Certain countries require participants to obtain a visa when attending a conference and may also request a letter from the IEEE conference to verify a participant’s attendance at the event. Some embassies may need to verify that registration fees have been paid in full and may require applicants to appear in person for an interview, causing delays in the application process. Applicants affected by these procedures are informed that additional screening is needed. Therefore, attendees should apply for a visa no later than three months prior to the conference.
As the conference organizer, you may need to provide conference participants with a visa invitation letter to verify their intent to attend your conference.
The IEEE guidelines for providing visa invitation letters are as follows:
Visa letters should only be issued to:
Visa invitation letters should state these facts:
To simplify the request process for the attendees and organizers, you may want to post a "request for visa letters" section on your conference website near or on the general registration information page.
Download a visa request form sample (DOC, 39 KB)
Download a visa request letter template sample (DOC, 42 KB)
Additional information can be found on the following websites:
IEEE is ready to help. If you have questions about the visa request process for your IEEE conference, please contact IEEE MCE at email@example.com.
Do you have other questions about organizing a conference? Please see IEEE Conference Organizer Contacts.
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