Don’t leave home without these
With the world wide open for business, you may be headed for an international conference or meeting. Of course, that definitely means you need a passport. And quite possibly a visa—perhaps even a business visa.
Let’s get you there with minimum hassle.
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The Basics
Rule No. 1 is, get started on your investigation of what’s needed as early as possible. To smooth out the process, consider using a visa service (see below). This will cost somewhat more but may be well worth it. Rule No. 2 is, find the most recent information available, as rules and requirements often change. Outdated web resources could mean you miss your meeting.
Don’t neglect the other basics. Do you need immunizations for entry or your personal sense of well-being? What about mobile phone and internet service abroad? Most carriers offer international plans these days, but rates vary according to how much coverage you need. Many travelers swear by communication apps like WhatsApp and Skype, which let you phone home as if you were still in the U.S. Consider international travel insurance, not only for health (especially emergency evacuation services) but also to cover your airline tickets, accommodations and personal belongings.
Don’t speak the language where you’re going? In major meetings cities, that shouldn’t be much of a problem—English is usually widely spoken in the hospitality sphere. Where it isn’t, phone apps like Google Translate can save the day. The newest Samsung Galaxy phones offer an AI-generated feature called Live Translate, so you can call for a taxi or make a dinner reservation in the local language.
Read More: What is Stopping International Attendees from Returning to U.S. Conferences?
Passport Requirements
The good news is, if you need to renew or apply for your first passport, the miserable backlog of many months that began during the pandemic is now cleared away. Routine passport applications are running 6-8 weeks, and expedited applications can be processed in as little as 2-3 weeks. Even if your current passport is valid, be aware: Many countries require that your passport be valid (unexpired) for up to six months past your arrival date. You may also have to have one or two blank pages left in your passport booklet.
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Visa Requirements
As of January, U.S. passport holders can travel to 189 countries and territories without a visa, or by obtaining a visa on arrival, typically by standing in line at the airport. But for other major meetings destinations, like India and China, you do need one. The rules can be tricky to navigate—and must be strictly followed.
Take Vietnam, for example. The short-term visa needed by U.S. citizens to enter Vietnam to attend a meeting, conference or do other business is called a Vietnam Business Visa. (Citizens of a few dozen countries, such as the United Kingdom and Germany, are exempt from this requirement for short visits, but holders of U.S. passports are not.) You can apply for this visa in three ways: at a Vietnamese embassy or consulate in the U.S.; on arrival but only at one of the eligible international airports in Vietnam; or online, though a website called the Vietnam Immigration Portal. The requirements for each option, and the time it takes to get your visa, vary.
There may be other considerations as well. Vietnam also requires proof of Vietnam travel health insurance. Some Vietnamese consulates or embassies might also require what’s known as a Letter of Invitation from your Vietnamese host.
Check requirements for the specific country—including immunizations and more—on the U.S. State Department website.
Read More: Lessons Learned from MPI WEC in Mexico
Visa Services
In practically any country you need to journey to, there are in-country consultants who claim they will usher you effortlessly through the local visa bureaucracy. For a fee, naturally. Yet, in online searches, it’s sometimes hard to know which of these miracle workers is best, or even real. There are other options. CIBTvisas, for example, has been around for decades, boasts a roster of major corporate clients and currently has 60 offices in 29 countries. It describes itself as “the market leader for business and other travel visa and passport services for corporate and individual clients.”
