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5 Things you must know before applying for a Conference visa
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5 Things you must know before applying for a Conference visa.

If you are planning to travel abroad to attend any Conference or Event then you might require a Conference visa. Here we will discuss the 5 things you must know before applying for a Conference visa.

5 Things you must know before applying for a Conference visa.

We will discuss these today.

  • What is a conference visa and how it’s different from other visas?
  • Who can apply and get the conference visa?
  • Procedure to get the conference visa?
  • Where to apply and what documents are required to get the conference visa?
  • What to do if the visa application gets canceled?

What is a conference visa and how it’s different from other visas?

A conference visa can be issued to a foreigner if he/she wants to attend any International/National conferences, seminars, or Academic events in any country other than his/her own.

The sole purpose of this visa is to attain any conference/seminar or workshop/meetings being organized other than in your country.

The conference visa can be issued to you if you are going to attend any of the following is organizing a conference/seminar/workshop.

  • Ministry or Department of Government
  • State Governments
  • Public Sector Undertakings
  • Central Educational Institutions
  • Public Funded University
  • An organization owned and controlled by the Government or State Government
  • UN and its specialized agencies
  • Reputed NGO’s
  • Private Companies.

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If you are planning to attend any conference/seminar/workshop then you must check the organizer’s status. The Organizer must have at least one of the above registration statuses.

It’s different from other visas because it can only obtain if you want to visit the country to participate in the upcoming conference/seminars or workshops. This visa is not for any business, tourism, or employment purpose.

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Who can apply and get the conference visa?

Now let us understand who can apply for the conference visa. If you have a valid passport and have an invitation to attain any conference/seminar in other countries then you are eligible to apply for it with valid documents.

People who visit to attain any business or academic conferences must get a conference visa.

All academicians, professors, students, lecturers, research scholars, master/bachelor/postgraduate students, and executives of companies and organizations can apply for the conference visa.

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You can also apply for it, If you are going with your group to present any conference paper or as a listener for any conference/seminar being organized in other countries.

You can apply for a multi countries conference visa sequentially if you are planning to travel to multiple countries for conferences and seminars.

Procedure to get the conference visa

If you planning to get the Conference Visa then you need to follow these steps.

  • Search the appropriate conference/seminar/workshop for you and apply for it.
  • Complete the registration process according to the organization
  • Request the Visa invitation letter from the organizer.
  • Apply to the embassy of the respected country online or visit the office.
  • Pay the fees if any.
  • Get the acknowledgment and visa approval letter.
  • Take the printout and carry it while traveling.

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Documents required to get the conference visa

The following document are required to get the Conference visa

  1. Original Passport with at least 6 months validity.
  2. Recent color passport size photographs.
  3. Photocopy of passport.
  4. Online filled form.
  5. Letter of Invitation from the Organizer(Visa Invitation letter)
  6. Proof of your Residential Address.
  7. Logistic details like Hotel booking for a stay, Air tickets, etc.

The embassy may ask for additional documents if needed from the applicant and call for an Interview.

Applying for a conference visa after Covid-19

During the Covid situation, most of the countries closed their borders and did now allow any meetings or public gatherings.

Now the situation getting normal slowly. So some countries try to open the borders for traveling and allow academic and other research activities.

If you are planning during this time to travel to any country to attend any conference or meeting then you need to apply for a conference visa or business visa.

  • Take the confirmation from the Organizer about the conference before applying for it.
  • Take the Vaccine and keep the certificate.
  • Carry the Covid protective equipment(Mask, Sanitizer necessary medicine).
  • Take the International health insurance.
  • Book the tickets which have the cancellation facility.
  • Check the quarantine period and other documents required like PCR test report, Vaccine report, etc to enter.
  • Track the local news and covid situation regularly of the country or the city you are traveling.

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What to do if the visa application gets canceled?

This is the most common question by most people applying for a conference visa. Let’s understand what to do?

Before applying for Conference Visa make sure all the documents you have are original and appropriate. Do not submit any fake invitation letter or produce any misleading information to the authority.

If you produce any fake information or wrong information then you may be banned from applying for any future visa to that country.

In case, your visa application gets canceled, you can contact the organizer to

  • Reschedule your participation in some other place and date.
  • Ask for a Virtual or Online presentation.
  • You can also consider the option of a Visit visa (Check from the embassy website).
  • You can also cancel the registration.

Some counties now issue the Visitor business visa to attain the conferences and meetings. You need to check the details from the respective embassy’s website or contact their consulate present in your country for official confirmation.

So this is all about the 5 things you must know before applying for a Conference visa.

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 Declaration: The information provided on this page should not be treated as official information for Conference Visa. If you want to apply for any Conference Visa then you need to check the information about requirements, rules, and regulations, and document information from the respective Embassy of the country.

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