Travel & Transportation

IDEA is proud to be an organization that represents a diverse membership from over 25 different countries around the world. Our conferences have always been and will always be open to anyone who has an interest in district energy, regardless of immigration status or nationality. We will strive to assist anyone traveling internationally to an IDEA conference by providing any and all information and support that we are able.

Immigration, Refugees and Citizenship Canada (IRCC) Requirements

In preparation for our event, IDEA has registered the 2026 IDEA Annual Conference and Trade Show with the IRCC to assist with the processing of Visa applications from our attendees.

 

Please review this information on what documents you need for entry to Canada. Here you will find a full list of those countries for which a Visa and/or Electronic Travel Authorization (ETA) is required.

 

Click here for step-by-step instructions on how to apply for a Visa and how to submit an ETA Application. 

 

If you need to apply for a Visa, IDEA will provide you with an invitation letter once you have registered for the conference. Requests should be directed to Cheryl Jacques and must include the following information:

  • Participant’s full name (as per their passport) AND,
  • Participant’s date of birth AND,
  • Passport country of issuance AND,
  • Passport expiration date AND,
  • Visa application number (ex. V123456789)

Getting to Ottawa

Ottawa is closer than you think!

  • Ottawa sits between Montreal (to the east) and Toronto (to the southwest), right on the Ontario-Quebec border. Ottawa is actually closer to Montreal (~2 hrs) than to Toronto (~4.5 hrs). 
  • Syracuse, Rochester, and Buffalo, NY are the nearest US cities, both within about 3–4 hours.
  • Boston and NYC are further southeast, roughly 6–7 hours away by car or a quick 90-minute flight.  

Air Travel

Ottawa International Airport (airport code: YOW) is only 20 minutes from downtown Ottawa. A number of airlines provide non-stop service to Ottawa from many cities. We recommend taxis or Rideshare (Uber/Lyft) to/from the airport. 

  • Taxi - pick-up
    The queue forms outside the centre door on Level 1 of the airport. Fully accessible vehicles are available upon request - please speak to the on-site attendant.
  • Ridesharing – pick-up
    Head to Pillars 12 and 13 outside of Level 1 (pick up and drop-off is along the curb furthest from the terminal)
  • Taxi & Ridesharing - drop-off
    Level 3 (Departures) 

Airline Discounts

IDEA has arranged for discounted group travel discounts on flights to Ottawa. Check back often as more airline discounts are added!

Airline

Discount

How to Book

AirCanada

For North American Travel: 

5% applies on standard fares

10% on flex fares & higher.

 For International Travel:  

10% on standard fares & higher.

12% discount on Business Class fares (exception: 5% on the lowest Business Class).

 

Valid for Travel between

Friday, June 12 – Friday, July 3, 2026.

 

NOTE: IDEA must have a minimum of 10 guests flying to Ottawa on AirCanada from multiple cities in order for the discount to apply.

Flights must be booked online at aircanada.com.  

 

Enter Promotion Code N9KHH6K1 in the Promotion Code Box to receive the discounted rate.

 

Only applies to flights made to Ottawa (YOW).

Porter Airlines

Porter Airlines is proud to offer up to 10% discount on available base fares (with the exception of the lowest class fare during a public seat sale) for travel to and from IDEA 2026 over the following dates:

 

Travel to Ottawa: Sunday, June 21-Friday, June 26

Travel from Ottawa: Tuesday, June 23-Sunday, June 28

Note: IDEA must have a minimum of 100 guests flying to Ottawa on Porter from multiple cities in order for the discount to apply. 

Flights must be booked online or through your travel agent using promo code “IDEA26”.

 

The discounted fares are available for booking from March 16 - June 26, 2026.

WestJet

WestJet is pleased to offer 5% off Econo* and 10% off EconoFlex and Premium base fares for travel within Canada and between Canada & US. No discount will apply to Ultra Basic or Business class bookings.

 

Valid for travel to Ottawa, ON Canada between Friday, June 12-Tuesday, July 7, 2026

 

NOTE: IDEA must have a minimum of 25 guests flying to Ottawa on WestJet from multiple cities in order for the discount to apply.

Flights must be booked online at westjet.com.

 

Travelers must enter Coupon Code 8J1Y7HH when booking to receive the discounted rate.

 

(NOTE: Travel Agents making reservations in GDS must enter Promo Code YBC41).

 

Only applies to flights made to Ottawa, ON Canada (YOW).

Traveling to Ottawa by Train

Take a relaxing train journey to Ottawa from destinations across the country on Canada's passenger train service.

VIA Rail Canada offers a laid back way to travel between Canadian cities. Conveniently, there are numerous daily departures from major cities in southern Ontario and southern Quebec, including Toronto and Montreal.

 

Ottawa's Central Station is just minutes east of downtown, and a satellite VIA Rail station is located to the west of the city at Fallowfield-Barrhaven.

IDEA is pleased to provide the following ViaRail Canada discount for IDEA 2026 participants. Visit Via Rail Canada for schedules and fares, and use the discount code below to save! 

Discount

How to Book

10% off the best available fare in Economy, Economy Plus, Business, Business Plus, and Sleeper class.

 

Discount does not apply to any Escape fares and Prestige Class.

Subject to the conditions and restrictions of the fare plan to which the additional discount is being applied.

 

Valid for Travel between all stations throughout the VIA system to/from Ottawa between Wednesday, June 17 – Wednesday, July 1, 2026.

 

NOTE: Discount is limited to a maximum of two passengers per booking.  

Tickets must be booked online at Via Rail Canada.  

 

When booking, click on the Add a Discount Code field, select Conference Fares, and enter the code 16133.