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Organizing an International Meeting in the
United States
Can I “register” my meeting with the Department of State?
To register your meeting(s) with us, download and complete the registration form (save the file to your computer first) and email it to visas@nas.edu. In the subject line, type “Register” followed by the name of the meeting or organization.
The Department of State will only accept meetings with at least 100 foreign attendees.
The International Visitors Office maintains a list of meetings held in the United States that are sponsored by national or international scientific, technical, and medical organizations, and by universities and research institutes. This list is shared with the Department of State Visa Services and is available to U.S. consular officers worldwide.
If you prefer not to use the form, send the following information in the body of an email: - Name of meeting
- Dates
- City and state
- Web site address
- Contact information for meeting organizer
- Brief description of the meeting: purpose, sponsorship, size of meeting, etc.
- Expected attendance: number of countries or list of countries (if less than 20), estimated number of foreign attendees, and estimated number of total attendees
We will let you know if your meeting qualifies for registration and, if it does, you will receive a confirmation email with additional information.
For meetings with less than 100 foreign participants, it is recommended that meeting organizers send the participants an invitation letter that includes the details mentioned in the section above.
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How are visas issued?
U.S. visas are issued by American consular officials according to the requirements of the Immigration and Nationality Act. Some U.S. consulates receive hundreds of visa applications each week. Federal regulations now require more thorough visa processing. Security checks and interviews are required for most visitor visas, resulting in a process that may take three months or more from the time of the visa application. Citizens of certain countries must have an invitation in hand before they can obtain a passport from their government and then apply for a U.S. entry visa.
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What can I do for my visitors?
It is recommended that visa applicants have documentation that demonstrates the purpose of their trip. We highly recommend that meeting organizers send participants an invitation letter to be submitted by the applicant when he or she applies for the visa. Letters that notify attendees that their paper has been accepted for presentation at the meeting may suffice, but sometimes a more personalized letter is needed.
When sending a letter of invitation, be aware that signing such a letter imparts the imprimatur of the host organization -- whether it is a professional society or international union. Therefore, we recommend that the letter state only those things about the applicant that the person signing the letter can verify. If you decide that an invitation is appropriate, send it as early as possible and include the following specific information:
- Name, dates, location and purpose of the meeting;
- Name, date of birth, and passport number (if known) of the attendee;
- Information on how transportation and local expenses are to be funded;
- Information on the organization sponsoring the meeting and relationship to the attendee; and
- Name, title, contact information (phone, fax, e-mail, meeting Web site) of person responsible for the meeting, in case the consular officer has further questions.
Specific information for participants is available at the Traveling to the United States section of this web site.
Also see the State Department Business Visa Center, an information resource for temporary visitors (B-1 visas).
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What can I do in the event of visa delays or denials?
Committed to encouraging international scientific exchange and collaboration, the International Visitors Office has been collecting data on the problems that scientists and engineers are experiencing with visa applications. This data will be analyzed and used in ongoing efforts to increase scientific freedom. If one of your meeting participants has experienced difficulties in applying for a visa, you can report the case to us by submitting a Visa Questionnaire. We will review the case and contact you if we are able to assist in any way.
For specific information on delays and denials, see the Traveling to the United States section of this site.
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