International AIDS Society

Letter of Invitation

It is the delegate's responsibility to investigate the visa requirements for the United States of America 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 U.S. embassy or consulate to determine the appropriate timing of their visa applications. All visa applications should be submitted to the authorities at least 90 days before travelling to the U.S. (i.e. before mid-April 2012).

For detailed visa information please click here.

Individuals requiring an official Letter of Invitation from the conference organizers can request one on the online registration form or by contacting the AIDS 2012 Registration Department. To receive a Letter of Invitation, 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 will be 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 can be issued.

The registration fee minus a handling fee of USD 65 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. A refund for any additional items ordered (for example abstract books, etc.) can not be made. Refund requests must be made in writing and sent to the AIDS 2012 Registration Department, by email, no later than 31 August 2012.

The Letter of Invitation will be issued by the conference organizers and should 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.

Your registration details might be shared with the U.S. immigration authorities to assist in the immigration process. However, the conference organizers and/or the AIDS 2012 Registration Department will not directly contact embassies and consulates on behalf of visa applicants.

The deadline for requesting a Letter of Invitation is 90 days before travelling to the U.S. (i.e. before mid-April 2012).


Key Dates

17 July 2012 - 23:59 CET
Online pre-registration closes

Deadline to request a Letter of Invitation and to submit the visa application:
90 days before travelling to the U.S. (i.e. before mid-April 2012)

For a full list of key dates click here.

Contact Details
AIDS 2012 Registration Department

AIDS 2012 Registration Department
c/o Congrex

Phone: +41 61 560 75 35
Fax: +41 61 686 77 88