Visa & invitation letter
If you want to visit the Netherlands for a maximum of 90 days you may need a short-stay Schengen visa. This depends on your nationality. The visa allows you to travel freely within the Netherlands and other Schengen countries within a 180-day period.
Do I need a visa to enter the Netherlands?
All symposium 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.
Click here for the list of countries whose nationals need a visa.
Where can I get information?
You can find more information about visa and visa application via the Ministry of Foreign Affairs, Kingdom of the Netherlands. Click here to find 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.
For more general information on visas in English, please click here.
Symposium Invitation Letter
(also referred to as Visa Application Support Letter)
One of the documents that you may need is a Symposium Invitation Letter, which the organizers also refer to as Visa Application Support Letter. This invitation letter can help as it underlines the purpose of the participants travel to Utrecht to ESPHM2019, in case of doubts on the side of visa issuing authority.
The ESPHM2019 Visa Application Support Letter does not guarantee that you will receive a visa. The letters will only state the symposium title, dates, location, payment confirmation of registration fees and, if so, that you are a presenter at the symposium.
Please send to the Symposium Secretariat 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 Symposium Secretariat can provide this letter once
(a) you have registered for the symposium and
(b) after the payment of your registration fee has been received.
Once you meet these two requirements, please e-mail the Symposium Secretariat 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 number of your abstract(s). Your request will be processed as soon as possible, and the symposium invitation letter for your visa application will be e-mailed to you.
Please note that no mailing services (postal or courier, etc.) for Visa Application Support Letters can be made.
What if my visa application is denied?
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 Symposium Secretariat. 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, 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 are emailed to the Symposium Secretariat the latest 2 weeks before the start of the symposium, the registration fee will be fully refunded. However the organizers reserve the right to retain the registration fee in case of inadequate or false information.