Visa for Entry to Japan

-Visa Document Support-

This is visa support information for those who require a short-term business visa to enter Japan.
Please read the following information carefully before requesting visa support.

 

Visa Exemption

Japan grants visa exemptions for short-term stays to citizens of certain countries and regions.
Please check the following websites to see if you are eligible for visa exemption:

•  Ministry of Foreign Affairs of Japan – General Visa Info
•  Countries and Regions That Do Not Require a Visa
Please note: Even if your country is listed as visa-exempt, you may still need a visa depending on the type of passport (e.g., official or diplomatic). It is your responsibility to verify the latest requirements. For official guidance, please consult the nearest Japanese Embassy or Consulate-General.

 

Visa Support Request Deadline

October 3, 2025 [JST = UTC+9]
Please note that visa support documents do not guarantee visa approval.

 

Eligibility for Visa Support

You must fulfill all of the following conditions to receive visa support documents:

1.       You are the presenter / author / co-author of an accepted abstract.

2.       You have completed online registration.

3.       You have paid both the registration fee and the visa support fee in full.

 

Visa Support Fee: 20,000 JPY per person (non-refundable)
This fee does not include any fees charged by the Embassy or Consulate for visa application.
The ICBP Committee reserves the right to decline requests for personal guarantees.

 

Documents Issued

Eligible applicants will receive the following:

• Invitation letter (issued by the Organizing Committee)
• Letter of guarantee
• Letter stating the reason for invitation
•  Schedule of stay
•  Certificate of Employment of Guarantor
 

Visa Guarantee Period

November 4 (Tue.) – November 12 (Wed.), 2025

If you wish to extend your stay before or after the guaranteed conference period, you may apply for a tourist visa at the discretion of the Japanese Embassy or Consulate.

Important Notes

Visa processing may take time. We recommend contacting your local Japanese Embassy/Consulate as early as possible to check procedures and required documents, as they may vary.
Preparing visa documents may take one week or more, and additional time is required for delivery. We advise applying for your visa at least 1.5 months before departure.
Issuance of visa documents does not guarantee visa approval or entry into Japan. ICBP2025 is not liable for visa rejection or any related expenses (e.g., airfare, hotel).

 

Delivery of Documents:

•  Documents will be sent by email in PDF format.
•  If original documents are required by the Embassy, they will be sent by EMS or DHL. In this case, you must cover the shipping cost, which will be invoiced and collected in advance.

Transit Visas:

•  If you transit through other countries en route to Japan, please check if you need a transit visa and make necessary arrangements yourself.

No Free Invitation Letters:

•  We do not provide free visa invitation letters under any circumstances.
 

Required Information for Visa Document Preparation

Please prepare the following information (in PDF or image format) when contacting the Visa Support Desk:

• Copy of your passport (photo page)
•  Your passport must be valid for at least 6 months from your date of arrival in Japan. If not, please renew your passport before applying.
•  Name and location of the Japanese Embassy/Consulate where you will apply
•  Flight details (date and flight number)
          Arrival in Japan
          Departure from Japan
•  Accommodation details
          Hotel name and check-in/check-out dates
•  Your name and 5-digit registration number (e.g., 10XXX)

 

VISA support application will begin in August, 2025