Visa Requirements / Applications
VISA REQUIREMENTS
All international conference participants must possess a valid passport before entering Japan, regardless of nationality or visa status. Each participant is responsible for arranging their own visa, as per the applicable laws.
International delegates travelling to Japan to attend the Congress will generally enter the country under Temporary Visitor status, which allows participation in conferences, meetings and professional events without undertaking paid work.
Visa‑required entry:
Delegates who are not eligible for visa‑exempt entry must apply in advance for a Short‑Term Stay Visa (Business/Conference) at the Japanese Embassy or Consulate responsible for their place of residence. An official invitation letter from the Congress organisers may be required as part of the application.
The conference organisers strongly recommend that all participants check, as soon as possible, the rules for entering Japan that apply to them. The organisers also strongly recommend that visas be requested at least 3 months before travelling. Late visa applications have led to attendees being unable to attend past conferences.
Japan has reciprocal visa exemption arrangements with 74 countries and regions, generally allowing entry as a Temporary Visitor for stays of up to 90 days. Some exempt nationalities are required to hold a specific passport type (e.g. an ICAO-compliant ePassport) or to complete pre-registration before travelling. Additionally, several countries not on the exemption list can apply through the JAPAN eVISA online system. Please check this information against the Japanese Embassy / Consulate in your country.
For more information please check the website of the Japanese Government.
USEFUL LINKS
- Countries with Visa exemption
- General Visa Information
- Procedures Chart for Short-Term Stay
- Japan eVISA (online application, available to residents of select countries)
- Visa Application Form (PDF, English)
VISA INVITATION LETTER
A Letter of Invitation for visa purposes can be issued by the conference organisers upon request from the participant.
To receive a Letter of Invitation, attendees must:
- have registered for the IOIS 2027 congress
- send email to office@iois.info requesting "Official letter of Invitation" for visa purposes and supply following details: - copy of your passport - your address - your date of birth
The letters will be issued in digital format only and as soon as possible. Nonetheless, the conference organisers will not be held responsible for any visa-related issues or delays, nor can they speed up visa issuing within the embassies, consulates, or the Ministry of Foreign Affairs of Japan.
The Letter of Invitation does not financially obligate the congress organisers in any way. All expenses incurred concerning the congress are the sole responsibility of the attendee.
It is the sole responsibility of the attendee to take care of his/her visa requirements. Attendees who require an entry visa must allow sufficient time for the application procedure (preferably 3 months). Attendees should contact their nearest embassy or consulate to determine the appropriate timing of their visa applications.
If your visa is not granted in time for you to attend the conference and you have paid the registration fee in full, the registration fee minus a handling fee of EUR 50.00 will be refunded not later than 14 days after the congress. You will receive this refund if the visa was applied for in time, and proof of this, together with an official notice from the embassy confirming that a visa could not be granted, is forwarded to IOIS Office.
The organizers will not directly contact embassies and consulates on behalf of visa applicants.