Authorization process
Six controlled stages between registration and issuance
Nothing is issued on trust. Each stage has a documentary gate, a named reviewer and a recorded decision. The file cannot advance until the preceding gate is cleared.
Stage 01
Sponsor registration
Service level · Same day
A Canadian registered company creates a sponsor account and records its legal name, incorporation jurisdiction, business number, GST/HST registration, registered address, trading history and authorised signing officer.
- Corporate identity captured exactly as registered
- Signing officer named and contactable
- Account access restricted to the sponsor
Stage 02
Corporate due diligence
Service level · 7–12 business days
The sponsor uploads the documentary checklist. Rutalien's compliance desk reviews legal standing, trading history, financial capacity, tax position, ownership, insurance and reputation. Each document is individually accepted or rejected with a reviewer note.
- Item-level accept or reject with written reasons
- Notarisation and authentication verified on required items
- Sanctions, adverse media and ownership screening
Stage 03
Exhibition application
Service level · 1–3 business days
An approved sponsor selects an exhibition, counter type and quantity, states the commercial purpose and the products to be displayed, and requests a setup date. Rutalien confirms the allocation against live inventory.
- Inventory confirmed before any fee is invoiced
- Commercial purpose assessed against the exhibition sector
- Application reference issued for all correspondence
Stage 04
Delegate registration
Service level · Sponsor-led
The sponsor registers each foreign partner who will attend: full name, nationality, date of birth, passport number and expiry, role, employer, plus a passport data-page scan and a compliant photograph.
- One record per attending individual — no group entries
- Passport validity checked against the exhibition dates
- Photograph and passport scan stored in restricted storage
Stage 05
Delegate undertaking
Service level · Return before issuance
Rutalien generates a per-delegate undertaking PDF. The sponsor forwards it to the foreign partner, who signs it and returns it. The signed copy is uploaded, and each delegate is then individually verified or refused.
- Undertaking bound to the delegate, sponsor and exhibition
- Signed return required before the file can be issued
- Delegate-level verification recorded with reviewer notes
Stage 06
Serialized issuance
Service level · 1–2 business days
Once the sponsor, application and every delegate are cleared, Rutalien issues the corporate invitation instrument: a multi-page PDF carrying a barcode, unique serial number, counter reference, delegate particulars with photographs, and the binding terms of participation.
- Unique serial with checksum, printed under the barcode
- Public serial verification available to any counterparty
- Instrument can be revoked at any time with reason recorded
After issuance
The instrument stays under Rutalien control
An issued invitation remains a Rutalien document. It carries an expiry date, can be revoked for cause, and its status is always the status returned by our verification desk — not the status printed on any copy in circulation.
Verification
Anyone holding the serial can confirm validity, sponsor, exhibition, counter reference and delegate count.
Revocation
Misuse, misrepresentation or withdrawal of the sponsor's approval revokes the instrument immediately, with the reason recorded.
Audit trail
Every submission, decision, issuance and revocation is logged with actor and timestamp for the retention period.