Food and Horticultural Products Import Guide for Trade Fairs and Shows in Canada

Exhibitors' Responsibilities

You have decided to exhibit your products at a trade fair in Canada!

This guide sets out the special conditions that apply to importing food and horticultural products for a show or trade fair. In Canada, the import of these products is mainly regulated by the Canadian Food Inspection Agency (CFIA).

Product safety: The importer or importer's legal representative is responsible for ensuring the safety of the food products that will be offered for tasting during the course of the event. This means ensuring that the products are transported, stored and displayed in conditions that prevent any deterioration of the product. Unsafe or infested products must be returned to their place of origin or be destroyed under CFIA supervision.

Sales ban: Exemptions to the various laws and regulations enforced by the CFIA are provided when the products are being imported solely to be presented at shows or trade fairs. Selling such products at these events is prohibited. Distributing the products outside the exhibition premises including food banks is also forbidden, unless prior special permission has been obtained from the CFIA.

Permits and letters of authorization: A number of products are subject to very strict controls and must comply with the conditions listed on the permit to import or in the letter of authorization. If the products do not comply with the stated conditions, they will not be allowed into Canada. Fees are charged for each permit.

Preauthorization: The permits and authorizations mentioned in this guide should be obtained ahead of time if you want to avoid any unpleasant last-minute surprises. Information about applying for the required documents can be obtained from resource persons mentioned in this guide for each product category. You can find out from the exhibit organizers whether there is an official broker for the event.

Other departments and agencies: In this guide you will also find references to other government departments that may be involved in controlling the import and export of some of the products mentioned.

Regulatory changes: A change in a country's sanitary status or in certain conditions set out in this guide may occur. It is therefore recommended you check at the time of shipping that you are providing all the required documents, taking into account last-minute changes.

The information below is provided for guideline purposes only. Additional information on the CFIA's import requirements for specific products can be found by using the CFIA's Automated Import Reference System (AIRS). For information, go to the CFIA website: www.inspection.gc.ca/english/airse.shtml.

If you have questions you can contact the CFIA's Area Import Coordinator in your region.

Meat and Meat Products

The conditions below apply to meat products derived from mammals or birds, but does not include meat of reptiles, amphibians, or marine mammals. The conditions apply to all food products that contain meat, poultry and meat by-products regardless of quantity of meat in the final product or state of processing, ex canned versus raw meat.

Import Conditions for Show or Exhibition:

From the United States:

Pork and Chicken

  • 100 kg or less: Proof of origin, such as a customs invoice, is required upon arrival of the goods.

Beef

  • 100 kg or less: Official meat inspection certificate issued by the USDA veterinarian with applicable BSE (Bovine Spongiform Encepathology) required statements

From other countries:

NOT ALL MEAT PRODUCTS CAN BE IMPORTED UNDER SAMPLE PROVISION. SOME COUNTRIES ARE PROHIBITED FROM IMPORTING SAMPLES TO CANADA. AN ANIMAL HEALTH RISK ASSESSMENT MAY BE REQUIRED.

  • IMPORT MEAT SAMPLES FROM OTHER COUNTRIES WILL REQUIRE AT MINIMUM AN ANIMAL IMPORT PERMIT. THIS PERMIT MUST BE ISSUED BEFORE THE PRODUCT ARRIVES IN CANADA.
  • 100 kg or less: Eligibility is dependant on type, level of processing, and country of origin of the meat product. A copy of the import permit issued by CFIA prior to arrival in Canada, and other required documents as stated by the import permit, must accompany each shipment. Export Certificate of Origin must be issued by an official of the exporting country and must be issued in either English or French.

Resource Person:Your initial contact should be the Import Specialist, Meat Programs in the CFIA Area Office where you will be exhibiting or CFIA National Import Service Centre.

Other Requirements:

The Department of Foreign Affairs and International Trade (DFAIT) is responsible for issuing permits for the import of certain meat products. These products may be imported without a permit, but they will be subject to higher customs tariffs.

Some meat products are also regulated by Environment Canada which is responsible for the implementation of the Convention on International Trade in Endangered Species of Wild Fauna and Flora (CITES).

Milk and Dairy Products

To enable entry of dairy products into Canada, the importer must meet the requirements of the CFIA’s Terrestrial Animal Health Division and Foreign Affairs and International Trade Canada (DFAIT).  These authorities should be contacted for information on import permits, requirements, and tariff quotas.

Definition: A dairy product is defined in the Dairy Products Regulations as: “milk or a product thereof, whether alone or combined with another agricultural product, that contains no oil or fat other than that of milk” e.g. butter, cheese, milk powder, etc.

A milk product as defined by the Terrestrial Animal Health Division means any of the following: partly skimmed milk, skimmed milk, cream, butter, buttermilk, butter oil, whey, whey butter, or whey cream, in concentrated, dry, frozen, or reconstituted or fresh form. This does not include milk proteins, milk sugars, and milk enzymes.

Products Import Conditions for show:

From the United States:

  • 100 kg or less: Proof of origin, such as customs invoice, label or import declaration form.

From other countries:

  • 100 kg or less: A permit to import * or proof of heat treatment (Zoosanitary Export Certificate of Origin) is required for the milk products defined under the Animal Health programs that is partly skimmed milk, skim milk, cream, butter, buttermilk, butter oil, whey, whey butter, or whey cream in concentrated, dry, frozen, or reconstituted or fresh form. Export Certificate of Origin must be issued by an official of the exporting country and must be issued in either English or French.

FOR IMPORTS FROM OTHER COUNTRIES THE CERTIFICATE MUST INDICATE THE CFIA APPROVED TREATMENT THE PRODUCT HAS UNDERGONE

  • Other dairy products: Proof of origin, such as customs invoice, label or import declaration form.

Resource Person: Your initial contact should be the Program Specialist, Dairy Program in the CFIA Area Office where you will be exhibiting or you can contact CFIA National Import Service Centre for more information.

Eggs and Eggs Products

Importations of eggs and egg products as samples that are destined for food exhibition may be imported under the exemption of animal health requirements if the importer has a Permit to Import Samples. These items must be detained at the first point of arrival and the CFIA must be contacted for authority to release. Other government requirements may also apply.

Definition: Shell eggs, whole eggs, egg yolks, egg whites, egg mix or egg products (with eggs accounting for 50 % of the weight) in their liquid, frozen or dehydrated states.

Products Import Conditions for show:

Maximum quantity :

  • 5 cases (5 x 30 dozen) of shell eggs or 100 kg of processed eggs.

From the United States :

  • Proof of origin, such as a customs invoice, label or customs import form.

From other countries :

  • Import licence or or proof of heat treatment (Zoosanitary Export Certificate of Origin) for whole eggs, egg yolks egg whites and egg mix in their liquid, frozen or dehydrated states : proof of origin, such as a customs invoice, label or customs import form. The zoosanitary export documentation pertaining to the shipment must clearly describe the thing(s) and the region, country or zone of origin. The document must contain a statement of an approved treatment. The export document must be issued by an inspector designated for such purposes by the central veterinary service of the country of origin.

Resource Person:Your initial contact should be the Program Specialist, Egg in the CFIA Area Office or Animal Health Area Officewhere you will be exhibiting and / or you can contact CFIA National Import Service Centre for more information.

Other Requirements:

A permit to import can be issued by the Department of Foreign Affairs and International Trade (DFAIT). Egg products may be imported without a permit, but they will be subject to higher customs tariffs.

Aquatic Animals including Fish, Shellfish and Other Seafood

Definition: Fish, crustaceans, mollusks, other seafood and marine animals and all products that are composed thereof.

Import Conditions for Show or Exhibition:

Aquatic animals and fish and seafood products may require either an aquatic animal health permit and/or a fish import license or exemption permit.  All import requirements can be found in the Automated Import Reference System (AIRS).

Products must meet the requirements of both programs before importation and it is recommended contact be inititiated with the Aquatic Animal Health Program.

Once a determination is made if there is an Aquatic Animal Health requirements contact can be coordinated with the Fish Inspection Program for issuance of licence or exemption permit.

Aquatic Animal Health Program:

If the species to be imported is a species listed on Schedule III then an aquatic animal health import permit will be required.

Fish Inspection Program:

  • 1000 or more: A Fish Import Licence will be required.
  • 1000 kg or less: Written authorization. The letter requesting authorization must describe the product and must specify the quantity and origin.

Note:

Vacuum-packed smoked fish products must be frozen at the time of production, imported frozen and kept frozen until used when the oxygen permeability of the packaging material is less than 2000 cubic centimetres per square metre over 24 hours at 24°C and 1 atmosphere.

Live or raw molluscan shellfish, whether frozen or unfrozen, must be harvested, handled and processed in a manner to ensure that the products are safe for human consumption (as per Section 6.(1)(b) of the Fish Inspection Regulations).  More information can be found on the Importing Live and Raw Molluscan Shellfish page.

Resource Person:

To obtain an aqautic animal health import permit contact your nearest Animal Health Area Office.

To arrange for a Fish Import License or other documentation, your initial contact should be your local Fish Inspection Office.

Other Requirements: Some marine products are also regulated by Environment Canada which is responsible for the implementation of the Convention on International Trade in Endangered Species of Wild Fauna and Flora (CITES).

Fresh Fruits and Vegetables

Definition: All produce that is marketed in import or interprovincial trade, supplied fresh to the consumer or for food processing for example fresh fruits and vegetables, nuts, and edible mushrooms and truffles.

Import Conditions for Show or Exhibition:

Letter of Exemption: A letter of exemption issued by the CFIA to the attention of the importer or broker must accompany each consignment of the product. This letter of exemption is valid only for the duration of the show.

Permit to import and phytosanitary certificate depending on the origin and nature of the product. A permit must accompany shipments of root crops , but no permit is required for other vegetables without soil. No permit is needed for tropical fruits, but fruits grown in temperate regions are subject to evaluation, and a permit must be applied for.

Permit to Import: According to section 29 of the Plant Protection Regulations, an importer must obtain a Permit to Import before a regulated commodity is permitted to enter Canada. Information concerning regulated commodities can be obtained from the Automated Import Reference System (AIRS). The permit may specify certain import conditions (e.g. treatments at origin, additional certification requirements, etc.) which the importer, in turn, must forward to the exporter before the commodity is shipped to Canada. The application for a Permit to Import enables the CFIA to advise an applicant whether the material they intend to import is prohibited or restricted from entering Canada. Therefore, a person is advised to apply for a Permit to Import well in advance (e.g. 6 weeks) of the shipment being exported from the country of origin.

Application for Permit to Import you should forward to:
CANADIAN FOOD INSPECTION AGENCY
59 Camelot Drive
Ottawa, Ontario, Canada, K1A 0Y9
Email: permitoffice@inspection.gc.ca
Phone: +1 613 773 7361 fax: +1 613 773 7229 and can be obtained from:
Application for Permit to Import Plants and Other Things under the Plant Protection Act (CFIA/ACIA 5256)

Resource Person: Your initial contact should be the Program Specialist, FF & V or Plant Programs in the CFIA Area Office where you will be exhibiting and/ or  you can contact CFIA National Import Service Centre for more information.

Processed Fruits and Vegetables, Honey and Maple Products

Definition: Fruits and vegetables that have been canned, cooked, frozen, concentrated, marinated or otherwise processed. Honey and maple products such as syrup, sugar and maple taffy. Processed foods must be sound, wholesome, fit for human consumption, manufactured from sound raw materials, and packed under sanitary conditions.

For more information on Import requirements for Processed Products (fruits, vegetables and maple products) go to the following link: http://www.inspection.gc.ca/english/fssa/protra/cdnreqe.shtml

Import Conditions for Show or Exhibition:

Products imported for a national or an international exhibition are exempt if the shipment weighs 100 kg or less and is not for sale. Custom invoice and import declaration form marked “for exhibit, food show, taste/ test marketing”.

Resource Person:Your initial contact should be the Program Specialist, Processed Fruits & Vegetables, Honey, Maple in the CFIA Area Office where you will be exhibiting.

Alcoholic Beverages

Definition: All beverages with more than 5% of alcohol.

Products Import Conditions for show:

  • Import control is ensured by the provincial and territorial liquor control boards.

A current listing of provincial and territorial liquor boards can be viewed on the CFIA web site.

Other Requirements:

Some alcoholic beverages contain animals that might be regulated by Environment Canada which is responsible for the implementation of the Convention on International Trade in Endangered Species of Wild Fauna and Flora (CITES).

Products in the Non-Federally Registered Food Sector

Definition: All other food products not included in the above-mentioned categories.

Import Conditions for Show or Exhibition:

Presentation of customs invoice upon reception of the merchandise. No specific exemptions apply. The importers, exhibitors or their legal representatives are responsible for ensuring that the products offered for tasting are safe and should have appropriate specifications and testing for micro, chemical (pesticides, heavy metal, non permitted colours etc.) including allergens.

Resource Person: Your initial contact should be the CFIA National Import Service Centre for more information.

Pet Food

Definition: Products that fall under the pet food policy include, but are not limited to the following examples: commercially prepared foods (wet and dry, shelf stable products) for animals such as: dogs and cats, and exotic pets (reptiles, lizards, bearded dragons, turtles, tortoises, etc.); laboratory animals, zoo animals, birds, ornamental fish, rabbits, ferrets, and other small mammals or pocket pets; raw pet food (for retail sale) also called Biologically Appropriate Raw Food (BARF) diets; pet treats ; rawhide ; compound chews; dried pig/cattle ears, snouts; bones as chews (small to large); cow hooves (stuffed or natural); bull pizzles, trachea, weasand; other body parts of ovine, bovine and porcine origin used as pet chews; pet supplements (mixtures containing vitamins, minerals, and other ingredients) and oils (fish, including salmon);commercially prepared samples for laboratory analysis and/or feeding trials or exhibition/trade show display.

For more information go to Pet Food Policy which governs the importation of pet food, treats, chews, etc. into Canada: http://www.inspection.gc.ca/english/anima/heasan/pol/ie-2001-9e.shtml

Pet food samples for exhibitions and other commercial purposes

Samples for pet food exhibitions containing ingredients of animal origin imported into Canada require:

Import permit – The importation is subject to a case by case evaluation by National Headquarters. At the end of the show the pet food must either be removed from the country (re-exported to the country of origin) or disposed of as detailed in the conditions of the import permit. The import permit will list the brand name, the packaging and the quantities of the product being imported; the name and address of the producer; mention of samples for display only; not for sale or distribution; name and location of the exhibition; and disposal conditions for the product remaining in Canada.

For Import Permit Application go to the following link: http://www.inspection.gc.ca/english/anima/imp/perme.shtml
Click on Application for a Permit – PDF format
Complete the application and addendum.

Submit a fully completed import permit application package Area Program Specialist, Animal Health Programs. For listing please see link: http://www.inspection.gc.ca/english/anima/heasan/offbure.shtml

Resource Person: Your initial contact should be the Animal Health Area Office where you will be exhibiting or you can contact the CFIA National Import Service Centre for more information.

Horticultural Products

Import Conditions for Seed Grains:

No specific conditions, provided no seed grain is distributed during the show

Seed Intended for Propagation: Seeds can present a plant health risk to Canadian agricultural and forestry resources. Seed and seed debris can act as a pathway for the movement of pests and allow pests of quarantine significance to gain entry. The seed of some plants is prohibited as the plant health risk can not be mitigated. Seed of Prunus, and Rhamus is prohibited for Plum pox virus and Crown rust of oats, respectively. Prohibited seed and seed requiring treatment will be identified when screening the application for a plant health import permit.

http://www.inspection.gc.ca/english/plaveg/for/seede.shtml

Also refer to the ABC’s of Seed Importation into Canada http://www.inspection.gc.ca/plants/seeds/imports/abcs-of-importation/eng/1347740952226/1347741389113 for detailed import conditions.

Resource Person: Your initial contact should be the Horticulture Specialist in the CFIA Area Office where you will be exhibiting and/ or you can contact the CFIA National Import Service Centre for more information.

Import Conditions for All Other Types of Plants:

Permits to import: The person in charge of the event in Canada must submit a permit application request to the CFIA permit office in Ottawa. The application must specify the scientific and common names and precise origin of each plants. The permit application must be filed at least two months in advance.

Permit to Import: According to section 29 of the Plant Protection Regulations, an importer must obtain a Permit to Import before a regulated commodity is permitted to enter Canada. Information concerning regulated commodities can be obtained from the Automated Import Reference System (AIRS). The permit may specify certain import conditions (e.g. treatments at origin, additional certification requirements, etc.) which the importer, in turn, must forward to the exporter before the commodity is shipped to Canada. The application for a Permit to Import enables the CFIA to advise an applicant whether the material they intend to import is prohibited or restricted from entering Canada. Therefore, a person is advised to apply for a Permit to Import well in advance (e.g. 6 weeks) of the shipment being exported from the country of origin.

Application for Permit to Import you should forward to:
CANADIAN FOOD INSPECTION AGENCY
59 Camelot Drive
Ottawa, Ontario, Canada, K1A 0Y9
Email: permitoffice@inspection.gc.ca
Phone: +1 613 773 7361 fax: +1 613 773 7229 and can be obtained from:
Application for Permit to Import Plants and Other Things under the Plant Protection Act (CFIA/ACIA 5256)

For information on Application, procedures, issuance and use of a Permit to Import under the Plant Protection Act go to the following link: http://www.inspection.gc.ca/english/plaveg/protect/dir/d-97-04e.shtml

Other Requirements:

Some plants intended for infusion may be regulated by Environment Canada, which is responsible for the implementation of the Convention on International Trade in Endangered Species of Wild Fauna and Flora (CITES).

Resource Person: To arrange for import permits (if required) and documentation, your initial contact should be the Program Specialist Plant Protection in the CFIA Area Office where you will be exhibiting and/ or the CFIA National Import Service Centre.

Other Requirements:

Some seed grains and horticultural products may be regulated by Environment Canada which is responsible for the implementation of the Convention on International Trade in Endangered Species of Wild Fauna and Flora (CITES).

Other Requirements: Department of Foreign Affairs and International Trade (DFAIT)

DFAIT

The Export and Import Controls Bureau of the Department of Foreign Affairs and International Trade is responsible for the issuance of permits for goods on the Import Control List and Export Control List under the authority of the Export and Import Permits Act. The following agricultural products are or will be subject to controls:

Agricultural Products subject to Import Controls:

  • Chicken, Turkey
  • Broiler Hatching Eggs and Chicks, Shell Eggs and Egg Products
  • Cheese
  • Butter, Margarine
  • Ice Cream, Yogurt, Other Dairy Products
  • Barley and Barley Products
  • Wheat and Wheat Products
  • Beef and Veal from Non-NAFTA countries (North American Free Trade Agreement)

Contact:

Department of Foreign Affairs and International Trade (DFAIT)
Export and Import Controls Bureau
Lester B. Pearson Building
125 Sussex Drive,
4th Floor C Tower
Ottawa ON K1A 0G2
Telephone: 613-996-2594
Facsimile: 613-996-0612
eics.scei@international.gc.ca

Other Requirements: Environment Canada

Environment Canada

Canada is a signatory to the Convention on International Trade in Endangered Species of Wild Fauna and Flora (CITES). This international agreement allows more than 160 countries to exercise control over the import and export of more than 30,000 plant and animal species and their derivatives listed in one of the three appendixes of the Convention.

Appendix I lists the most endangered species for which international trade is not permitted. Canadian regulation forbids all trade activities including sale, distribution or promotion of these species or their derivatives unless it is subject to a specific exemption. As examples within animal species: primates, felines, cetaceans, cervids, bovids, parrots, turtles, crocodiles, molluscs and others. Within plants: cacti, orchids, euphorbias and others. The scientific name (genus and species) must be known to obtain the permit prior to import and the importer must ensure that the species are not listed on the appendix I.

Appendix II and III list the species that are allowed for international trade with a valid foreign CITES export permit. The CITES permit must be obtained prior to export from the CITES Management Authority of the country of export. The permit is valid only for one use unless otherwise indicated. An export permit from the Canadian authority is required to return the merchandise to the origin. Appendix II provides examples of some mammal species, birds, reptiles, amphibians (some frogs), fish (sturgeons) and plants, such as American ginseng and Asiatic ginseng.

In Canada, CITES is enforced under the Wild Animal and Plant Protection and Regulation of International and Interprovincial Trade Act (WAPPRIITA). The Canada Border Services Agency (CBSA), the Canadian Food Inspection Agency (CFIA) and the Royal Canadian Mounted Police (RCMP) assist the Canadian Wildlife Services law enforcement officers from Environment Canada in the implementation of the CITES.

For more information:

Convention on International Trade in Endangered Species (CITES)
Canadian Wildlife Service
Environment Canada
Ottawa, Ontario K1A 0H3
Telephone: 1-800-668-6767
Facsimile: 819-953-6283

Web sites:

Environment Canada: http://www.ec.gc.ca/nature/default.asp?lang=En&n=1BC82E16-1
Secretariat CITES (Suisse) :http://www.cites.org/

CFIA Area Import Coordinators

West (British Columbia, Alberta, Saskatchewan, Manitoba and the Territories)
Nerissa Allen
4321 Still Creek Drive
Burnaby, BC V5C 6S7
+1 604-666-8813
Nerissa.Allen@inspection.gc.ca

Ontario
Latika Mogla
1050 Courtneypark Drive East
Mississauga, ON L5T 2R4
+1 289-247-4051
Latika.Mogla@inspection.gc.ca

Quebec
Nathalie Boucher
2001 University Street, Suite 671-X
Montreal, QC H3A 3N2
+1 514-283-3815 extension 4311
Nathalie.Boucher@inspection.gc.ca

Atlantic (New Brunswick, Nova Scotia, Prince Edward Island and Newfoundland)
Luce Petitclerc
1081 Main Street
P.O. Box 6088
Moncton, NB E1C 8R2
+1 506-851-3015
Luce.Petitclerc@inspection.gc.ca

National Import Service Centre
Telephone and EDI: 1-800-835-4486 (Canada or U.S.A.)
+1-289-247-4099 (local calls and all other countries)
Facsimile: +1-613-773-9999

Checklist

Be sure to check the following points:

  • Check which category your products are classified in.
  • The broker/ importer should go through the CFIA Automated Import Reference System (AIRS) to find out the specific import requirements such as import permits, certificates or licenses.
  • Make sure that your representative or broker fills in and submits the permit or authorization applications two or three months before the event. Importations of high risk products, for example dairy products, that are destined for trade shows and exhibitions may be imported under the same Terrestrial Animal Health Division requirements as a commercial shipment or with an animal health import permit.
  • Importation of meat products destined for show or exhibition, from some countries will require an import permit before the product arrives in Canada with a case-by-case evaluation. An animal health risk assessment may also be required. Any high risk animal or plant products that are new to the Canadian market may require a product ASSESSMENT, and this information should be forwarded to the appropriate commodity program a few weeks in advance.
  • Check whether you need to contact another department to obtain a permit or special licence.
  • Make sure that all the products you intend to exhibit are mentioned clearly on the declarations and invoices that you submit to Canadian Border Services Agency (CBSA) and CFIA. The weight of each product for which you are applying for a permit or authorization SHOULD NOT exceed the allowed limit (where applicable).
  • The importer or importer's legal representative is responsible for ensuring the safety of the food products that will be offered for tasting during the course of the event. This means ensuring that the products are transported, stored and displayed in conditions that prevent any deterioration of the product. Unsafe or infested products must be returned to their place of origin or be destroyed under CFIA supervision.
  • Exemptions to the various laws and regulations enforced by the CFIA are provided when the products are being imported solely to be presented at shows or trade fairs. Selling such products at these events is prohibited. Distributing the products outside the exhibition premises including food banks is also forbidden, unless prior special permission has been obtained from the CFIA.

If you have questions you can contact the CFIA's Area Import Coordinator in your region.