Guidelines and resources
Explore these resources to support your planning and ensure a respectful, inclusive and well-run citizenship ceremony:
- Reception guidelines (in-person ceremony only)
- Guidelines for posters and materials
- Social media guidelines
- Organizational signage and advertising guidelines
- Guidelines for host photography and recording
- Working with the media (in-person ceremony only)
- Gift guidelines
Reception guidelines (in-person ceremony only)
While optional, hosting a reception after the ceremony is a great way to celebrate new citizens and welcome their guests. Receptions typically include light refreshments in a warm, festive atmosphere.
As host, your responsibilities include
- introducing reception volunteers to IRCC staff
- ensuring food and beverages are ready before the ceremony begins
- setting up the reception area (tables, chairs, signage)
- greeting and guiding new citizens and their guests to the reception area
- serving refreshments to new citizens and guests
- cleaning up and restoring the venue to its original condition
- displaying signage for food allergies or sensitivities
Suggested menu and supplies
- Beverages: water, coffee, tea or juice
- Don’t serve alcohol (no beer, wine, liquor or spirits).
- Add-ins: milk, cream and sugar
- Food options: cakes, cookies, sandwiches or wraps, cheese and crackers
- Supplies:
- plates and cutlery (no corporate branding)
- biodegradable beverage containers
- napkins
- tablecloths
- centrepiece
We recommend using nut-free products and clearly labelling all food and drink items.
Hosts can also include Indigenous foods at the reception. Hospitality is an important value in many Indigenous cultures and traditions. Practices vary among First Nations, Inuit and Métis communities. However, offering food and refreshments is often a way to show welcome, respect, reciprocity and a commitment to building relationships.
When appropriate, and in consultation with Indigenous participants or the host community, citizenship ceremonies may incorporate Indigenous hospitality as part of the ceremony experience.
Examples include
- offering traditional teas, such as
- Labrador tea
- cedar tea
- locally appropriate herbal teas
- serving food, such as
- bannock
- wild berry preserves
- other culturally appropriate foods
- working with Indigenous-owned caterers, restaurants or social enterprises to provide refreshments that reflect the local Indigenous nation or region
- asking the Indigenous participant or host nation to recommend culturally appropriate foods or hospitality practices that follow local protocols
Guidelines for posters and materials
If you create a poster or other material to highlight the event, follow these rules.
What your posters or materials must include
Posters and materials must
- be in both English and French, even if the ceremony is mostly in 1 language
- be neutral, non-partisan and non-religious
- focus on the citizenship ceremony only (don’t highlight other activities or programs of the host organization or the sponsors)
- clearly state the host using phrases such as
- “[host name], Host of an Immigration, Refugees and Citizenship Canada citizenship ceremony”
- “An Immigration, Refugees and Citizenship Canada citizenship ceremony, hosted by [host name], will take place on [date]”
- use only photos you have permission to use (you own or purchased them)
- show the ceremony start time, not the registration time
- be submitted to IRCC for review and approval
- display materials in community spaces before the ceremony
What your posters or materials must not include
They must not
- include the IRCC or Government of Canada logo
- include the names or photos of presiding officials or special guests
- be displayed in ceremony spaces (lobby, registration, room itself, reception)
Optional information
Your posters or materials may include
- the host’s logo
- sponsor names or logos at the bottom of the poster
- If you include sponsors, clearly state their role. For example, “sponsor of the Immigration, Refugees and Citizenship Canada citizenship ceremony hosted by [host name].”
Social media guidelines
If you’re sharing information about a citizenship ceremony on social media, before or after the event, follow these guidelines:
Hosts
- Clearly identify your role using phrases such as
- “Host of an Immigration, Refugees and Citizenship Canada citizenship ceremony”
- “An Immigration, Refugees and Citizenship Canada citizenship ceremony hosted by [host name] will take place on [date].”
- Post in both English and French.
- Don’t include the names, photos or images of the presiding official or special guests.
- IRCC will thank the host during the ceremony and may mention them in media advisories, if applicable.
Sponsors
- Sponsors should refer to themselves as “sponsor of the Immigration, Refugees and Citizenship Canada citizenship ceremony hosted by [host name].”
- Post in both English and French.
- Don’t include the names, photos or images of the presiding official or special guests.
- IRCC won’t mention sponsors on social media, in media advisories or during the ceremony.
Organizational signage and advertising guidelines
Specific rules apply to hosts and sponsors when it comes to displaying signage and promotional content at citizenship ceremonies.
Hosts
- Hosts of non-profit organizations may display 1 or 2 bilingual banners of their organization at the back of the ceremony room or in the hallway near the reception area.
- Hosts may set up a table or kiosk featuring bilingual materials about their organization and programs.
- This must be placed at the back of the room or outside of the ceremony room, ideally in the reception area.
- IRCC will determine what’s permitted based on available space.
- Host representatives must stay at their table or kiosk.
- Hosts may not actively distribute materials at the table or kiosk—new citizens or guests must approach them voluntarily.
- Sports teams or other multicultural centres acting as hosts can request a checklist with advertising dos and don’ts from IRCC.
Sponsors
- Sponsors aren’t allowed to display signage or logos, or set up a table or kiosk at any time—before, during or after the ceremony—whether within or outside the designated ceremony area.
- IRCC can provide sponsors with a sponsor-specific checklist outlining what is and isn’t allowed.
Guidelines for host photography and recording
Ensure you have proper consent from participants if you
- plan to photograph or record the ceremony, and
- want to use the content in published materials, social media or live streaming
We strongly recommend that you make your own permission release form for ceremony participants to sign. The IRCC permission release form is for government use only and can’t be used by third-parties.
We also strongly encourage sponsors and media who want to photograph and record parts of the ceremony to use their own permission release forms.
Indigenous participants
If an Indigenous participant will be present at the citizenship ceremony, check with your local IRCC office before the event to confirm whether any parts of Indigenous teachings should not be photographed or recorded. This may include smudging, blessings or other ceremonial elements.
Livestreaming
If you want to livestream a citizenship ceremony, talk to IRCC first. IRCC officials need to inform all ceremony participants in advance.
Tips
- Record or livestream only the ceremony itself (for example, from the official opening to the platform party’s exit).
- Don’t include the preamble or post-ceremony instructions.
- You may photograph or record the reception, if there is one.
Working with the media (in-person ceremony only)
Media coverage can help highlight the significance of citizenship ceremonies. But it must be coordinated carefully to respect participants and maintain the integrity of the event.
Host responsibilities
Before involving media, hosts must
- consult with IRCC staff before sending any media invitations
- ensure media representatives understand they must use their own permission release forms when interviewing new citizens
- prepare designated interview areas at the ceremony venue
- confirm there are enough electrical outlets for media equipment
- discuss whether media risers are required for filming or photography
- inform IRCC staff or IRCC media relations of any concerns regarding media presence at the ceremony
IRCC support
IRCC staff can
- help coordinate interviews with new citizens or special guests
- provide additional support to reporters attending the ceremony
When reporters are formally invited to a ceremony, IRCC typically issues a media advisory and reporters can coordinate attendance through IRCC media relations.
More information
Gift guidelines
Hosts and special guests may choose to present gifts to new citizens as part of the celebration. Giving a gift is optional.
These gifts must
- be small and inexpensive
- be non-partisan and non-promotional (no logos)
- be bilingual
- represent Canada’s identity and values
Acceptable gift ideas
Some suggestions for acceptable gifts include
- lapel pins, key chains, badges and other mementos that represent Canada
- elected officials may give out pins or badges featuring the name of their province, territory or municipality; a non-partisan business card may be included
- Canadian flags
- books about Canadian landscapes, history, art or other subjects
- cards and crafts made by children in the community
- tree saplings
- congratulatory non-personalized letters that are bilingual and non-partisan (we won’t share the names of candidates)
IRCC guidelines on gifts
- IRCC gives federal members of Parliament (MPs) a list of new Canadian citizens (only those who’ve consented) so MPs can send personalized congratulatory letters to their new constituents after the ceremony.
- We don’t recommend congratulatory certificates, as they may be mistaken for the official Canadian citizenship certificate.
- Gifts that promote a single nationality or demographic group aren’t permitted.
Reminders
- All gifts or materials must be approved by IRCC before being distributed at a ceremony.
- IRCC occasionally works with sports team and galleries. We can provide details upon request.