Visa Guidelines – IEEE SPACE 2026

General Information

All international participants attending IEEE SPACE 2026 must obtain the necessary visa and government clearances before traveling to India.

According to Government of India regulations, international attendees must obtain clearance from the Ministry of External Affairs (MEA) prior to the conference.

Participants who are not Indian citizens and do not hold an OCI card must submit their passport details to the conference secretariat to obtain the required permissions.

This requirement applies to all international participants, including:

• Speakers
• Delegates
• Authors
• Committee Members
• Accompanying attendees

Participants must provide:

• A clear colored copy of their passport showing the passport number, issue date, and expiry date.

Visitors entering India must have:

• A passport valid for at least 6 months from the date of entry, and
• At least two blank pages in the passport.

Participants attending the conference are required to apply for a Conference Visa.

MEA / MHA Clearance

All non-Indian passport holders must submit their passport details through the conference registration form so that the organizers can obtain clearance from the Ministry of External Affairs (MEA), Government of India.

Participants from the following countries require additional political clearance from the Ministry of Home Affairs (MHA):

• Afghanistan
• Iraq
• Pakistan
• Sudan
• China
• Stateless persons
• Foreign nationals of Pakistani origin

Visa Application Process

Visa applications must be submitted online through the official Government of India portal:

https://indianvisaonline.gov.in/

Nationals from more than 170 countries may also be eligible to apply for an e-Visa.

Additionally, effective 1 October 2025, all international travelers to India are required to complete the Online Arrival Form:

https://indianvisaonline.gov.in/earrival/

Tips for Completing the Visa Application

• Save your Temporary Reference Number during the application process.
• If the website freezes or gives an error, you can resume your application later using this reference number.
• Print two copies of the completed visa application form and sign them.
• Keep a saved copy for future reference.

Supporting Documents

Applicants for a Conference Visa may be required to submit the following documents:

• Invitation Letter from IEEE SPACE 2026
• Clearance Letter from Ministry of Education (MoE) – the nodal ministry for the conference
• Clearance Letter from Ministry of External Affairs (MEA)
• Approval Letter from Ministry of Home Affairs (MHA) (required only for specific nationalities)
• Valid Passport
• Completed Visa Application Form
• Passport-size photographs (as per specifications)

These documents will be provided by the IEEE SPACE 2026 Secretariat where applicable.

Invitation Letter

The IEEE SPACE 2026 Secretariat can provide an official invitation letter for visa purposes.

Invitation letters will be issued only after registration is completed and full payment has been received.

Participants requesting an invitation letter must provide:

• Full Name (as per passport)
• Passport Number
• Place of Issue
• Date of Issue
• Nationality
• Affiliation (City and Country)

The information must exactly match the passport details. Any discrepancy may result in visa delays or rejection.

Please note that an invitation letter does not guarantee visa approval.

Accompanying Persons

Accompanying persons who are not attending the conference sessions should apply for a Tourist Visa.

They may participate in:

• Social events
• Networking activities

Tourist visas can often be obtained through the e-Tourist Visa facility:

https://indianvisaonline.gov.in/visa/tvoa.html

Visa Processing Time

Typical visa processing times:

• Most countries: approximately 14 days
• Afghanistan, Iraq, Pakistan, Sudan, China, and Stateless persons: up to 60 days

Participants are strongly advised toapply at least 6–8 weeks before travel.

Important Notes

The IEEE SPACE 2026 Organizing Committeecannot influence visa decisions made by the Government of India or any embassy/consulate.

The organizers can only provide:

• Invitation Letter
• Conference documentation required for visa applications

Visa approval remains solely at the discretion of the Indian Embassy or Consulate.

Conference registration fees cannot be refunded due to visa rejection. The conference cancellation policy will apply.

Participants are advised to complete registration and apply for their visa as early as possible.

Enquiries

For visa-related queries, please contact the conference secretariat:

Email: mohit@cimglobal.in

Please include the following information when contacting the secretariat:

• Registration confirmation
• Full name (as per passport)
• Nationality
• Passport details

Disclaimer

Participants should verify entry and visa requirements at least three months before travel,as regulations may vary by country.

The IEEE SPACE 2026 organizers andIEEE AESS:

• Do not issue sponsorship or guarantee letters
• Cannot intervene in visa decisions
• Cannot appeal visa rejections on behalf of participants

For the most accurate information, please contact the Indian Embassy or Consulate in your country.

Frequently Asked Questions (FAQ)

For further information, visit:

https://conference.mha.gov.in/events/FAQ