WHTC Visa Information
Visa Requirements and Application
Please refer to the IRCC website to learn about a temporary resident visa (visitor visa) and the application process. All participants applying for a visa to attend the event should apply for their visa via the IRCC Secure Network. Tag your visa application (Form IMM 5257) with the special event code provided by the Organizer.
Note that applications are assessed individually, and the assigned special event code provided on the invitation letter does not guarantee a favourable outcome. Applicants must meet all the eligibility criteria and visa applications are considered on a case-by-case basis based on the information presented by the applicant.
Processing Times
Processing times vary by visa office and season. We advise starting your visa application process as early as possible and checking processing times on the IRCC website. Failure to apply early might lead to your visa application not being processed in time for the conference and no refunds will be issued for the registration fee.
Biometrics Information
If you are required to complete biometrics, you will be issued a Biometrics Instructions Letter (BIL) after submitting your application. You may then schedule an appointment at any Visa Application Centre (VAC) to complete your biometrics. To find your closest VAC, click here. IMPORTANT: To prevent possible delays, please schedule your appointment as soon as you receive your BIL. You must complete your biometrics before IRCC can start to process your application.
Some delegates will not need to complete biometrics. If you qualify for an exemption, you will not receive a BIL and IRCC can start processing your application. To find out if you need to give biometrics, visit this link.
Visa Invitation Letter
All delegates who require a visa to enter Canada may request an official Letter of Invitation from the conference organizers upon registration to help facilitate the immigration process. Please note that Letters of Invitation are only issued to delegates who have paid their registration fees in full. The letter aims to assist participants for their travel to Canada and does not imply any commitment for the Conference Organizer to provide financial support. Please note that cancellations after the pre-registration cut-off may result in a partial or full cancellation fee.
A visa invitation letter is no guarantee to receive a visa and it is the sole responsibility of the attendee to contact the embassy or consulate to obtain the necessary paperwork for entry into the country.
Visa Refusal – Reconsideration Requests
All visa applications are assessed on their own merit based on the information provided by the applicant. Applying with a Special Event code enables IRCC to monitor the processing of the cohort, however, it does not automatically lead to approvals. It is the responsibility of the applicant to satisfy the processing officer. In saying so, applicants may choose to re-apply or submit a reconsideration request. More information about re-consideration requests can be found below:
- A reconsideration request is a written request to an officer to ask them to reconsider a decision. This can be done via the IRCC web form
- The decision maker may exercise discretion to reconsider, or refuse to reconsider the applicant’s request for reopening of a previous decision. However, reconsideration should only be done in exceptional
- An applicant’s dissatisfaction or disagreement with the decision does not by itself qualify as an exceptional case.
When receiving a refusal letter, most applicants will also receive an Officer Decision Notes document. This document provides applicants with a bit more transparency regarding the refusal and may help them to address their refusal reasons (should they re-apply or submit a reconsideration request). Additionally, a list of required and recommended documents to submit with a visa application can be found on this webpage (under ‘to visit for business’). It is ultimately the responsibility of the applicant to satisfy the visa officer.
Helpful Links
Find out if you require a visa to travel to Canada.
Check processing times
Check your application status