Visiting under VWP To take advantage of VWP, you will need to register with the Electronic System for Travel Authorization (ESTA) before your trip. To determine if you are eligible for the Visa Waiver Program, check the US Department of State website. You may find the US Visa Wizard (linked in the button above) to be helpful. You will enter your information and generally, the purpose is temporary business travel if you are primarily coming to the US for ICAR 2024. The Wizard will suggest if you are part of the Visa Waiver Program or if you need to apply for a temporary non-immigrant visa to attend ICAR 2024.
(2) If you qualify under the Visa Waiver Program (and do not need a visa in your passport), you must still have a validElectronic System for Travel Authorization (ESTA) approval prior to travel and meet all the requirements listed on the website linked here.
Travel purpose must be permitted on a Visitor (B) Visa, and you must be a citizen or national of a VWP Designated Country.
In most cases, your approved ESTA will be valid for 2 years (there are some exceptions, please see 'updating your ESTA' here).
Note that the two year countdown of ESTA validity starts the date it is approved.
In general, ESTA applications are completed within 72 hours. The cost to apply is $21 USD (When you apply, you will pay a $4 processing fee. If you are approved to travel to the U.S., you must pay an additional $17 authorization fee.) Rates as of July, 2023
You do not need to have specific or finalized travel plans when you apply. You may enter this address for ICAR 2024: University of California, San Diego; 9500 Gilman Dr., La Jolla, CA 92093, USA
Your ESTA authorization is generally valid for multiple trips over a period of two years (starting the date you are approved) or until your passport expires, whichever comes first. The Authorization Approved screen will display your travel authorization expiration date.
If You Need to Apply for a Visa: Apply Early
You will receive an invitation letter after your registration is complete. If you need an invitation letter well in advance (i.e., you are not a member of the Visa Waiver Program), please see the Letter of Invitation information below.
Advance travel planning and early application are important, since visa applications are now subject to greater degree of scrutiny that in the past. Applying for a visa can be a lengthy process. We recommend that you begin the application well before your scheduled departure date. It is very important to start this process early! Some places have ~ 1 year wait time for a scheduled visa interview which may be required if you are ineligible for the Visa Waiver Program, are applying for the first time, or you need a renewal.
Please check the estimated WAIT TIMES at this US Department of State website Note that listed times are estimates and do not include processing time.
You should determine if you are an "Interview Required Visitor" (shorter time required) or a "Interview Waiver Visitor" (much longer time required).
The State Department website indicates: Please check the individual Embassy or Consulate website to determine if your case is eligible for a waiver of the in-person interview.
Some impacted countries include (this isn't the full list)
Argentina
Brazil
China
India
Israel
Mexico
Letter of Invitation
When you register for the conference from outside of the United States, and your country DOES NOT participate in the Visa Waiver Program, ICAR will provide a letter of invitation. This letter may be submitted with your visa application to help verify your name, dates, location and purpose of ICAR 2024-San Diego.
All applicants must be able to qualify for a visa on their own merits. NAASC and ICAR 2024 organizers cannot assist or intervene with embassies in other countries on behalf of any participants.
According to the U.S. State Department, an electronic letter should be acceptable for visa purposes. In the rare case where the U.S. Embassy to which you are submitting your visa insists on a hard copy letter, we can mail you a copy of the letter. Due to the fact that an application for a visa can be a lengthy process, ICAR 2024 recommends that you start your visa application process early (4-6 months prior to start of ICAR which begins July 15, 2024.) If you are in an impacted country, listed above (remember- this isn't an exhaustive list! please check the estimated wait times for your region), you should start the process asap- as much as a year in advance.
How to Request a Letter of Invitation When you register for the conference from outside of the United States, and your country DOES NOT participate in the Visa Waiver Program, ICAR 2024 will provide a letter of invitation upon request.
We will also provide a letter prior to registration, by special request, if your country DOES NOT participate in the Visa Waiver Program. Special Request Invitation Letter: Please allow up to 7 business days to generate your request and prepare a letter. You will need to provide us to prepare your letter: Full name (first/last) Affiliation (institution) Affiliation Address including City, State, Province, Country Passport Number Passport Country of Issue Passport Date of Issue
If there are any issues generating your request, you will be contacted via email
Please contact ICAR Staff ([email protected]) with subject line: Invitation Letter Needed, and also contact that email for any questions about the letter of invitation process.
Due to the fact that an application for a visa can be a lengthy process, ICAR 2024 recommends that you start your visa application process early: 120 to 180 days prior to the conference, and earlier if you are in an impacted country.
Interviews
Some, but not all visa applicants must have an interview. Attendees from some countries, such as China, India, or in South America, must schedule an interview with their local U.S. Embassy or Consulate.
It is advised that you provide the following information at your interview:
Your entire trip itinerary, including travel to any countries other than the United States. (If completion of travel plans is contingent upon early approval of the visa application, specify this at the time of the application.)
Proof of scientific status.
Letter of Invitation.
Evidence that you are intending to return to your country of residence.This includes items such as:
Family ties in current country of residence.
Property ownership.
A bank account.
An employment contract or statement from employer showing that position will continue after the dates of the meeting.
