Visitor Visa Guidelines for Performing Arts Organizations and Visiting Artists

Many Canadian arts organizations present performances by foreign artists, be it occasionally or regularly. 

Presenting foreign artists is exciting. It adds elements of diversity to one’s programming, and it may foster reciprocal cultural exchanges.

At the same time, presenting foreign artists may involve multiple administrative requirements, such as the visitor visa.

Here are important steps presenting organizations should consider before they book a foreign artist.

1. Verify the requirements for entry.

First, verify the entry requirements for each visiting artist based on their respective passport country of issuance.    

Depending on their passport country of issuance, visiting artists, as well as their crew members, may or may not need a visitor visa (also called a temporary resident visa):

• Visa exempt countries
• Visa-required countries

Visiting artists and crew members from visa-required countries must apply for and obtain a visitor visa before they travel to Canada. In addition, they might also be asked to give biometrics. Biometrics requirements must be met before the visa application can be processed.

This form can be used to find out the exact entry requirements for each visiting artist and crew member. At this stage, it would be helpful to collect the names, roles, permanent addresses, and passport issuing countries of each visiting artist and crew member, so they can be assisted throughout this process based on their individual circumstances. This spreadsheet template can be used to collect this information.

2. Initiate the visitor visa application process well ahead of the performance.

If you wish to present artists from visa-required countries, start the process as early as possible. 

At minimum, visiting artists and crew members should submit their visa applications 6 months before the first performance date in Canada.

Be mindful that some countries may have particularly long processing times. If the average processing time for the artist’s passport country of issuance is greater than 6 months, add a 2 month buffer. For example, for an average processing time of 7 months, the artist(s) and crew members should submit their visa applications 9 months before the first performance date.

If the anticipated first performance date in Canada is earlier than these minimum timeframes, we strongly advise that you postpone your event date. Do not run the risk of programming an event and being forced to cancel it because of visa delays.

3. Register the event with the Special Events Unit (optional).

If the event includes at least 10 performers and crew members from a visa-required country, you might want to register your event with Immigration Refugees and Citizenship Canada (IRCC)’s Special Events Unit. Once you’ve registered your event, the Unit can provide valuable information and support. For example, they may notify visa offices abroad about a registered event, which can in turn enable visa offices to plan for the timely processing of artists’ and crew members’ visa applications.

Notes: 

• IRCC instructs that you should complete the Notice of an International Event or Meeting form at least 6 months before your event start date.
• If the event is part of a tour, a single event registration is required for the entire tour. In this case, registration is normally done by the organization presenting the first performance in Canada.
• If the event does not include a minimum of 10 performers and crew members from a visa-required country, you may still be able to benefit from the support of the Special Events Unit via CAPACOA (see below).

4. Assist visiting artists in their application process and monitor progress.

• Provide a letter of invitation to the visiting artists based on this template. If you offer any kind of financial support towards travel and accommodation costs, make sure to mention this in the letter.
• Inform the artists about the process.
  • Notify them of the entry requirements (see above). 
  • Direct them to the visitor visa webpage where they will find information about the steps to apply and the documentation they should supply with their application.
  • Encourage them to supply all supporting documentation, such as their travel history, their itinerary, their account statement, and your letter of invitation. Any documentation providing evidence that the artist will leave Canada after their performance(s) may improve the application’s chances of success.
• Applicants should vigilantly monitor their visa application through the Application Status Tracker throughout its process.
  • Applicants should check the “Your next steps” section regularly. 
  • Applicants should also consult the “Applications details”. If any section has a “waiting on you” status, they must take the required action(s) promptly, be it a request to make a payment, to provide biometrics, to provide supplementary documentation, or to send in their passport.
  • If the applicant has not yet provided biometrics, they will receive instructions to do so. Application processing will not begin until biometrics are provided. Hence, failure to provide biometrics in a timely manner will result in unnecessary delays.
  • Applicants should not passively wait for email or mail notifications. Email notifications may be filtered out as spam by their email client. Mail may be lost. This is why it is crucial for applicants to actively monitor their application status.
  • Find out more about monitoring an application’s status here.

5. If unusual delays occur…

If the artists and their crew members initiated their visa application process within the minimum timeframes (see above); 

AND, 

If visa applications are still not approved six weeks before the date of travel to Canada:

• Your event is registered with the Special Events Unit? Follow up with them – they will inform the Visa Application Centre about your upcoming event.
• Your event was not eligible for registration? You may still be able to access support from the Special Events Unit via CAPACOA.

If two weeks after your follow-up, with either the Special Events Unit or via CAPACOA, there is still no progress with the pending application(s): 

• Seek assistance from your Member of Parliament’s riding office. While your MP may not influence or expedite a visa application process, they may inquire about its status. This has been known to help stalling applications.
• The applicant should write and submit a letter requesting priority processing. This letter must include a clear justification and be accompanied by supporting documentation. The letter must be sent to the organizer’s MP office.

6. If a visa application is denied…

1. Notify CAPACOA. Send us an email and include all information requested in this case template. The information you provide will help us advocate for further improvements to visa processing.
   
2. If the visa applicant can supply additional documentation to assure they will leave Canada by the end of their authorized stay, they may submit a new application along with a letter requesting priority processing. Be mindful, however, that this second application may also be unsuccessful.

7.  Have a Good Show

If you follow these steps correctly, visiting artists and crew members should obtain their visas on time for their performances in Canada.

Once visiting artists and crew members obtain a visa and are ready to travel to Canada, make sure that you provide them with 24-hour contact information from your organization.

This contact is helpful in the following situations:

• An artist needs to contact you due to travel delays
• An artist is asked by a border services officer to provide such information 

You should also encourage all visiting artists and crew members to have your letter of invitation ready to present at the border as they may be asked to provide one when they enter Canada.

Other requirements for visiting artists

Electronic travel authorization

Even if the visitings artists hold a passport from a visa-exempt country, they may likely need an Electronic travel authorization (commonly referred to as eTA) to fly to a Canadian airport.

Work permit

The visitor visa and the work permit are two distinct and independent entry requirements. Visiting artists who are only performing an existing show (but are not rehearsing or contributing to a production in Canada), or who are only working as guest artists for a time-limited engagement, are exempt from work permit requirements according to regulation R186(g). On the other hand, artists invited to contribute to a new production (for example, as a stage director, designer, or performer) are subject to work permit and LMIA requirements.

International taxation

Every Canadian organization that makes a payment to a non-resident artist or company for services rendered in Canada must withhold and remit a 15% withholding tax (arts organizations established in Quebec are also subject to additional withholding requirements). In addition, there are information return obligations for the Canadian payer as well as tax return obligations for the non-resident artists.

Read more about international taxation.