Exhibiting in Canada

Exhibitors have a choice in how they get their materials to Vancouver for the conference.  They may travel with materials on-hand (“self-shipping”), or materials may be shipped in advance

For any Canadian exhibitors shipping materials from within the country, you will be sending your packages directly to our contracted decorator’s warehouse.  Though we are happy for you to read it, you will not find the information on this page to be relevant.  If you wish, you may still use North American Logistics, Inc. for your domestic shipping needs.

For exhibitors choosing to ship in advance, three further options exist:

  • take advantage of the NAPAMA caravan (NAPAMA members only)
  • ship via our official customs broker and transportation suppliet, North American Logistics, Inc. (NALSI)
  • ship using your own carrier

Before you read about each option below, it will be important to understand just a little bit about what a customs broker is.  For this conference, WAA has selected North American Logistics Services, Inc. (NALSI) as our customs brokerage firm and transportation service provider.  Though NALSI is our preferred logistics company for this purpose, WAA exhibitors may choose to work with another supplier.  NALSI provides logistics support, drayage services, and acts as our liaison with Canadian and U.S. Customs.  For US exhibitors coming into Canada, NALSI offers them transportation services, receiving and advance warehousing service, and customs brokerage.  An exhibitor may take advantage of all or some of these services. 

All US exhibitors, regardless as to how their materials arrive in Canada, must have a copy of WAA’s Recognition Letter on hand when entering the country showing that our conference has been officially recognized by Canadian Customs.  It is important that you read this letter.

Self-Shipping (getting it there yourself)

If you plan to forgo shipping altogether and travel with your promotional and advertising materials, you may absolutely do so.  These items will be considered “commercial goods,” and you must:

  • have a hard copy packing list with you listing the quantity, value, country of origin, and total piece count of the goods you will be hand-carrying. 
  • print out a copy of WAA’s Recognition Letter indicating that your event qualifies for the Foreign Organization Remission Order.  Please read this letter.
  • check the box on your Declarations Card (given when flying) indicating that you are bringing commercial goods into the country with you. 

The Border Services Officer may request any of this documentation from you at the Port of Entry.

All boxes , tubes, packages, etc. should be individually labeled, “Exhibit booth material - For display only.”

In this scenario, you self-clear your own goods. 

Please refer to this document, particularly the section, “Hand-Carrying or Driving Goods Into Canada.” 

If you have additional questions about self-shipping, please contact Kathryn Kazun, Border Services Officer, by email or phone at 604-666-1294.

NAPAMA Caravan

Once again, NAPAMA members who wish to take advantage of the caravan may do so.  NAPAMA is working with customs on the best way to handle getting everyone’s materials over the border into Canada and then on to Kansas City for Arts Midwest.  For information on the caravan, please contact Jerry Ross, 323-655-5007 or Marty Sonnenfeld, 347-351-4231 directly.   

Caravan participants must also print out a copy of WAA’s Recognition Letter indicating that our event qualifies for the Foreign Organization Remission Order, and carry it with you across the border.  Please read this letter.

The Carrier of Your Choice

For exhibitors electing to ship to Vancouver via their own preferred carrier, two further options exist for where to send your materials.  1). You can ship your materials to NALSI’s bonded warehouse.  in this scenario, NALSI will provide customs brokerage and advance warehousing.   2.) You can ship to the decorator, Show In Motion, for advance warehousing.  In this case, customs brokerage is your responsibility.  Your materials must clear customs at the border, and only once your materials are cleared will they be allowed on to Show In Motion’s warehouse.  

In either case, you must print out a copt of WAA’s Recognition Letter and tape it to the exterior of your box.  

NASLI charges a fee for their receiving/advance warehousing and customs brokerage services.  Please contact NALSI directly with your package details to obtain a quote for these services.  Reach Mark Fowler via email or by phone at 778-328-2841.

Contact Shauna Newberry at Show In Motion or by phone at 250-495-5025 ex. 101 for additional information on Show In Motion’s advance warehousing and materials handling.

Please also refer to this document, provided by Canada Border Services, for more importand and helpful information. 

Finally, as an exhibitor, you need to print out another copy of WAA’s Recognition Letter and carry this one with you across the border.

Additional questions about NALSI and customs brokerage?  You may find our Q&A article in Western Ways helpful.  Of course also feel free to reach us directly.

Use NALSI’s Carrier

As noted, we have selected North American Logistics Services, Inc. (NALSI) as our customs brokerage and transportation service provider to facilitate logistics involved with shipping conference materials domestically or across the border. 

About 7-8 weeks before the conference, NALSI will distribute their instructions kit to each exhibitor via e-mail.  The instructions kit which will include shipping information and necessary forms for customs and transportation and shipping labels.  NALSI will then follow-up with the exhibitors, from whom they have not heard, to ask if their services are desired and to answer any questions.

Once the necessary customs and transportation paperwork is completed (NALSI can assist), NALSI will pick up your packaged materials for transport to Vancouver using one of its contracted carriers.  Materials will arrive in Canada, passing through customs (if applicable), directly to NALSI’s bonded warehouse.  Boxes are then shipped, in bond, to the hotel for load-in and are cleared on the show floor (this is known as the “border-to-show” system).  In this scenario, NALSI reports and clears your goods with Canada Customs for you.  NALSI will also complete the return customs process with U.S. customs after the show.       

It is still your responsibility to print out a copy of WAA’s Recognition Letter indicating that our event qualifies for the Foreign Organization Remission Order, and carry it with you across the border.  Please read this letter. 

Please also refer to this document, provided by Canada Border Services, for more helpful information. 

NASLI charges a fee for each of their services: transportation, receiving/advance warehousing, and customs brokerage.  Please contact NALSI directly with your package details to obtain a quote for the services your desire.  Reach Mark Fowler via email or by phone at 778-328-2841.

Additional questions about NALSI and customs brokerage?  You may find our Q&A article in Western Ways helpful.  Of course also feel free to reach us directly.

Download NALSI's Customs Clearance Kit.

Tags: