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Some attendees need to obtain a visa to enter the country where the conference is held. You may need to provide them with a visa letter to verify their plan to attend your conference.
Many countries request that the applicants appear in person for an interview as part of the process when they submit their visa application. This can cause delays in the application process. Attendees should apply no later than three months before the conference.
Visa letters should only be issued to:
- speakers and presenters;
- committee members;
- attendees who have paid their registration fee in full (verify that the payment has been received before providing a letter);
- exhibitors who have paid their exhibitor/patron package fee in full.
Visa letters should state only the facts:
- conference title, dates, and location;
- that the requester has paid the required registration fee in full;
- if they are either a committee member, speaker, or presenter.
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To simplify the request process for the attendees and organizers, you may want to post a "request for visa letters" section on your conference Web site near or on the general registration information page.Who do you talk to at IEEE?
IEEE is ready to help. If you have questions about the visa request process for your IEEE conference, please contact IEEE Meeting and Conference Management (MCM).
Do you have other questions about organizing a conference? Please see IEEE Conference Organizer Contacts.
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