Visa Information

Visa Letter for Chinese attendees

We have been told that Visa letters for Chinese attendees must include several pieces of information (including the passport number and a copy of the ID card of the person who issued the invitation) and should be sent directly to the embassy/consulate.
If it happens that you need such a special letter, after having registered and paid for the conference, please fill in the following form: Link to the form.

To ensure your request is processed, please complete the form as soon as possible. After July 31st, 2026, we cannot guarantee that it will be processed.

ICSME 2026 will take place in Benevento, Italy. Participants are responsible for checking whether they need a visa to enter Italy and for completing all visa-related procedures in a timely manner.

Italy is part of the Schengen Area. Depending on nationality, country of residence, travel itinerary, and length of stay, some participants may need a short-stay Schengen visa to attend the conference.

Participants should check the following official resources:

Visa for Italy – Ministry of Foreign Affairs and International Cooperation
https://vistoperitalia.esteri.it/

Applying for a Schengen Visa – European Commission
https://home-affairs.ec.europa.eu/policies/schengen/visa-policy/applying-schengen-visa_en

Participants should also contact the Italian Embassy, Consulate, or Visa Application Center responsible for their place of residence for the most accurate and up-to-date information.

Suggested Visa Category

For most participants who require a visa, attendance at ICSME 2026 will normally fall under a:

Short-stay Schengen Visa, Type C
Purpose: Conference / Business / Scientific Event

The exact visa category and required documents may vary depending on the participant’s nationality, country of residence, travel itinerary, and the rules applied by the competent Italian Embassy, Consulate, or Visa Application Center.

Participants must follow the instructions provided by the Italian Embassy, Consulate, or Visa Application Center responsible for their place of residence.

ICSME 2026 cannot determine the correct visa category for individual participants and cannot provide legal or immigration advice.

Invitation Letters

ICSME 2026 can provide invitation letters to support visa applications only to registered participants whose presence at the conference is required for an official conference role.

This includes, but is not limited to:

authors with a paper accepted for presentation at ICSME 2026;
invited speakers;
keynote speakers;
session chairs;
panelists;
organizing committee members;
other participants with an official conference role approved by the organizers.

Invitation letters are intended only to confirm the participant’s registration, official role, and the purpose of travel to attend ICSME 2026. An invitation letter does not guarantee that a visa will be issued.

Visa decisions are made exclusively by the competent Italian Embassy, Consulate, or Visa Application Center.

Requests from participants who do not have an accepted paper or another confirmed official role requiring their presence at ICSME 2026 may not be processed.

Required Information

To request an invitation letter, eligible participants may be asked to provide the following information:

Full name as shown on passport
Date of birth
Nationality
Country of residence
Affiliation / Institution
Position / Role
Email address
Registration confirmation number, if applicable
Paper ID, if applicable
Paper title, if applicable
Type of participation: author, presenter, invited speaker, keynote speaker, session chair, panelist, committee member, or other approved role
Expected arrival date in Italy
Expected departure date from Italy
Embassy, Consulate, or Visa Application Center where the application will be submitted

Important Notes

Participants are strongly encouraged to start the visa application process as early as possible, as processing times may vary by country and by consulate.

ICSME 2026, the organizing committee, IEEE, and the local organizers cannot contact embassies, consulates, or visa application centers on behalf of participants, nor can they influence the outcome of visa applications.

The invitation letter does not imply any financial support from the conference organizers. All costs related to travel, accommodation, registration, visa application, insurance, and stay in Italy are the responsibility of the participant.

Visa Invitation Letter Request

To request a visa invitation letter, please contact: icsme2026@cerict.it

When contacting us, please include all required information listed above.

Disclaimer

ICSME 2026 provides invitation letters only to eligible registered participants whose presence at the conference is required for an official conference role. The conference organizers do not guarantee visa approval and cannot provide legal, immigration, or consular advice. Participants are responsible for verifying the applicable visa requirements and procedures with the competent Italian authorities.