Visa Information
A business visa (either B1 or WB, if from a visa waiver country) is the required visa to obtain in order to enter the US, attend the conference and receive any type of funding or reimbursement. These types of activities are not allowed on a tourist visa (B2 or WT). It is imperative that you enter the US with a business visa for this conference.
There are many different requirements to obtain a visa to enter the U.S. or other countries. Some embassies may request a conference attendee to present a letter from the conference to verify their intentions to attend the specific conference. It may also be necessary to verify that the requester has paid the registration fee in full.
Visa applications are currently subject to a greater degree of scrutiny than in the past. Many applicants may be required to appear in person for an interview as part of the visa process. Applicants affected by these procedures are informed of the need for additional screening (Administrative Processing) at the time they submit their visa application and will be advised to expect delays. Therefore, attendees are advised to apply for their visa no later than 3-5 months prior to the conference.
Obtaining a Visa
If you are planning to travel to the United States to attend the conference and live in a country that requires a Visa, we urge you to apply for one as early as possible. Below are suggestions to help you secure the correct Visa.
- Apply at the appropriate location at least 3-5 months before intended travel. You can check on-line for the wait times for appointments.
- View the visa wizard on the US Embassy website to select the correct one.
- Be prepared to allow inkless fingerprinting and digital photographs upon entry to the US.
- Be accurate and specific in completing your application. Avoid mistakes. If needed, attach an additional explanation letter.
- Attach evidence of your previous visits to the United States and of your intended return trip to your home country.
- Acquire a police clearance, if possible.
- Bring all documentation proving your home country connections. Suggestions include: past visas, bank accounts, family, professional position, home ownership, and marriage license.
- If you are presenting a paper or speaking at the meeting or are receiving an award or grant, bring copies of correspondence confirming that.
- Bring your letter of invitation from the conference
- You will need to apply for a Business visa.
Click here for information on Temporary Visas to participate in a conference or other temporary travel to the United States.
Click here for the United States Visa application procedures.
Note: A Visa only allows you to travel to the US. You will still have to be admitted at your point of entry. Click here for information from Homeland Security on the Entry Process.
Additional Information: U.S. visa policy permits citizens of certain countries to travel to the U.S. without a visa, when they meet certain requirements, under U.S. laws. Please click here for more information about which counties participate in the Visa Waiver Program. Visa Waiver attendees need to secure a WB (Business) stamp at the US port-of-entry.
Invitation Letters
All conference letters of invitation are only provided to attendees who are planning to participate and attend the conference. Please email Kathy Azevedo to request a letter of invitation and/or a letter for visa application:
You will need to provide the following information in your request:
- Your full name
- Country of citizenship
- Passport Number (if a visa is required, country of origin specific)
- Contact information (email and phone number)
- Desired role or participation in the conference (speaker, attendee, exhibitor, etc.)
- Affiliation or organization
- A clear statement that the purpose of your visit is to attend the conference, you will be leaving the U.S. after the conference and that you will be responsible for your own travel expenses
- Title of your presentation/abstract/poster (if applicable)
Multiple Travelers from One Institution
In order to expedite the application process and reduce processing costs, it is requested that if you will be traveling from an institution that will likely be sending more than one person, please work with your institution to gather all requests with the required information at one time to be submitted.
Note: In some cases, Visa Offices will not accept electronically transmitted invitation letters.
Identification Requirements
Upon arrival to Jefferson Lab, Guests will be required to present a REAL ID, enhanced driver’s license or one of the identification forms listed below to gain access to the facility:
• U.S. passport
• U.S. passport card
• U.S. Department of Homeland Security Trusted Traveler Program cards (Global Entry, NEXUS, SENTRI, FAST)
• U.S. Department of Defense ID (includes IDs issued to dependents)
• Permanent Resident Card
• Border Crossing Card
• Federally recognized Tribal Nation or Indian Tribe photo ID
• Homeland Security Presidential Directive 12 Personal Identity Verification (HSPD-12 PIV) card
• Foreign government-issued passport
• Transportation Worker Identification Credential
• Employment Authorization Document (Form I-766/EAD)
• U.S. Merchant Mariner Credential