International Participants Requiring a Visa to Attend the Conference

Guidelines for International Participants Requiring a Visa to Attend the Conference

We are delighted to welcome international participants to our upcoming conference. To facilitate your participation, we have outlined the process for obtaining a visa to travel to the United States. Please read the following information carefully to ensure a smooth application process.

Step 1: Submission of Conference Paper/Proposal

• Submit your paper, abstract, or proposal for review through the official conference submission portal by the specified deadline.
• Ensure your submission adheres to the conference guidelines and requirements.

Step 2: Acceptance Notification

• Upon acceptance of your submission, you will receive an official notification from the conference organizing committee.
• Accepted participants will be required to complete the conference registration process.

Step 3: Registration for the Conference

• Register for the conference by completing the online registration form and paying the applicable registration fee.
• Ensure that all details provided during registration match the information in your travel documents (passport).

Step 4: Request for an Invitation Letter

• Once your registration is confirmed, the conference team will issue an Official Invitation Letter upon request. This letter will serve as proof of your intent to attend the conference and may be required for your visa application.
• To request an invitation letter, please send an email to [conference email address] with the following details:
• Full name (as it appears on your passport)
• Passport number and expiration date
• Country of citizenship
• Affiliation/Organization
• Role in the conference (e.g., speaker, presenter, attendee)
• Contact information (email and phone number)
• Any additional details required by your local U.S. Embassy or Consulate.

Step 5: Visa Application Process

• Apply for a U.S. visa at the U.S. Embassy or Consulate in your country. The following documents may be required:
• Valid passport
• Completed visa application form (DS-160)
• Payment of the visa application fee
• Official Invitation Letter from the conference
• Proof of conference registration
• Evidence of sufficient financial resources to cover your stay in the United States
• Travel itinerary (if available)
• Any additional documents requested by the U.S. Embassy or Consulate
• Schedule a visa interview appointment with the U.S. Embassy or Consulate in your region.

Step 6: Visa Interview

• Attend the visa interview and provide all requested documents.
• Clearly explain the purpose of your visit as attending the conference.
• If approved, your visa will be issued, allowing you to travel to the United States.

Important Notes

• The issuance of a visa is solely at the discretion of the U.S. Embassy or Consulate. The conference organizers have no influence over the outcome of visa applications.
• Participants are strongly encouraged to apply for a visa as early as possible to allow adequate processing time.
• Should your visa application be denied, the conference team will not be able to refund your registration fee, but we will provide assistance in offering documentation to support any resubmission, if applicable.

We look forward to your participation in the conference and encourage you to reach out to us at [email protected] if you have any questions or require further assistance.