Delegations, Courtesy Calls & Study Tours
As the largest city in Canada and home to about 2.8 million people, the City of Toronto hosts many delegations from around the world seeking to learn about municipal government and exchange information.
Delegations to the City of Toronto can range from a brief courtesy call, to a multi-faceted study tour information programs spanning a number of days.
- national and international dignitaries visiting Toronto
- international City-to-City Partnership delegations
- international or national celebrities or personalities
- technical exchange programs
Courtesy calls are primarily diplomatic or formal ceremonial meetings. Official gifts are often exchanged and the official visitors’ book is signed.
Courtesy calls are from:
- national or international dignitaries or celebrities
- politicians representing local, national and international locations
Please review the criteria below and submit your request for a courtesy call by sending an email to the Chief of Protocol.
- The date of the visit
- The name of the dignitary
- The curriculum vitae of the dignitary
Study tours offer visiting delegations an in-depth look into how Toronto’s government works, offers them the opportunity to adopt best practices from other jurisdictions and on-site learning opportunities that may include visits to City Council, technical visits and visits to a number of City of Toronto locations.
Please review the criteria below and submit your request using our online request form.
The following criteria must be met before a study tour request is considered:
- The requested day and time of the study tour is between the hours of 8:30 a.m. and 4:30 p.m., Monday to Friday, excluding statutory holidays.
- City staff subject matter experts are available to participate in the program at the requested time. For example, this could include respective division staff, Strategic Protocol & External Relations staff, elected representatives and external partners.
- Meeting space is available at the requested time.
- The request is relevant to City of Toronto’s areas of responsibility.
- All study tour requests must be accompanied by an official letter of request from the level of government or organization sponsoring the visit. The letter must include the following details:
- Confirmed date of delegation visit
- Where the delegation is from (city, region, country and level of government)
- Delegate names
- Delegate titles
- Leader of the delegation
- Purpose of visit
- Key areas of interest within the City of Toronto and a list of specific questions for each area of interest
- Name of interpreter accompanying the delegation if language interpretation is required.
Fees For Study Tours
Fees will be charged for visits by international delegations booked through tour operators/ private organizations.
The fee structure (including all taxes) is:
|Duration of visit||Cost (before tax)||Cost including HST|
|Half (½) day||$1,500.00||$1,695.00|
|One (1) day||$3,000.00||$3,390.00|
|Two (2) day||$5,000.00||$5,650.00|
*Please note HST may be recoverable through the Canadian Revenue Agency which administers HST returns.
- Payment must be made by credit card, certified cheque or money order a minimum of two weeks in advance of the visit.
- Strategic Protocol & External Relations must be informed of the preferred payment method in order to facilitate the payment.
- Visa, Mastercard or American Express cards are accepted.
- Once an invoice has been issued, credit card payments can be made via phone by calling 416-338-2503 or in-person at service windows at Toronto City Hall, North York Civic Centre, and Scarborough Civic Centre. You will need your invoice number.
- Certified cheques and money orders should be sent to Strategic Protocol & External Relations to secure the program. Cheques should be made payable to ‘City of Toronto, City Treasurer’.
- Once payment is made, a receipt will be issued.
- There are no refunds for cancelled study tours however payment may be applied if tours are postponed.
- There is no fee for official government requests which have come through the respective embassy or consulate in Canada, the Federation of Canadian Municipalities (FCM), the Canadian International Development Agency (CIDA) or from member Cities of the City of Toronto International Alliance Program. However, verification will be required from the embassy, consulate, FCM or CIDA, that the request is part of an official government visit.
- Any requests for exemptions from the above fees should be put in writing and addressed to the Chief of Strategic Protocol & External Relations.
- The City of Toronto reserves the right to decline requests. Strategic Protocol and External Relations may decline requests that do not contain adequate information or that inappropriately divert divisional resources from core business.
- Visa letters, letters of invitation and/or confirmation letters are not issued to delegations by the City of Toronto.
- Cancellations must be received a minimum of 48 hours before the scheduled event. Failure to comply may result in future requests being declined.
- The City of Toronto is not responsible for providing transport to and from the study tour location, catering, accommodation arrangements or translation services. These arrangements and costs are the responsibility of the delegation.
- Confirmation of request depends on the availability of the appropriate division staff representative, elected official and external partner.
- If insufficient information has been provided, Strategic Protocol and External Relations staff will ask for further information from the organization sponsoring the visit. No arrangements will be made until the information is provided.
- Once a request is confirmed, a program will be provided.
- Fees for visits by international delegations booked through tour operators/private organizations apply.
- Visits to City Water treatment facilities and Emergency Operations Centre are not available.
- Delegations seeking a national perspective: approach the Government of Canada, Foreign Affairs & International Trade Canada.
- Delegations seeking a provincial perspective: approach the Province of Ontario, Intergovernmental Affairs Division’s Office of International Relations and Protocol.