invitation Letters
When you register for this conference, you can request an invitation letter for your conference visa — the supporting document a visa officer needs to approve a temporary resident application. It confirms you are a registered participant and sets out your role, whether you are presenting a paper or attending as a listener, along with the venue, dates and organizer details that show why you are travelling.
This conference invitation letter for Canada is included with registration at no extra charge, and processing begins automatically once your payment clears. There is no separate request form — every eligible registrant across our 2026 and 2027 events can ask for one.
Events registered with IRCC are issued a unique special event code to help track and monitor visa processing. Applicants should tag their applications with the event’s special event code, which can be found in the letter of invitation provided by the event organizer.
If you are unable to receive a visa to leave your country or are unable to enter Canada, contact us regarding a refund.
International Exhibitor, Roaster and Exporter Space Pricing
$2,800
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Who Is Eligible
once registration is confirmed and payment is complete. Eligibility is stated on every ticket tier, so you know before you book whether letter support is included.
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Notarized Letters
Some embassies will only accept a letter that has been notarized. A notarized invitation letter for a conference is available to any registered participant for an additional $100 requested during registration or later by email. We arrange the notarization through a Canadian notary ourselves, so it is issued on the same timeline as a standard letter — request it when you register if your embassy requires one.
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What You Receive
A signed letter on official organizer letterhead confirming your name, passport details, conference title, venue, dates and participation role — presenter or attendee. It is addressed to you personally and formatted to meet the requirements of a Canadian visa office, so you can submit it with your application exactly as issued.
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Processing Time
Standard invitation letters are issued within five business days of confirmed payment, and notarized letters follow the same timeline since notarization is handled in-house. To stay on the safe side, apply at least eight weeks before your intended travel date — this leaves enough room for the visa office to process your application without last-minute pressure, especially during peak seasons when embassy wait times are longer.
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Visa Support
Supporting documents accompany the letter: venue confirmation, event schedule and organizer contact details for verification by consular staff. If your embassy requires notarization, request the notarized version before submitting your application — it cannot be added retroactively to a letter already issued.
Traveling to Canada involves advanced planning. Please determine ahead whether you will require a Electronic Travel Authorization (eTA) or VISA to enter Canada to ensure you meet all requirements and deadlines.
PLEASE NOTE:
It is the sole responsibility of the attendee to obtain the necessary paperwork for entry to Canada. The invitation letter does not guarantee that you will be granted a visa, nor does it commit to assist you in obtaining a visa. We cannot send the letter to the embassy or consulate for you, nor we can contact the embassy or consulate on your behalf. We will only issue invitation letters and cannot help with your application or with border services. It is your sole responsibility to apply for the appropriate visa with the appropriate documentation. We suggest leaving ample processing time for your entry visa. Current processing times can be found at the Government of Canada Immigration page.
info@canadacoffeeexpo.ca
Phone
+1 647 676 8900
