The visa application issue in this web page is relevant only for the regular conference participants who are attending presentations in the lecture halls or poster presentations.
Do I need a visa to enter the Netherlands?
All conference delegates traveling to the Netherlands must present a passport (or approved identity card for EU citizens) and many countries require a visa to enter the country. Delegates are encouraged to apply for visas early (at least two months before departure), and to ensure all requested documentation is submitted with the application for Schengen Visa (Visa C). Applications must be submitted in person at the representation of the Netherlands in the respective countries or at a Schengen partner representation, if the Netherlands does not have representation in that country. Delegates are urged to contact their nearest Netherlands' embassy or consulate as early as possible to determine where your application should be made and how long this process will take.
Where can I get information?
Ministry of Foreign Affairs, Kingdom of the Netherlands:
Search for the Netherlands' Embassy or Consulate in your country and contact them. You need to apply for Travel Visa C (Tourist Visa).
Travel Visa (Visa C) = If you intend to go to the Netherlands as a tourist, to visit friends or on a business trip for a period not exceeding 90 days and your country does not participate in the Visa Waiver Program, you need a Schengen travel visa (Visa C). This visa is not a work permit.
General Information on visas in English: https://www.government.nl/topics/visa-for-the-netherlands-and-the-caribbean-parts-of-the-kingdom
Can LuWQ2017 organisers issue a Conference Invitation Letter?
(also referred to as Visa Application Support Letter)
One of the documents that you may need is a Conference Invitation Letter, which the organisers also refer to as Visa Application Support Letter. This invitation letter can help as it underlines the purpose of the participants travel to The Hague to LuWQ2017, in case of doubts on the side of visa issuing authority.
The LuWQ2017 Visa Application Support Letter does not guarantee that you will receive a visa. The letters will only state the conference title, dates, location, payment confirmation of registration fees and that you are 'yes/no' a presenter at the conference.
Please send to the organisers your First Name, FAMILY NAME, Address, Date of Birth, Nationality, Number of passport, Date of passport issue, and Passport expiry date. This information will be included in the Visa Application Support Letter.
If you need a Visa Application Support Letter, the conference organizers can provide this letter once
(a) you have registered for the conference and
(b) after the payment of your registration fee has been received.
Once you meet these two requirements, please e-mail the conference organisers with your full name, and the address of the concerning embassy (consulate) where you are going to apply for visa. Let us also know if you are a presenter (oral and/or poster) as well and if yes, the ID number of your abstract(s). Your request will be processed as soon as possible, and the conference invitation letter (scan) for your visa application will be e-mailed to you.
We regret but no mailing services (postal or courier, etc.) for Visa Application Support Letters can be made.
What if my visa application is denied?
(items 3, 4 and 5 apply only to participants who present their work at LuWQ2017)
(for not presenting participants apply the regular Cancellation conditions)
In case the visa application, for whatever reason, is denied by the Netherlands' Embassy the visa applicant usually receives an official statement that his/her application is denied (without indication of the reason). If you want to be sure that you receive such statement, please require (e.g. already when applying for visa) that – in case your visa is denied – you indeed get such official statement. As is outlined below, if your visa application is denied, you will need this official statement as prerequisite for the refund of your registration fee!
If your visa application is denied please send immediately an e-mail to the conference organisers. Please inform us at which consulate (country, city) you have applied for visa and attach to the e-mail a high quality scan in colour of the official statement that your application is denied (see 3 above), together with the scan of the passport data sheet, i.e. the passport page with your personal information (name, photo, passport issued at, issued by, issued when, expiry date). Please make sure that also the passport number is clearly visible.
Provided the required documents (see 4 above) are emailed to the conference organisers the latest 2 weeks before the start of the conference, the registration fee will be fully refunded. However the organisers reserve the right to retain the registration fee in case of inadequate or false information sent to him.
Please keep the LuWQ2017 organisers informed
Please keep the conference organisers informed about the progress in obtaining your visa. This is especially important for those who have an oral or poster presentation. If we do not receive from you any information about your visa the latest 2 weeks before the start of the conference we will assume that you have received the visa and that you will attend the conference.
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Contact the conference secretariat
Klinkhamer Group | meeting services
P.O. Box 1308
6201 BH Maastricht
T +31 (0)43-36 27 008