Visa invitation letters
Participants are responsible for checking whether they need a short-stay Schengen visa to visit the Netherlands and for completing their own visa application.
Invitation letters are issued only to registered and fully paid delegates. More info on the visa proces can be found here.
Once your registration is confirmed and payment is completed, you can download your visa letter directly from your account:
- Log in to the ECIR 2026 website.
- Click on your name in the top-right corner and select "My Profile".
- On your profile page, click the "Generate Visa Letter" button to create and download your letter.
- The invitation letter supports your visa application but does not guarantee that a visa will be granted.
- For official information on visa requirements and Dutch embassies/consulates, please refer to the website of the Government of the Netherlands.
Certificates of attendance
- Digital Certificates of Attendance will be provided to registered participants who attend the conference on site.
- Certificates will be made available after the conference (for example as a downloadable PDF or via email).
- If you present a paper, poster, demo or tutorial, the certificate can state your role, provided this information is available in the conference system.
- If you require specific wording for institutional reporting, please contact the organisers during or shortly after the conference.
Important notes
- Each accepted paper must be covered by at least one author registration by the author registration deadline to be included in the proceedings.
- Early-bird fees apply only if payment is received before the early-bird deadline. Late payment may move your registration to the regular or late fee.
- If you require a visa, please register and pay as early as possible to allow sufficient time for the visa process.
- Invoices will be issued in EUR and sent by email after successful registration and payment.
Visa – Letter of Invitation
ECIR 2026 will be held in Delft, The Netherlands. Depending on your nationality, you may need a short-stay Schengen visa to attend the conference. This page explains how visa letters work for ECIR 2026 and how you can obtain yours via the registration platform.
Do you need a visa?
- Whether you need a visa depends on your nationality and your country of residence.
- Please consult the official information of the Government of the Netherlands and the Dutch embassy or consulate in your country.
- All attendees are responsible for obtaining their own visa and for complying with the requirements of the Dutch authorities.
Invitation (visa) letters
The ECIR 2026 organisers can provide an official letter of invitation to support your visa application. This letter is intended for the embassy or consulate and:
- confirms that you are registered to attend ECIR 2026, and
- states the conference dates and venue in Delft, the Netherlands.
Please note: an invitation letter does not guarantee that a visa will be granted. The decision rests entirely with the Dutch authorities.
Who can receive an invitation letter?
- Invitation letters are issued only to registered participants whose registration fee has been fully paid.
- Accompanying persons may receive a letter if they are registered in the system and linked to a main participant.
- We cannot issue invitation letters for unregistered or unpaid participants.
To register, please visit the Registration page.
How to obtain your visa letter (via your profile)
After you have registered and paid your ECIR 2026 registration fee, you can download your personal visa letter directly from your account:
- Log in to the ECIR 2026 website with the account used for registration.
- Click on your name in the top-right corner and select "My Profile".
- On your profile page, click the "Generate Visa Letter" button and download your letter.
Please check all personal details (name, passport details, affiliation) carefully before using the letter for your visa application.
Timing and practical advice
- Visa processing can take several weeks. We strongly recommend that you register and pay as early as possible.
- Print your visa invitation letter and take it to your visa appointment, together with your passport and any documents required by the embassy, such as your ECIR 2026 registration confirmation and proof of payment.
Questions
If you have questions about the visa invitation letter that are not answered above, please contact the ECIR 2026 local organisers via the details on the Contact page. When you contact us, please include your full name and registration ID.