How to host a ceremony

• Finalize the ceremony’s date and venue.
  Things to keep in mind

  • Have a backup plan in case rescheduling is needed.
  • Be mindful of any possible cultural or religious observances related to the chosen date.
• Meet with us in person, virtually or by phone.
  Topics to discuss

  During the meeting, we’ll go over details, including:

  • the presiding official
  • special guests and guest speakers
  • bilingualism requirements (we’ll give you a bilingualism guide)
  • themes
  • logistics
  • national anthem: choose between a live performance or an audio recording

  
  

  For an in-person ceremony, we’ll also review:

  • venue requirements and backup plans for outdoor locations
  • venue capacity to accommodate new citizens and their guests
  • reception plans (optional)
• Review and sign the hosting agreement we’ll give you.
  What to expect in the agreement

  • It defines the roles and responsibilities of both IRCC and your organization.
  • It can be adapted to the specifics of your ceremony.
  • If you host multiple times a year, only 1 agreement is needed.
  • However, if your organization hosts ceremonies in different regions, separate agreements are required with each local IRCC office.
• Share contact information for special guests, guest speakers and other key participants.

• Attend weekly meeting with ceremony organizers to discuss ceremony logistics.
• Conduct a site visit of the venue with IRCC staff.

• Create and submit an invitation list to IRCC for approval.
• Send special guest invitations, if applicable.
  • Typically, IRCC officials send the invitations.
  • In some cases, IRCC may approve the special guest list and authorize the host to send the invitations.

• Arrange entertainment, performers or a musical interlude, if applicable.
• Confirm any special venue arrangements, such as how ceremony participants and IRCC officials will access venues that charge admission.

• If an Indigenous participant is involved and you, as the host, are working directly with them, coordinate the following:
  • any ceremony requirements such as smudging, introductions and offerings
  • preferences for receiving ceremonial items
  • their profile for introduction by the presiding official

• Provide the local IRCC office with client-facing information (such as parking information, building access, directions) for inclusion in ceremony invitations.
• Plan the layout of the venue: chairs, stage, podium, tables, green room, registration and reception area.
• Decide if a news release is needed.
• Plan the reception (optional).
• Recruit volunteers to serve as ushers and reception hosts (include bilingual volunteers).
• Share public transportation details with IRCC staff.
• Book a photographer, if needed.
• Book audiovisual setup (optional but recommended).
• Finalize catering and floral arrangements, if applicable.
• Organize a clean-up committee.
• Consider offering water to attendees using biodegradable containers (no plastic bottles or cups).
• Discuss ideas for small gifts (optional) to be given out at the receiving line, including cost and bilingual messaging.

• Review the detailed sequence of events prepared by the clerk of the ceremony.
• Confirm any special arrangements for guest speakers, performances, music or entertainment, such as smudging ceremonies or security requirements.
• Review the host representative’s remarks with IRCC staff.
• Address any special requests from participants.

• Prepare a news release.
• Invite media outlets.

• Finalize the reception menu, considering dietary restrictions.
• Start media promotion, if applicable.
• Consider attending an in-person ceremony if you’re unfamiliar with how a ceremony unfolds.

• Test all sound and lighting systems.
• Confirm that all media files, such as audio and videos from IRCC, have been received and work correctly on the devices being used.
• Brief volunteers and assign their ceremonial duties.
• For a virtual ceremony:
  • Confirm that IRCC staff have given you the video conference link.
  • Ensure all technological equipment is working properly.
• For an in-person ceremony:
  • Set up the venue, including seating, the stage and signage, if possible.
  • Finalize reception plans.

• Arrive at the venue or sign in to the virtual ceremony at the time indicated by IRCC.
• Ensure all facilities and equipment are in order.
• For an in-person ceremony:
  • Greet new citizens and guests warmly as they arrive.
  • Use bilingual greetings (“hello, bonjour”) when welcoming guests and redirect to bilingual staff if needed.
  • Remove or cover any advertising or religious symbols in ceremony-related areas.
  • Advise IRCC staff of any last-minute changes or issues.
  • If media are present, identify and help the media.
  • Set up the reception area for post-ceremony celebrations.

If the anthem performer cancels at the last minute, play the official O Canada video provided by IRCC. Don’t substitute an unprepared singer.