Timelines for planning citizenship ceremonies

This section contains policy, procedures and guidance used by IRCC staff. It is posted on the department’s website as a courtesy to stakeholders.

45 days before the ceremony

Notify and consult with the citizenship judge or volunteer presiding official.
Consult with the host organization and sign the hosting agreement.
Visit and check facilities for suitability.
Enter as many details as possible in the Global Case Management System (GCMS).
Make arrangements with the commanding officer of the Royal Canadian Mounted Police (RCMP) detachment.

Notify National Headquarters (NHQ) about the appearance of any prominent guests attending the ceremony.
If required, request delegation from the Registrar of Citizenship for a person (other than a citizenship judge) to preside over the ceremony.
Enter additional event details in GCMS.
Start planning ceremony logistics.
Advise the RCMP detachment by email or by telephone.
Make arrangements with the Canadian Forces or veteran representative.
Advise the Immigration, Refugees and Citizenship Canada regional communication representative if there is likely to be media interest.
Select candidates for citizenship and verify certificates.
Prepare the Notice to Appear and Information Sheet for candidates.
Prepare a draft of the program in consultation with the host group.

Verify that certificates are properly prepared and adhere to the applicable policies for names and dates of birth.
Verify that the effective date on the printed certificate is the actual date of the citizenship ceremony.
Send the Notice to Appear and Information Sheet to candidates.
Prepare a list of candidates for registration at the ceremony (nominal roll).
Tabulate the number of countries of origin represented.
Prepare documents for the ceremony (e.g., oath forms, commemorative certificates).
Make arrangements for security, if required.
Make arrangements for citizenship staff to attend.
Prepare a sequence of events.
Consult with the judge or presiding official.
Review the proposed program with the host organization and then print the programs.

Confirm the availability of citizenship staff.
Confirm the attendance of special guests, including guest speakers, musicians and choirs.
Brief volunteers, if applicable. Arrange for “O Canada” cards and pins.

Brief staff.
Confirm any special arrangements (if necessary, arrange for a dress rehearsal).
Verify that certificates are correct. Check each candidate’s name and date of birth, and ensure that the effective date is the actual date of the ceremony.
Ensure that certificates are in the order they will be presented.
Arrange for a sound system and a recording of “O Canada”, if needed.
Review the prepared program.

2017-10-16