All You Need to Know About the Conference Visa

What is a Conference Visa?

A conference visa is a specialized travel permit provided by a country's government to individuals intending to attend conferences, seminars, workshops, or similar events hosted within that country. It facilitates the entry and temporary stay of foreign nationals for up to 30 days from their date of arrival.


Who is Eligible for a Conference Visa?

Here are the eligibility criteria for a conference visa:

  • Participants invited to attend conferences, workshops, seminars, etc.
  • Speakers invited to present research papers, lead sessions, or deliver talks.
  • Delegates representing governmental bodies, international organizations, or NGOs at international conferences.
  • Organizers, administrative staff, and technical support personnel involved in managing the conference.

How to Apply for a Conference Visa:


Below are the steps to apply for a conference visa:


1. Gather Required Documents:

  • Valid passport with at least six months validity beyond the intended departure date.
  • Visa application form (available on the embassy or consulate's website).
  • Invitation letter from the conference organizers detailing the event.
  • Proof of conference registration or participation.
  • Passport-sized photos meeting host country specifications.
  • Travel itinerary (flight reservations, accommodation details).
  • Proof of sufficient funds for expenses during the visit.
  • Travel insurance (if necessary).

2. Complete Visa Application Form:

  • Fill out the visa application form accurately, providing all requested information.
  • Some countries offer online application forms, while others may require paper applications submitted in person or through a visa processing centre.

3. Pay the Visa Fee:

  • Pay the visa application fee according to the host country's regulations, which may vary based on visa type and duration.

For permission from the Ministry of Home Affairs (MHA) and Ministry of External Affairs (MEA), the following information is required from all international delegates:

  • Name (as per passport)
  • Nationality
  • Date of Birth
  • Country of birth
  • Passport Number
  • Issue Date of Passport
  • Expiry Date of Passport
  • Passport issuing authority / place of issue.
  • Current Affiliation and Designation
  • Address – As per passport / communication

The conference organizer will apply for ministry approvals after collecting the above information during the online registration.


Documents required for an E Conference VISA:

  • Letter of Invitation from the Conference Organizer (this will be provided by the conference organizers to the participants via email)
  • Ministry of Home Affairs Permission
  • Ministry of External Affairs Permission

Note: Kindly apply for Conference visa only once all 3 above documents are available, we will be forwarding you the documents in due time.
The Ministry of External Affairs approval letter will be updated on the conference website under the VISA tab.
All individual clearances are subject to the sole discretion of the Ministry of External Affairs and the Ministry of Home Affairs. The Powder & Grains 2025 Organizing Committee will submit the necessary applications; however, the final approvals rest entirely with the respective Ministries.


Essential Details for Visa Application:

  • Name of the Event: Powders & Grains 2025
  • Organizer's Address: Engineering Mechanics Unit, Jawaharlal Nehru Centre for Advanced Scientific Research, Jakkur PO, Bengaluru, Karnataka 560064
  • Dates: 08th to 12th December 2025
  • Venue: Novotel Goa Resort & Spa, Candolim, Goa, India
  • Reference Name in India: Prof Meheboob Alam, Chair of the Organizing Committee
  • Email Id: powdersandgrains2025@gmail.com
  • Website: https://www.powdersandgrains2025.co.in/

Please ensure to provide the above details accurately while applying for the conference visa.

Click Here to see the sample e-visa application step by step process.

Details of Visas granted by India Click Here

Click Here to apply for E-Visa