PROCEDURAL GUIDE FOR PLANNING CONGRESS, FAIRS AND EXPOSITIONS IN MEXICO

1. INTRODUCCION

The Government of Mexico and its dependencies recognize the importance and potential that the worldwide market of conventions, congresses, fairs, exhibitions, and similar events represents in the acquisition of foreign currencies. Nowadays, such form and integral and economically viable part of the country’s tourist activity.

Likewise, it recognizes that these markets differ in their fostering, promotion and stimulation of individual or group tourism, and that, because of their individual characteristics, it is necessary to grant the professional organizers certain supports and aids to carry out their events in our country.

The Secretariat of Tourism, the Secretariat of Finance and Public Credit, and the National Migration Institute are pleased to issue this procedural manual, which familiarizes the organizer and promoter of this type of events with the mandatory procedures for the introduction of merchandise into national territory as required for the performance of their event.

It is important to distinguish between the different types of EVENTS that can be carried out in Mexico and the customs laws to which the merchandise is subject.

2. DEFINITIONS

2.1 Congress.- A congress is defined any business meeting, generally sponsored by the participants, which has as its objective the realization of a professional and/or academic exchange on a subject of interest.

The participants at the congress may vary in number and origin. This, in turn, may be performed periodically or sporadically as a function of the participant’s interest.

Within this category one may include the seminars and business meetings which have objectives of professional and academic exchange, even in the case that the sponsorship was provided by a private public entity.

2.2 Conventions.- A convention is defined as of being of commercial character, generally sponsored by a single private or public entity, which has as its objective the development of a market for certain products or brands.

Conventions, like congresses, include a technical program in which the participants familiarize themselves with, and engage in negotiations concerning, a specific field of business. Since the execution of conventions depends on the interest of the sponsoring entity, the time and space may vary.

In Mexico, its common to call incentive trips “conventions,” since the manager operating and sponsoring these events is the same. However, the presence of a technical-commercial objective and programs of this type establish the difference.

2.3 Fairs and Exhibitions.- A forum which can substitute a market, and where different products from specific issue, can be displayed to target a market on a determined place.

DIFFERENCES BETWEEN FAIRS AND EXHIBITIONS

2.4 Incentive Trips.- This is a program that offers a series of alternatives for rewarding a company’s workers and motivation to better develop their workers activity for the benefit of their company’s objective.

Among the principal incentive mechanisms are incentive trips, which are very popular in developed countries.

3. MERCHANDISE CLASSIFICATION FOR IMPORTATION INTO MEXICO

3.1 Administrative Consumption Materials

Are all those office materials that, for the purpose of event administration, must be imported for their utilization and consumption during the event, These include, among others: paper products, carbon paper, copy adhesive tapes, paper clips, typewriter or computer ribbons, binders, folders, correctors, pencils, erasers, cards, etc.

3.2. Distribution Materials

Are all those materials, which, for the purpose of the meeting, will be distributed free of charge to registered attendees of the same. These include: ID badges, ID badge holders, event publications, binders, portfolios, blocks of paper, markers or pens, souvenirs, etc.

3.3 Administrative Equipment

Is that equipment which is temporarily imported for its use during the event. It includes, among other things: typewriters, computers, ID badge makers, office supplies, which will be returned to their country of origin.

3.4 Displays, stands, samples, and equipment

And similar materials that are temporarily imported for display or use in the exhibits of commercial and industrial conventions or fairs. This includes printed materials, small samples without commercial value, and similar elements.

4. GUIDE FOR MEETINGS, FAIRS, AND EXHIBITIONS IN MEXICO

If you are an organizer of congresses, conventions, fairs, or exhibitions, and want to hold your event in Mexico, or you are a participant or exhibitor in this type of event, you must comply with the following requirements in order to enter the country and import the merchandise you need.

4.1. Procedures with the migratory authorities

If you live abroad, in order to enter Mexico you need to have a tourist migratory from (FMT). However, if you are an organizer or participant in an Industrial or Commercial Exhibition or Fair, it is recommended that you use the special migratory form for businessmen (FMN) designed by the Mexican government.

It is worth mentioning that this migratory form only applies to the countries that are members of some Free Trade Agreement. It can be obtained in any Mexican Embassy or Consulate. We suggest you do so prior to your arrival in Mexico.

Likewise, we suggest you go to the Mexican government offices abroad and verify if as a result of your country of origin, you are required to obtain a visa. If so, it is recommended that you do it in advance, since this procedure may take up to 35 days to be processed.

4.2 Procedures for the temporary importation of merchandise

4.2.1. National Conventions and Congresses

To be able to hold events in Mexico, you must comply with the following requirements:

The convention must be organized abroad by residents of other countries or by residents of Mexico. In this last case, the events must be for foreign corporations.

The temporarily imported distribution materials, which are to be distributed to the event attendees, must be identified by stamps or marks, which individually distinguish them as being destined for the event in hand.

For these type of imports, it is necessary to use a petition, and do so through a customs agent.

Proof of the merchandise's return to another country designated as distribution materials is not required, so long as it has a unitary value not greater than the equivalent in Mexican currency of 50 U.S. dollars.

When, for the purpose of the international convention or congress, merchandise is imported which does not meet the aforementioned criteria, it must be exported back once the event has ended.

The merchandise that doesn’t meet the aforementioned requirements will incur taxes, using a petition and the services of a customs agent.

In addition to the above, the following criteria must be met:

The administrative equipment, the consumption materials, the displays, stands, and similar equipment must be presented to customs upon entrance.

Importation is not performed by means of a temporary importation request, but rather by means of a petition and through a customs agent.

Regarding the temporary importation of equipment and apparatuses which is considered fragile, it is recommended that, upon arrival at the international airport and presentation of the declaration, they should identify themselves as participants in the international convention or congress and request that the merchandise be transferred to freight customs to be shipped. The rest of the procedure will then be the responsibility of the convention or congress organizer, and always through a customs agent.

If you have any questions about the permits or for introducing your products or merchandise, at the end of this manual the telephone numbers and offices that will assist you are listed.

4.2.2. International Exhibitions

To organize a fair or exhibition in our country, and to bring and show the products of the various exhibitors and participants, the following must be taken into account:

To introduce merchandise into the country, it is necessary to hire a customs agent and present a petition through him/her.

You must request from General Customs Administration an authorization so that the locations destined for the realization of the events are temporarily considered Fiscal Deposits. You will have to request it at least 15 days in advance, unless merchandise control services of a previously authorized General Deposit Warehouse are contracted, and you have the corresponding space card.

This authorization can be requested by means of your representative or the customs agent you have hired.

Remember that the following requirements must be fulfilled:

• There must be a minimum of 5 foreign exhibitors without permanent establishment in Mexico.
• A document must be presented in which the organizers assume full responsibility with the importer in the case of unfulfilled legal obligations.
• The documentation that accredits the advertising of the event must accompany the application.
• The maximum duration of the exhibition must not exceed one month.

5. INFORMATION

For more information, we recommend you call any of the following numbers:

Secretariat of Tourism
(55) 251 6300

Tourism Promotion Council of Mexico
01 800 44 MEXICO

Secretariat of Finance and Public Credit
General Customs Administration
(55) 5228 3421

National Migration Institute
(55) 5387 2448

Mexican Association of Fair, Exposition, and Convention Professionals (AMPROFEC)
(55) 5604 4627

National Association of Reconvention Offices and Similar Organisms (ANDOC)
01 800 1227544

Mexican Fairgrounds Association (AMEREF)
(333) 343 3000