Visa Information

Obtaining a Visa for Conference Travel to Germany

Are you planning to attend FICC 2025 in Germany? To ensure a smooth and hassle-free journey, it's important to understand the visa requirements for conference travel. This web page provides you with essential information and guidelines on obtaining a visa for conference travel to Germany.

1. Determine the visa type:

The first step is to determine the type of visa you need. For conference travel, you will most likely require a "short-stay Schengen visa." This visa allows you to enter and stay in Germany for up to 90 days within a 180-day period.

2. Check the requirements:

To apply for a Schengen visa, you will need to fulfill certain requirements, including:

  • Valid passport: Ensure your passport is valid for at least six months beyond your planned stay in Germany.
  • Visa application form: Complete the visa application form accurately and legibly.
  • Travel itinerary: Provide details of your conference, including the dates, location, and purpose of your visit.
  • Proof of accommodation: Show evidence of your hotel reservation.
  • Travel insurance: Obtain travel insurance that covers medical emergencies and repatriation.
  • Proof of financial means: Demonstrate that you have sufficient funds to cover your expenses during your stay in Germany.
  • Return ticket: Provide proof of a return ticket or onward travel arrangements.
  • Supporting documents: Depending on your specific circumstances, additional documents such as bank statements, employment letters, or invitation letters may be required.
3. Schedule an appointment:

To submit your visa application, you will need to schedule an appointment at the German embassy or consulate in your home country. It is advisable to make the appointment well in advance to secure your preferred date and time.

4. Pay the visa fee:

A non-refundable visa processing fee is required when submitting your application. The fee may vary depending on your nationality, so make sure to check the current rates beforehand.

5. Wait for processing:

The visa processing time can vary, so it's important to apply well in advance of your conference travel date. It is recommended to apply at least three to six months before your intended departure.

6. Collect your visa:

Once your visa is approved, you can collect it from the German embassy or consulate. Verify all the details on the visa to ensure accuracy before leaving the embassy.

Additional considerations:
  • a. Traveling with family: If you plan to travel with your family members, ensure they apply for the appropriate visa and fulfill the required documentation.
  • b. Additional travel within the Schengen area: If you plan to visit other Schengen countries before or after the conference, ensure you obtain a multiple-entry visa that allows for such travel.

Request for Visa Support Letter

For security purposes, the conference has policy for issuing official Visa Support Letters as follows:

  • Visa Support Letters will be issued only after you have successfully registered and paid for your conference.
  • Visa Support Letters can only be issued for registered attendees of the conference. Unfortunately we cannot issue Visa Support Letters for guests of attendees.

Visa Support Letters will be issued via email in PDF format. Please contact the Conference Manager at [email protected] to arrange for a Visa Support Letter. You must include:

  • Your name as appears on your passport
  • Your Date of Birth
  • Your Passport Number
  • Passport Date of Issue
  • Passport Date of Expiry
  • And, if you are an author of an accepted paper or poster, please provide the title.

Note: Obtaining a Visa Support Letter from FICC 2025 will not guarantee that your visa application will be approved. The letter is merely supplementary information that explains a visa applicant's intended purpose of travel.

Note: The information provided here serves as a general guide. Visa requirements and processes can change, so it is crucial to consult the official website of the German embassy or consulate in your home country for the most up-to-date and detailed information.