Visa Application Support

There are some documents necessary for you to apply for a visa to enter Japan, some of which must be prepared on our end in Japan.

However, some of the non-Japanese citizens will be exempted from obtaining a visa. They can enter Japan just by showing their valid passport. Please see the following webpage for the “list of countries and regions that have visa exemption arrangements with Japan.”
http://www.mofa.go.jp/j_info/visit/visa/short/novisa.html 

If your country/region is listed, then you do not need to apply for a visa to enter Japan.
If you are not sure whether you need a visa or not, please contact the diplomatic mission (“Embassy of Japan” or “Consulate-General of Japan”) in the country or region you live in.
http://www.mofa.go.jp/about/emb_cons/over/index.html 

Now, if you need a visa, please take the following steps for your visa application.

1. Complete your “Registration” and “Payment” in EDAS.
2. Reserve a hotel room for your stay in Japan and an airline ticket to Japan.
3. Download the “ISAP2025 Visa Documents Request Form” and fill it out.
4. Send the form to ISAP2025 Registration Secretariat, and wait for 4 business days.
5. Apply for a visa at “Embassy of Japan” or “Consulate-General of Japan” by yourself.

Before requesting your visa application documents, please go to the following page and complete your registration for ISAP2025 by paying the registration fee. 
https://edas.info/r33020 

(If you wish to request us of visa application documents for your accompanying person(s), who will not attend the technical sessions, but will participate in ISAP2025’s official events, such as the “Welcome Reception,” “Buffet party,” etc., you will need to pay the additional registration fee of 30,000 JPY (per person) for “Accompanying Persons” in EDAS.) 

A tentative itinerary while you are in Japan will be required for visa application documents. Please reserve a hotel room for your stay in Japan by yourself, as well as a round-trip airline ticket to Japan. We recommend that you reserve “cancelable” rooms or tickets.

The main purpose of your trip should be “to attend a conference (ISAP2025),” but you can extend your stay and add extra days before/after the conference period for sightseeing, shopping, visiting your colleagues or friends, etc.

<Itinerary Sample 1>
Oct. 25: Arrive at Fukuoka Airport and move to the hotel.
Oct. 26: Go sightseeing in Fukuoka.
Oct. 27 to 31: Attend ISAP2025.
Nov. 1: Go sightseeing in Fukuoka
Nov. 2: Move to Fukuoka Airport by train, and depart for China.

<Itinerary Sample 2>
Oct. 24: Arrive at Fukuoka Airport and move to the hotel.
Oct. 25 to 26: Go sightseeing in Fukuoka.
Oct. 27 to 31: Attend ISAP2025.
Nov. 1: Move to Hiroshima by train and enjoy sightseeing.
Nov. 2 to 4: Move to Kyoto by train, and enjoy sightseeing.
Nov. 4: Move to Tokyo by train and enjoy sightseeing.
Nov. 5: Move to Tokyo International Airport (Haneda) by train, and depart for India.

NOTE!
Please make your itinerary a realistic one, considering your arrival time at the airport. After landing, it may take one hour, or could be longer, before you can leave the airport building. If your arrival time is late in the day, you should probably consider staying at a hotel near the airport for the night, and move to your next destination the next morning.

Download the “ISAP2025 Visa Documents Request Form” (Microsoft Excel: 26KB). 

Once you have prepared everything for the two points (1 and 2) above, download the form and fill it out. This form requires some more personal information than the EDAS registration form, such as your profession, date of birth, passport number, etc. 

Send the completed “ISAP2025 Visa Documents Request Form” to the ISAP2025 Registration Secretariat (e-mail: isap-visa2025@mail.ieice.org).

After we receive the form from you, we will translate the information in the form into Japanese, and make some documents written in Japanese. This usually takes three or four business days, but depending on the number of applications we receive, it may take longer.

Then we will send you all the following documents by email:
*an Invitation Letter (or “招へい理由書”) by the ISAP2025 Organizing Committee
*a Letter of Guarantee (or “身元保証書”) by the ISAP2025 Organizing Committee
*an Itinerary during your stay in Japan (or “滞在予定表”)
*a Certificate of Employment of the inviter (or “在職証明書”)

Once you have received the documents in Japanese from us, you should go to the “Embassy of Japan” or ”Consulate-General of Japan” in the country or region you live in, and apply for a visa by yourself. It usually takes a week or two for a visa to be issued.

Depending on your nationality, however, you may not be allowed to apply for a visa directly at the “Embassy of Japan” or “Consulate-General of Japan,” but through an “accredited agency.” Please contact the “Embassy of Japan” or “Consulate-General of Japan” first whether you need to apply through an agency or not.

Registration