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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.

 

IEEE guidelines

The IEEE guidelines for providing visa invitation letters are as follows:

Visa letters should only be issued to:

  • Speakers/presenters
  • Committee members
  • Attendees who have paid their registration fee in full and are not from one of the countries embargoed by the US Treasury Department’s Office of Foreign Assets Control (verify that the payment has been received before providing a letter)
  • Exhibitors who have paid their exhibitor/patron package fee in full

Visa invitation letters should state these facts:

  • Conference title, dates, and location
  • That the requester has paid the required registration fee in full
  • The requester’s role at the conference
  •  

light bulbTo 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.

 

 
 

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Templates and resources

 
 

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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 MCE at ieee-mce@ieee.org.

Do you have other questions about organizing a conference? Please see IEEE Conference Organizer Contacts.

Do you have feedback on the information on this page?

  • Is there missing or incorrect information?
  • Do you have a tip to share?

Please send your feedback to IEEE MCE at ieee-mce@ieee.org

 
 

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