Letter of invitation
It is the delegate's responsibility to investigate the visa requirements for the Netherlands and to apply for a visa, if necessary. Delegates who require an entry visa must allow sufficient time for the application procedure. Delegates should contact the nearest Dutch embassy, consulate or representing consular Schengen office to determine the appropriate timing of their visa applications.
For detailed visa information, please visit our visa page.
Individuals requiring an official letter of invitation from the conference organizers can request one on the online registration form or by contacting the AIDS 2018 Registration Department at [email protected].
Delegates, accompanying persons/children, student/post-doc/youth delegates and exhibitors must first register for the conference, pay in full and submit any required supporting documents (if applicable) before a letter of invitation is issued. Media representatives must first register for the conference, pay in full for any additional orders (if applicable), submit all required documents and get approval from the conference organizers before a letter of invitation is issued.
The registration fee minus a handling fee will be refunded after the conference if the visa was applied for in time and proof is shown that a visa could not be granted even though all requested documents were submitted. Refund requests must be made in writing and sent together with the required proof to the AIDS 2018 Registration Department, by email, no later than 20 July 2018. Refund requests received after that date cannot be accepted.
The conference organizers will issue the letter of invitation, which must be submitted to the embassy when applying for a visa.
The letter of invitation does not financially obligate the conference organizers in any way. All expenses incurred in relation to the conference are the sole responsibility of the delegate. The letter of invitation does not guarantee an entry visa to the Netherlands.
Delegate registration details may be shared with the Dutch immigration authorities to assist in the immigration process. However, the conference organizers and/or the AIDS 2018 Registration Department will not directly contact embassies and consulates on behalf of delegates.
The deadline for requesting a letter of invitation is 1 June 2018.