How to host a ceremony

Explore the steps, guidelines and best practices that will help you host a memorable citizenship ceremony.

Steps to host a ceremony

Contact us

If you’re interested in hosting a citizenship ceremony, submit your hosting request by
- email, or
- mail to your closest Immigration, Refugees and Citizenship Canada (IRCC) office
To avoid delays, send your request only once.

What to include in your request
1. Use the subject line in your email or letter:
  “Citizenship Ceremony Hosting Request – [Proposed date]”
2. Tell us in English or French:
  - name of your organization
  - brief description of your organization
  - contact person’s name, telephone and email
  - type of citizenship ceremony you’d like to host (in-person or virtual)
  - proposed dates for the ceremony
  - for an in-person ceremony, also include:
    - proposed venue
    - room capacity (ideally large enough to accommodate candidates and their guests)
    - accessibility details, such as
      - washrooms
      - accessible parking
      - wheelchair access
      - mobility aids
      - seating areas
    - an alternate venue if ceremony is planned outside (in case of rain)
Work with us to plan the ceremony

We’ll respond to your hosting request so we can start planning the ceremony together. The handy checklists below show what you can expect:

Start preparations early to ensure a smooth event.

IRCC staff will take your suggestions into account, but ceremony details will only be finalized once officially confirmed by IRCC.

Stage 1: 45 days before the 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.

With 2 weeks to go, it’s time to finalize the schedule and confirm all arrangements.

Finalize ceremony details

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.

Media relations, if applicable

In-person ceremony planning, if applicable

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.

With the ceremony just around the corner, it’s time to finalize technical setups and brief your team.

Stage 4: 2 to 3 days before the ceremony

Test all sound and lighting systems.
Confirm that all media files, such as music and videos, have been received and successfully tested 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.

It’s ceremony day! Make those final touches and give warm welcomes to everyone involved.

Stage 5 : The day of the ceremony

Arrive at the venue or sign in to the virtual ceremony at least 45 minutes early.
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.

have a detailed and organized plan
consult with IRCC staff at every stage of planning
welcome all cultures in your community
show sensitivity to community issues
choose a venue that is appropriate for the theme of citizenship
cover or remove any signage or symbols that reference alcohol, advertising or religion
select a venue or location that the general public can access
keep local IRCC staff informed by copying them on emails to special guests (if applicable)
for bilingual ceremonies (ceremony conducted in English and French),
- have at least 1 bilingual staff or volunteer present at the ceremony or direct ceremony guest to a bilingual IRCC official
- ensure guest speaker remarks are bilingual or have equal balance of French and English speakers present at the ceremony

share personal, political, religious or controversial points of view
promote, advertise or sell any product, service or business
ask a host representative or other individual to preside over the ceremony
assign a presiding official such as a citizenship judge or volunteer presiding official – only IRCC officials can assign presiding officials
organize a ceremony that’s exclusive to candidates of a specific ethnic, religious, gender or age group
create or distribute a “congratulatory certificate” – this may be mistaken for the official Canadian citizenship certificate
produce or share any ceremony-related materials or instructions for special guests without IRCC approval