Visa Requests - EUSM2026

The visa information on this page applies to regular conference participants who plan to attend presentations in the lecture halls or poster sessions at EUSM2026.

Do I Need a Visa to Enter the Netherlands?

All conference participants traveling to the Netherlands must present a valid passport (or an approved identity card for EU citizens). Depending on your nationality, you may also require a visa to enter the Netherlands.

Participants who require a visa are strongly encouraged to apply well in advance (at least two months before departure). When applying for a Schengen Short-Stay Visa (Visa C), please ensure that all requested documentation is submitted with your application.

Visa applications must normally be submitted in person at the representation of the Netherlands in your country of residence, or at a Schengen partner representation if the Netherlands does not have an embassy or consulate in your country.

Participants are advised to contact the nearest Netherlands Embassy or Consulate as early as possible to determine where to submit their application and how long the visa process may take.

Where Can I Get Information?

For information about embassies and consulates of the Kingdom of the Netherlands, please visit:

https://www.government.nl/topics/embassies-consulates-and-other-representations

Use this website to locate the Netherlands Embassy or Consulate in your country and contact them directly. In most cases, conference participants will need to apply for a Schengen Travel Visa (Visa C).

Travel Visa (Visa C)
If you intend to travel to the Netherlands for tourism, to visit friends, or to attend a business event such as EUSM2026 for a period not exceeding 90 days, and your country is not part of the visa-free travel program, you will need a Schengen short-stay visa (Visa C).
Please note that this visa does not grant permission to work in the Netherlands.

Invitation Letters for Visa Applications

Participants who require a visa may request a Conference Invitation Letter (also referred to as a Visa Application Support Letter) from the EUSM2026 organizers.

This letter confirms the purpose of your travel to attend EUSM2026. However, please note that the invitation letter does not guarantee that a visa will be granted. The letter will include the conference title, dates, location, and confirmation of registration payment.

Invitation letters can only be issued once:

1. You have completed your conference registration, and

2. Your registration fee has been fully paid.

After completing these steps, please email the conference organizers with the following information:

• First name
• Family name
• Full address
• Date of birth
• Nationality
• Passport number
• Passport issue date
• Passport expiry date
• Name and address of the embassy or consulate where you will apply for your visa

Once your request has been processed, a scanned copy of the invitation letter will be sent to you by email. Please note that physical copies will not be sent by postal or courier services.

If Your Visa Application Is Denied

If your visa application is denied by the Netherlands Embassy or Consulate, the visa authority usually provides an official written statement of refusal.

If your visa is denied, please request this official document from the embassy or consulate. It will be required in order to process a refund of your conference registration fee.

Please inform the conference organizers immediately by email and include:

A high-quality color scan of the official visa refusal statement, and

A scan of the passport information page showing your name, photo, passport number, issue date, and expiry date.

If these documents are submitted no later than two weeks before the start of the conference, the registration fee will be fully refunded.

The organizers reserve the right to refuse refunds if incomplete or incorrect information is provided.

Participants are encouraged to keep the conference organizers informed about the progress of their visa application. If no update is received two weeks before the conference, it will be assumed that the visa has been granted and that the participant will attend the conference.