Visas and Passports

Entomology 2013 -- ESA's Annual Meeting -- will be held in Austin, Texas from November 10-13, 2013. Most travelers to the United States must hold a valid visa and a passport that is valid six months longer than the intended visit. The National Academies host a website with excellent information for determining if you need a visa or not (click here to access the NAS site).

If you require a visa, please recognize that the visa application process may take several months. ESA encourages non-U.S. participants to apply for their visas as early as possible—we are recommending at least 3 months before the meeting. Some consulates may have backlogs in scheduling visa interviews so applicants should first contact the consulate to find out how long the wait is for an interview. Visa wait times are available at: http://travel.state.gov/visa/temp/wait/wait_4638.html. An interview appointment is required for a visa application at all embassies and consulates. The wait time for this appointment varies, but may be as long as four months, with processing taking an additional month or more. The wait time for visa applications is available on the State Department's website. As soon as you have decided to attend the meeting, you should begin the process of applying for a visa.

The National Academies of Science offers some excellent resources on their site to assist our foreign participants. Please see NAS's International Visitors Office site: www.nationalacademies.org/visas. Another good web resource is the Department of State's visa site for the official information on the visa application process: http://travel.state.gov/visa. Additionally, the State Department has a Frequently Asked Questions page.

Citizens of 36 countries do not need a U.S. visa for business or tourism visits of less than 90 days. However, if you will be receiving any compensation for your services or activities (i.e. lectures, presentations, etc.), you may need to apply for a visa. Contact the nearest U.S. Embassy or Consulate for more information. Visitors from visa waiver countries are required to carry a machine-readable passport. Newer passports may also require a digital photograph and integrated chip with information. If your passport does not meet the requirements, you must obtain a travel visa. For additional details and updates on the Visa Waiver Program, see the State Department's Visa Waiver Program website.

Some visas require that you have a letter from the hosting organization. While ESA is somewhat restricted in what we can and cannot say in our letters, the Society is willing to write you a letter of intended participation for filing with your visa application. Please fill out the International attendee letter of participation request

Additional Advice for Scientists Traveling to the U.S.

1. Expect that a visa will take on average 60 days to receive.  It can take longer.
    
2. Visa applicants do not have to leave their passport at the US embassy when they apply for a visa. They can keep the passport to use for travel until the visa is ready to be put in the passport.
    
3. Scientists should bring a CV and publication list to give to Consular officers.  The extra information can be helpful.
    
4. Visa applicants should bring as much additional information as possible to visa interviews, such as a International attendee letter of participation. 
    
5. Citizens of one country, applying for a U.S. visa from a third country, should expect a longer process – allowing 4 months.  It is helpful to submit documents showing what a person was doing at home before coming to the third country.