Visa support applications are open now!
Overview
There are some documents necessary for you to apply for a visa to enter Japan, some of which must be prepared on our end in Japan.
However, some of the non-Japanese citizens will be exempted from obtaining a visa. They can enter Japan just by showing their valid passport.
Please see the following webpage for the “list of countries and regions that have visa exemption arrangements with Japan.”
http://www.mofa.go.jp/j_info/visit/visa/short/novisa.html
If your country/region is listed, then you do not need to apply for a visa to enter Japan. If you are still not sure whether you need a visa or not, please contact the diplomatic mission (“Embassy of Japan” or “Consulate-General of Japan”) in the country or region you live in.
http://www.mofa.go.jp/about/emb_cons/over/index.html
* Please note that we can only prepare visa application documents for you if you are;
(a) a presenter
(b) one of the co-authors of accepted papers
(c) a committee member
(d) a session chair
(e) a coworker/acquaintance/friend/family of (a), (b), (c), or (d)
(We will need an email from the person (a), (b), (c), or (d), confirming that he/she is acquainted with you.)
Now, if you need a visa, please take the following steps for your visa application.
1. Have your “registration” and “payment” completed in the Registration System.
2. Reserve a hotel room for your stay in Japan, as well as an airline ticket to Japan.
3. Download the “WPTCE2024 Visa Documents Request Form” and fill it out.
4. Send the form to WPTCE2024 Secretariat, and wait for 4 business days.
5. Apply for a visa at “Embassy of Japan” or “Consulate-General of Japan” by yourself.
1. Have your “registration” and “payment” completed in the Registration System.
Before you request us of visa application documents, go to the following page and complete your registration to participate in WPTCE2024, with the payment of the registration fee completed.
https://ieee-wptce2024.org/registration
2. Reserve a hotel room for your stay in Japan, as well as an airline ticket to Japan.
A tentative itinerary while you are in Japan will be required for visa application documents. Please reserve a hotel room for your stay in Japan by yourself, as well as a round-trip airline ticket to Japan. We recommend that you reserve “cancelable” rooms or tickets.
The main purpose of your trip should be “to attend a conference (WPTCE2024),” but you can extend your stay and add extra days before/after the conference period for sightseeing, shopping, visiting your colleagues or friends, etc.
<Itinerary Sample 1>
May 6: Arrive at Osaka International Airport and move to Kyoto by train.
May 7: Go sightseeing in Kyoto.
May 8 to 11: Attend WPTCE2024.
May 12: Go sightseeing in Kyoto.
May 13: Move to Osaka International Airport by train, and depart for China.
<Itinerary Sample 2>
April 30: Arrive at Narita Airport, and move to Tokyo by train.
May 1 to 5: Go sightseeing in Tokyo.
May 6: Move to Kyoto by train.
May 7: Prepare for the conference at hotel.
May 8 to 11: Attend WPTCE2024.
May 12: Move to Tokyo by train and enjoy sightseeing.
May 13: Move to Narita Airport by train, and depart for India.
NOTE!
Please make your itinerary a realistic one, considering your arrival time at the airport. After landing, it may take one hour, or could be longer, before you can leave the airport building. If your arrival time is late in the day, you should probably consider staying at a hotel near the airport for the night, and move to your next destination the next morning.
3. Download the “WPTCE2024 Visa Documents Request Form” and fill it out.
WPTCE2024_Visa_Documents_Request_Form (Microsoft Excel: 27KB).
Once you have everything prepared about the two items (1 and 2) above, download the form and fill it out. This form requires some more personal information than the conference registration form, such as your profession, birthday, passport number, etc.
4. Send the form to WPTCE2024 Secretariat, and wait for 4 business days.
Fill out the form, and send it to the WPTCE2024 Secretariat by email.
Email: secretariat[at]ieee-wptce2024.org
(“[at]” should be replaced with an “@(at sign)” to email us.)
After we receive the form from you, we will translate the information in the form into Japanese, and make some Japanese-written documents. This will usually take three or four business days, but depending on the number of applications we receive, it may take longer.
Then we will send you all the following documents by email:
*an Invitation Letter (or “招へい理由書”) by the WPTCE2024 Steering Committee
*a Letter of Guarantee (or “身元保証書”) by the WPTCE2024 Steering Committee
*an Itinerary during your stay in Japan (or “滞在予定表”)
*a Certificate of Employment of the inviter (or “在職証明書”)
5. Apply for a visa at “Embassy of Japan” or “Consulate-General of Japan” by yourself.
Once you receive the Japanese-written documents from us, you should go to the “Embassy of Japan” or ”Consulate-General of Japan” in the country or region you live in, and apply for a visa by yourself. It usually takes a week or two for a visa to be issued.
Depending on your nationality, however, you may not be allowed to apply for a visa directly at the “Embassy of Japan” or “Consulate-General of Japan,” but through an “accredited agency.” Please contact the “Embassy of Japan” or “Consulate-General of Japan” first whether you need to apply through an agency or not.
6. Exceptional Case (1): Requesting visa application documents without a passport
Basically, you need to enter your passport number in the visa application documents request form, but some of you may need the Japanese-written invitation letter first, and then request for permission in your organization or school to have your passport issued. In such cases, we can send you the Japanese-written documents first, so please tell us so when you send us the request form by email.
7. Exceptional Case (2): Paying the registration fee later
In case you have difficulty in paying the registration fee beforehand, due to the procedure for obtaining a permission from your organization or government, etc., please send us the “Visa Documents Request Form” first, along with an explanation for the reason you cannot pay beforehand. Sending us documentation issued by your organization or government will also help. After we contemplate your request and regard it reasonable, we will send you the visa application documents in PDF by email.