walk in the park\u2014no matter where you go! However, Mr. Gendron explains that customs documents can be very complex and require some attention. Therefore, rather than relegating it to the last minute, factor in additional time to properly read the documentation and consult with your customs broker. \u201cWe often meet with new clients who have not filled out the right forms or left items undeclared,\u201d Mr. Gendron said. \u201cThese situations can not only declare untoward delays but also an increase in costs if, for example, products that have finally cleared customs need to be shipped rushed to Qu\u00e9bec City.\u201d<\/p>\n<\/div><\/div><\/div><\/div>\n<\/div><\/div>\n\n

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4 \u2013 DON\u2019T UNDERESTIMATE THE IMPORTANCE OF THE RETURN TRIP<\/h3>\n<\/div><\/div>\n\n
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The event ended up being a tremendous success? Congrats! But now is the time to plan for moving materials and people out of Canada. With respect to goods, Mr. Gendron suggests planning for outbound shipping from Qu\u00e9bec City at the same time as inbound delivery. \u201cSome countries, including the United States, have strict guidelines as to what products can come back on their home turf. Customs brokers can help weed through the details,\u201d he said.<\/p>\n<\/div><\/div>\n\n

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In addition, find out if there are any regulations for delegates travelling back to their respective homes. Naturally, event planners cannot be held accountable for providing customs information for every single country; nevertheless, encouraging attendees to verify entry rules and potential taxes or tariffs for any goods bought will go a long way in averting headaches at their borders.<\/p>\n<\/div><\/div>\n\n

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Organizing an event in Qu\u00e9bec City is definitely a worthwhile experience. As Mr. Gendron concludes, \u201cAn ounce of prevention is worth a pound in cure!\u201d<\/p>\n<\/div><\/div>","protected":false},"excerpt":{"rendered":"US and international event planners looking to host a conference or convention in Qu\u00e9bec City may wonder about the extra effort and information required when crossing the border. 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