Visa requests

Visa requests

The visa application issue in this web page is relevant only for the regular conference participants who are attending presentations in the lecture halls or poster presentations.


All conference 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.


Ministry of Foreign Affairs, Kingdom of the Netherlands:
Search for 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.


(also referred to as Visa Application Support Letter)

  1. One of the documents that you may need is a conference 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 the Netherlands to PROSA2020, in case of doubts on the side of visa issuing authority.The PROSA Visa Application Support Letter does not guarantee that you will receive a visa. The letters will only state the conference title, dates, location and payment confirmation of registration fees.
    Please send to the organizers 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.
  2. If you need a Visa Application Support Letter, the conference organizers can provide this letter once
    (a) you have registered for the conference and
    (b) after the payment of your registration fee has been received.
    Once you meet these two requirements, please e-mail the conference organizers with your full name, and the address of the concerning embassy (consulate) where you are going to apply for visa. Your request will be processed as soon as possible, and the conference invitation letter (scan) for your visa application will be e-mailed to you. We regret but no mailing services (postal or courier, etc.) for Visa Application Support Letters can be made. What if my visa application is denied?(items 3, 4 and 5 apply only to participants who present their work at PROSA2020)
    (for not presenting participants apply the regular Cancellation conditions)
    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!
  4. If your visa application is denied please send immediately an e-mail to the conference organizers. Please inform us at which consulate (country, city) you have applied for visa and attach to the e-mail a high quality scan in color of the official statement that your application is denied (see 3 above), 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.
  5. Provided the required documents (see 4 above) are emailed to the conference organizers the latest 2 weeks before the start of the conference, 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 sent to him. Please keep the conference organizers informed about the progress in obtaining your visa. If we do not receive from you any information about your visa the latest 2 weeks before the start of the conference we will assume that you have received the visa and that you will attend the conference.