Preparing for and attending trade shows can be one of the most complicated things a business can contend with. There’s nothing quite like showing off your goods to excited audiences around the world, but what do you need to get your goods where they need to go? Is there a trade show import timeline for US and Canada shows? Is the process more involved when you import for a trade show? Is there less? These are all common questions, and the answer, like everything else in the world of international trade, is more complicated than you might imagine. 

If you’ve never imported for a trade show, right now is the best time to learn what you need to know, and if you’ve done this before, a refresher makes all the difference at your port of entry.

An Example

Let’s talk a bit about how this can look for a temporary importer and the kinds of things in this scenario that interest the Canada Border Services Agency (CBSA) and Customs and Border Protection (CBP). 

Let’s imagine a small business with a remarkable product that it intends to bring to a trade show in Houston, Texas. They are absolutely certain that his new invention will be a market disruptor, so they book their booth, prepare their promotional materials, fill a big box with his incredible product, and head to the border, unaware of the process of getting customs clearance for a trade show in the US. 

Unfortunately, our business did not realize that the bottle of window cleaner they brought for the display case would require a declaration and, more than that, would likely require a statement under the Toxic Substances Control Act (TSCA). 

They also didn’t know that their promotional material, thanks, in part, to the end of di minimis shipping in the US, would likely require a consumption entry AND potentially a full entry complete with duty and tax.  

Finally, they did not realize that his incredible world-changing product could require either a consumption entry or an entry bond. If it’s dutiable, then a temporary import bond could be a great way to save at Customs despite the tighter timeline and risk of a penalty. Alternatively, if the goods aren’t dutiable, they need to calculate the best course of action and whether it’s worth the extra administrative work and the risk. 

As you can see, our heroes are not prepared in the way he thought they were, and now they’re late, agitated, and probably out a few hundred dollars worth of penalties - a poor start to their tour of the US. Fortunately, you can avoid his fate thanks to a simple checklist that will set you up for success as you bring your own incredible work to tradeshows across the continent. 

Checklist for Importing Trade Show Materials into Canada & the US

There are a few differences between heading to a trade show in the US and one in Canada, but there are more things that are the same, and that is where we are going to begin. Regardless of where you are headed, these are good steps to take to ensure that you won’t be taken by surprise when you reach the border. 

Take Inventory

It’s a good idea to start by making a list of what you want to bring to the show, including details on the country of origin and value for each item, before splitting the list into two sections.

Section One

Section one includes anything you could leave behind without having to bring it back. This includes anything you would use, consume, give away, or sell while in the country.

Section Two

The second section is for everything you will bring home.

Remove Purchasable Products

It helps if you, at this point, contemplate what items you could potentially purchase when you are there as opposed to importing them; a good example would be cleaning supplies. Even something as simple as glass cleaner is a potential headache at Customs in surprising ways. Taking the time to purchase supplies in the country you are visiting will go a long way towards eliminating risks when clearing Customs.

Are The Goods Eligible?

Now that you have a good list of items you intend on importing, this is your opportunity to double-check with Canada Border Services Agency (CBSA), US Customs and Border Protection (CBP), the relevant Participating Government Agency, or your Customs broker to see if there are any unforeseen restrictions on the goods you are looking to take to the show.

Of course, if you are looking for a quick way to make sure this is done correctly and thoroughly, then you are encouraged to get in touch with the team at PCB. We can make sure your goods tick all the right boxes early, so you can cross with confidence. 

Marking, Quantity, and Packaging

You should also take this time to make sure that any samples you may be bringing meet marking regulations and are within the country's quantity and packaging requirements. Like anything else, a failure to properly adhere to these regulations could mean delays at Customs. 

Entry Type

This is the step where working with a broker can be so important. Determining the best type of entry to use for your goods is a fundamental step, and your broker will be able to help with your timeline requirements and potentially reduce your costs at Customs through this conversation.

Time Limits

This is vital to keep in mind - many temporary imports and sample imports have a specific export-by date within which they must return in a certain time frame. It is crucial that you take note of the entry date to make sure you do not go past expiry because if you do, then not only do duties and tariffs apply, but you also may be subject to hefty penalties. 

It is not uncommon in these preventable cases for the payouts to be worth more than the shipment itself, so move cautiously.

Trade Show Importing into the US

The above will get you in the read space to start, but if you are going from Canada into the US, there are specific things you should be aware of as you move through the process. 

Is Your Import Duty Free?

If your import is being imported under a Temporary Import Bond (TIB) for a trade show or if it is eligible to be imported under a free trade agreement, it could be imported duty-free. It is worth remembering, however, that de minimis shipping is no longer in play in the US, and if you are a regular importer, many things that might have previously fallen under its purview now will require a full entry. 

Is A Merchandise Processing Fee Applied?

Unless your goods fall under a free trade agreement (which you should take the time to check with your broker and find out), a Merchandise Processing Fee (MPF) will, in nearly every case, apply along with standard duties. If you are unsure what an MPF is, we have the perfect blog for you that covers all the details. 

Your Recommended Entry

Consumption entries are recommended for anything that is consumable, duty-free, or FTA eligible. 

At the same time, any trade show goods eligible for a temporary import bond where the duty is above $500.00 USD should probably be imported under a Temporary Import Bond. These bonds cover items imported with the expectation that they will be exported within six months, with some limited commodities pushing that timeline to 12. It’s a risk/reward situation, however, as everything that was entered under a TIB MUST export in the TIB time frame, or it will be subject to penalties.

Errors You Will Most Often See

When it comes to temporary imports into the US, the most common errors we tend to see are in packaging and invoicing. It is worth paying attention to your packaging, specifically on things like giveaways, which should be labeled separately from the booth itself. Consumable goods cannot be brought in under a TIB and must be entered through a consumption entry. 

This is particularly useful later, should you be flagged for an inspection, because it helps CBP identify what is returning and what is staying in the US. 

Another common mistake is operating on the assumption that exporting is just a matter of getting your goods across the finish line on time. Just exporting isn’t sufficient - the goods must be reviewed and inspected by CBP before they can return. In general, it is advisable to hire the services of a skilled freight forwarder, like the ones you’ll find at PCB Freight Management, who can help to make sure not only do you meet the timeline but also that the proper check-in protocols are met prior to export.

Trade Show Importing Into Canada

Canadian importing, regardless of how much you intend to do, is now run through the CARM Client Portal. It is the primary way that importers interact financially with the CBSA. As a trade show importer, this will not be different for you, so getting comfortable with what you need to do is of the utmost importance. 

Letter of Recognition

Before we get to CARM, however, the International Events and Convention Services Program (IECSP) is part of this process as well, when importing into Canada. This program was developed to encourage businesses and organizations to hold trade shows, conventions, events, and exhibitions in Canada. Through this program, they provide guidance and information to facilitate event participants, foreign exhibitors, and temporary imported goods and materials into and out of Canada.

CBSA offers the IECSP to provide you with a single primary contact for federal government services and requirements related to international events and conventions taking place in Canada.

Some trade shows will receive a letter of recognition from CBSA, provided to the event organizer. If the trade show you are attending has a letter of recognition, you can contact the event organizer to request a copy.

If your Trade Show has a letter of recognition, the letter will contain:

• The name and type of event
• The date and location of the event
• The expected number of participants
• Who is responsible for processing any CBSA documents
• Event Organizer
• Customs Broker
• Delegated Representative
• If applicable, a note requesting that the event be considered for Border to Show Service
• What goods can possibly enter duty-free and/or receive partial relief from GST/HST

Do not forget to do this, and if you do investigate whether the event has been approved by the CBSA, don’t forget to travel with your letter that supports the purpose of the entry!

Is Your Import Duty Free? Tax Free?

If your goods are listed in the above letter, then they can enter duty-free, but regardless, you are still going to need a bond. Bonds are somewhat complicated, and you should absolutely work with a broker to make sure you’re covered on every front, but the short version is that importers, even temporary ones, need to post their bond in the CARM Client Portal. The difference between you, importing goods for a trade show, and a regular importer is that you are also going to need to apply for a Temporary Admission Permit (TAP). 

Unfortunately, the process for getting a TAP is a bit beyond the purview of this blog. You are highly encouraged to speak with your broker well in advance of your crossing to ensure you have what you need both in the CARM Client Portal and in terms of your TAP documentation.

We discuss the change from Temporary Import Bonds to this new system through CARM in a different blog, and we encourage you to give it a read if you are looking for more information. 

Why You Should Declare Your Trade Show Imports

It should go without saying, everything that crosses the border needs to be declared, regardless of the occasion, and not doing so is very illegal. 

Not only does negligence of this kind lead to significant delays in your journey, but Customs can also seize and even destroy goods imported illegally, so there is a monetary reason to do this right. Additionally, Customs can revoke your importing privileges, which means that your efforts at that trade show may be for naught! 

You are encouraged, at every step, to get in touch with your broker first to make sure you have everything you need BEFORE you attempt to cross. For expert service that will let you focus on the parts of attending a trade show that actually matter - get in touch with our team today, and we will set you up for success quickly, easily, and headache-free.