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Meeting Organizers
Visa Delays
The most common visa-related problem is running out of time. Encourage your attendees to begin the process early!
Advice for International Visitors
Avoiding and Managing Visa Delays
Plan Ahead!
If you are organizing an international physics meeting in the United States, you will need to plan ahead. International participants will need to apply for their visas at least 3 to 4 months in advance. Thus, organizers should send invitation letters to these participants as early as possible.
Register Meetings with the U.S. Department of State
Visit the "Meeting Organizer Resources" website of The National Academies International Visitors Office (IVO) to learn how to register certain international meetings being held in the United States with the U.S. Department of State and find other helpful visa information geared towards meeting organizers.
Free Circulation & Travel of Scientists
IUPAP-Sponsored MeetingsFor meetings sponsored by the International Union of Pure and Applied Physics (IUPAP), organizers must:
- Implement IUPAP Policy on the Free Circulation of Scientists (scroll down to item #4)
- Adhere to the International Council for Science’s (ICSU) resolutions on the free circulation of scientists as stated in ICSU’s Principle of the Universality of Science
APS Commitment to Free Circulation and Travel of Scientists
The APS statement on Free Circulation at IUPAP-Sponsored Meetings (APS Statement 92.2b) advises organizers of all international meetings held in the United States to conduct their meetings in accordance with IUPAP-ICSU guidelines. Organizers are encouraged to include a statement to this effect in their meeting announcements.
