When do I register?

You need to register before lobbying a public office holder. You must also log in and update your subject matter registration after you communicate with a public office holder. You have three days to update your subject matters after communicating with a public office holder.

Please see Before you register for more information.

What information do I need to register?

We explain the registration process in detail in Before you register. Please pay special attention to the registration checklist. You may also find our interpretation bulletin helpful: Pre-Registration and Post-Registration Requirements. (PDF)

Is there a fee for registering?

No. Registering is free.

Is registration online?

The Registry is an electronic system that is maintained on line. If you don't have access to a computer, please come in to our office and we'll help you register here. If you need any other assistance, please contact us.

How long does it take to approve a registration?

It depends on how quickly you provide the required documents. Even though you register on line, you need to send in two documents, a formal request for online registration and a signed and witnessed certification form. (Please see Before you register for more information.)

When we have complete and correct information, we usually process applications in a matter of hours.

If you need to register quickly, please fax, e-mail or hand-deliver your formal request and certification form — don't mail them.

I'm an in-house lobbyist. Should my company register me?

Yes. The senior officer of your company (as described below) is responsible for adding you to the list of in-house lobbyists under the company's lobbyist registration. (You should not register yourself if you are an employee, unless you are also the senior officer for registration purposes.)

If the company is already registered, the senior officer can add employees to the list of in-house lobbyists by updating the lobbyist registration.

If the company is not registered, the senior officer will need to open a new registration before employees can begin lobbying. (Please see Before you register for more information.)

Can my firm register me as a consultant lobbyist?

No. Consultant lobbyists must register themselves.

If you lobby on behalf of your firm as an employee, your firm should register you as an in-house lobbyist under its lobbyist registration.

I am a client of a consultant lobbyist, must I register?

You must register before you meet or communicate with a public office holder. If you are not communicating with any public office holders, you do not need to register. Your consultant lobbyist's registration will disclose that you are a client. See Interpretation Bulletin: Registration of Clients of Consultant Lobbyists (PDF).

Who is a senior officer?

A senior officer is the most senior paid employee or staff person of an organization that is a government; an organization related to professions, labour groups, business, industry or other for-profit entities; or another not-for-profit organization.

In all other cases, the senior officer who is responsible for filing returns of an individual, corporation or other person, or a partnership, with the Registrar.

If you're self-employed you are considered the senior officer.

If you own your own business, the senior officer is the person who is a senior officer of the business and has been made responsible for filing the returns of the business' in-house lobbyists.

Here's a link to the definition in the By-law. (PDF)

Do I have to renew my registration?

You don't have to renew your registrations, but you must keep them complete, accurate and up-to-date. For example, even if nothing else changes, in-house lobbyists will need to update their fiscal years at least once annually.

Remember: you must update your subject matters after each communication with a public office holder. (See Managing your registrations for more information.)

When do I have to update my registrations?

You need to update your registrations whenever information you've entered changes. You must update subject matters within three business days after communicating with a public office holder. For more information, please see Managing your registrations.

How do I update my registrations or change an error I've made?

You can update your registrations by logging in to your account and following the prompts. Please see Managing your registrations for more information.

If you notice an error in a subject matter you've closed, please Contact us.

Can someone else manage my registrations on my behalf?

Yes. You can appoint a delegate to enter data into the Registry on your behalf. You can appoint a delegate when you register or later on by logging in and updating your lobbyist registration.

Adding, removing or changing a delegate requires sending in a new certification form. Please see Managing your registrations for more information.

What are subject matters?

Subject matters are the topics or issues you communicate about with a public office holder. You must select your subject matter from a list. For more information, please see Before you register. You may also find our advisory bulletin helpful: Disclosing a Subject Matter. (PDF)

What level of detail do I need to provide when I register a subject matter?

After you select the subject matter from the list, you must enter additional details to help clarify it. You should enter information we can use to identify the specific decision, bill, by-law, contract, application, policy or program, etc. you'll be communicating about, including dates and identification numbers.

What if I can't find my subject matter on the list?

If you can't find your subject matter on the list, please select the subject matter that most closely resembles yours.

You must enter specific details about your subject matter, so you'll have the opportunity to explain and clarify it.

Do I have to update my subject matter registrations every time I meet with a public office holder?

Yes. You must update your subject matter registrations within three days after each communication with a public office older.

What do I do if I'm no longer lobbying certain subject matters?

If you have finished lobbying about a subject matter, you should update and close that subject matter registration. (Please see Managing your registrations for more information on how to close a subject matter.)

If you have an approved subject matter with no associated lobbying, please contact us—don't close it.

What must a lobbyist report and when must it be reported?

Each time a lobbyist engages in lobbying activity, the lobbyist must update their approved subject matter registration to include the name or position title of the public office holder lobbied, the date the communication(s) occurred and the method(s) of communication used.

Lobbyists must report their lobbying activity within three (3) business days after communication has occurred.

How do I report my lobbying activities on an approved subject matter?

1. Login to the Registry and click on the "Update" button next to the approved subject matter registration in question. Then click on the green "Continue" button at the bottom of each page until you get to the Public Office Holders (POH) that have been Lobbied screen.
2. To add a POH, click on the green "Add new POH". Choose the type of public office holder from the drop-down menu. Complete the required information and click on "Save". Please keep in mind that Employees of the City and Employees of Local Boards are indicated by position title, not by name.
3. To add one or more communications that have occurred on the same date with the same POH, select the "Communications" button next to the name of the POH. A pop-up window will appear. Using the calendar icon, select the date communication(s) occurred and check the box(es) next to the communication method(s) used. Click on "Save".
4. To add to the list of communications you've had with a POH, click on "Communications" next to the name of the POH. A pop-up window will appear showing the list of communications reported. Click on "Add Communication". This adds a new row to the list. Using the calendar icon, select the date communication(s) occurred and check the box(es) next to the communication method(s) used. Click on "Save".

For example: A telephone call, an e-mail and a meeting that took place on July 5, 2010 between the registrant and a councillor are all listed under one date.

A different example: A telephone call on one day and a meeting on another day would require two separate dates of communication under the public office holder listed.

If you have any questions or concerns regarding entering dates and methods of communications please call the Office of the Lobbyist Registrar at 416-338-5858.

What is "grass-roots" lobbying?

Grass-roots refers to a technique that encourages individual members of the public or members of an organization to communicate directly with public office holders. These efforts usually include mass letter-writing and fax campaigns, telephone calls to and meetings with public office holders.

You don't have to register to participate in a grass-roots lobby if your lobbying occurs during a specified period, but you do have to register to initiate one. Approved grass-roots campaigns can operate for two weeks. Longer campaigns must be re-registered. Here's a link to more information on grass-roots lobbying.

How does the Lobbying By-law affect unions?

Unions and labour groups acting on behalf of employees of the City of Toronto or one of its local boards (restricted definition) do not have to register when communicating about normal labour-relations matters.

When not acting on behalf of City or local board (restricted definition) employees, or not communicating about normal labour-relations matters, unions and other labour groups must register.

Normal labour-relations matters include such topics as compensation, work-place issues, collective bargaining, grievances, etc.

Here is a list of exempted employee and labour group that do not have to register when communicating about normal labour-relations matters. (PDF)

How does the Lobbying By-law affect not-for-profit organizations?

Not-for-profit community service sector organizations are generally exempt. Not-for-profit organizations that represent or are related to for-profit interests (for example, organizations related to professions, labour groups, business or industry) or are funded to promote for-profit interests are not exempt and must register when lobbying. Please see this interpretation bulletin (PDF) for more information.

How does the Lobbying By-law affect City processes for planning and licensing approvals and for submitting bids or proposals?

You do not have to register to follow established City procedures for filing applications, requesting grants, or submitting bids.

If you communicate outside of approved channels about your application, you will need to register. Lobbying about an active City procurement process is not permitted.

Does lobbying for appointments to City agencies, boards and commissions require registering?

Yes (unless your communication is otherwise exempt).

Can lobbyists give gifts to public office holders?

Lobbyists can't offer, provide, or bestow gifts or entertainment of any kind to public officer holders. For more information, please see the Lobbyists' Code of Conduct.

The codes of conduct for public office holders impose additional restrictions. Please see Related City policies and protocols.

Can lobbyists invite public office holders to events?

It depends on the circumstances. Lobbyists can't offer, provide or bestow gifts or entertainment of any kind.

If there is a charge for the event, lobbyists can't provide tickets free of charge; however, public office holders may be able purchase tickets themselves.

If an event is free but includes a meal or entertainment, lobbyists should not invite public office holders, especially if the reason it's free is because a for-profit interest is paying for everything.

Lobbying during public events is not permitted.

Do I have to report government funding?

Yes. If your company (or, if you're a consultant lobbyist, your client) received government funding in the past year, you have to report it during registration.

Please see Before you register for more information.

What about lobbying on a contingency or success-fee basis?

You can't lobby the City of Toronto or its local boards (restricted definition) on a contingency or success-fee basis.

The Lobbying By-law (PDF) bans any arrangement in which a lobbyist agrees to be paid only in the event of a decision in a client's favour.

What about client confidentiality?

The Lobbying By-law (PDF) does not exempt any paid lobbyist, including lawyers. If you lobby on behalf of a client, you must register as a consultant lobbyist and identify your client.

For special cases where safety is a concern, please contact us.

If I talk to the Lobbyist Registrar, is our conversation confidential?

We provide confidential advice and our investigations are confidential. However, the Registrar may make a public report to City Council regarding an investigation.