Visa Requirements

1. General information

Participants requiring a visa should apply immediately to the consular office or embassy of Japan in their country in order to avoid inconvenience. Please note that the visa applicant should keep enough time to go through the process. For more detailed information, please see the official website of Ministry of Foreign Affairs of Japan.

URL: http://www.mofa.go.jp/j_info/visit/visa/

The Conference Organizing Committee provides two choices as follows.

(Case1) If you are participants who simply require an ELECTRONIC VERSION of the official invitation letter issued by the conference committee, see Section 2 below. We'll send it to you by email (this is free process; no charge). Please confirm whether this electronic document is enough or not to your visa application in your own country. Sometimes it is OK, but in some countries an invitation letter with WRITTEN signature and more additional documents are required.

(Case2) If you need some documents except the electronic version of the official invitation letter, you can obtain them via Secretari@t Co., Ltd. It is not free but may cost the processing charge of 10,000JPY. Please see Section 3.

2. You only need an electronic version of invitation letter?

According to your request, the Conference Organizing Committee will send the electronic version of the official invitation letter with SCANNED signature of the conference general chair. You can see three samples as follows:

For participant who has submitted/accepted paper(s), please see “letter-w-paper.pdf.”

For participant who needs visa for your accompanying person(s), please see “letter-accompany.pdf.”

For participant who has no papers/accompanying persons but with special works, please see “letter-wo-paper.pdf.”

You should send your request form to the conference registration chairs (e-mail: icassp2012-regist@is.naist.jp). After our inspection of the form and confirmation of your payment of the registration fee, we will send the official invitation letter (PDF format) via e-mail. We would like to recommend you to go on to the payment process of the registration fee immediately if you want to get the invitation letter as soon as possible. If you are the person without payment of the conference registration fee, e.g., exhibitor or other support program people, please indicate it in the request form.

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[REQUEST FORM] (please fill in and send it via e-mail)

(a) Your full name

(a) Accompanying person’s name (if you have), and his/her relationship

(b) Your affiliation

(c) Your address

(d) URL of your official Web page

(e) Your position (e.g., Prof., Ph.D. student, etc.)

(f) Your submitted/accepted paper number (if you have)

(g) Your submitted/accepted paper’s full title (if you have)

(h) Your purpose for attending the conference (e.g., present a paper, audit, exhibit, etc.)

(i) Your requested documents (electronic invitation letter only, or others?)

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3. You need other documents except electronic invitation letter?

You first fill in the request form shown in Section 2, and send it to the conference registration chairs via e-mail (e-mail: icassp2012-regist@is.naist.jp). After our inspection, we transfer your request to Secretari@t Co., Ltd., then they prepare your requested documents with the processing charge of 10,000JPY. Please indicate what documents you need in detail.

As soon as the required data are received and the registration fee and the processing charge (10,000JPY) are paid, Secretari@t Co., Ltd. will start the procedure of issuing the official invitation for you. The procedure usually takes a few weeks. If you are the person without payment of the conference registration fee, e.g., exhibitor or other support program people, please indicate it in the request form. When the official invitation is ready, it will be sent to you by post or express delivery service. You shall then present it at the Japan embassy in your country and get visa for the Conference.