How-To-Apply-International-Conference

Guide for how to apply international conference


Attending a conference (whether an in-person or online conference in 2022) can bring tremendous value to people’s businesses, careers, and academic lives. Applying for a conference nevertheless (especially the exclusive ones, where the most high-profile experts are invited to speak and share their insights on the most groundbreaking research topics) can be a bit daunting at times. This blog breaks down everything that one needs to do to successfully apply for any world-class conference that they are desperate to take part in. 

  • Writing A Request Letter To Request Permission To Attend A Conference
    • Want to attend a conference but first need to convince your superiors, teachers, or boss to let you take part? 
    • For any supervisor, educator, or manager, sending a research fellow, student, or employee to a conference is a significant investment. 
    • First, it means covering their shift (in the case of employees), adding to that is the cost of transportation (flights, ground transportation) and hotel. 
    • Thus, it is essential to build a convincing argument as to why you should attend the event.
  • Preparing and sending a convincing request/permission letter to your superiors requesting permission to attend a conference is a good first step. In your letter, be sure to outline –
    • the educational content that will be shared at the event, 
    • any CEU credits that you could potentially receive, the roster of guest speakers invited to speak at the event, and 
    • networking opportunities that will be advantageous to you, your colleagues, and your career. 
  • Make sure you approach your superior well in advance of the event to ensure the cost to attend the meeting is within budget. 
  • Also, flight costs tend to increase closer to the event. 
  • Conference organizers spend an entire year customizing an event to ensure they provide you with the best educational experience possible. 
  • It is also essential to upgrade your skills and seek opportunities for personal development each year. 
  • Additionally, research developments and industry regulations continually change; we must stay one step ahead and not be caught off guard or left behind. 
  • Plus, influential advocates coordinate and speak at industry events, so it’s a great chance to contribute. 
  • Nowhere else can you obtain access to all of this and more than by partaking in an international conference in 2022.
  • You can even ask your more experienced colleagues and seniors for a template of such a letter that you can customize to your heart’s content and send to your superior in order to obtain permission and funding to attend an international conference. 
  • Using such a template, all you need to do is just fill in relevant information from the conference website and its agenda. 
  • Carry out your research and determine what CEU credits will be offered and outline which industry keynote speakers are on the agenda to input this information correctly. 
  • Most of this information can be found on the conference website, but the more research you do, the better. 
  • Call the conference chairperson or administrator and get details about the attendees and relevant new information that will be discussed. 
  • Make use of this to build the argument that this is a conference you can’t miss. 
  • In order to solidify your attendance and get the most out of the conference, think about offering to be a guest speaker and undertake a breakout session.
  • Availing Of Necessary Funding & Grants
    • Taking part in conferences can involve a lot of travel, which can be expensive.
    • This is why many funding bodies, universities, and conference organizers often offer travel grants to Ph.D. students. 
    • A 2022 college conference will let you know in their call for papers if they offer travel grants. 
    • Often these are prioritized for those traveling abroad or self-funded students.
    • You can even check with your university or funding organization, as most have budgets specifically for conference travel.
  • Applying For A Visa (In Case Of The Conference Is Taking Place Abroad)
    • If you plan to travel abroad to attend a conference or event, you may need a conference visa. 
    • Detailed below are the five most important things you need to know before applying for a conference visa. 
    • Of course, if you are only interested in attending an upcoming online international conference, then you can skip to the next section. 
  • What’s A Conference Visa & How’s It Different From Other Sorts Of Visas?
  • A conference visa can be granted to a foreigner if he/she wishes to attend international/national conferences, seminars, or academic events in a country other than his/her own.
  • The sole purpose of such a visa is to access any conferences/seminars or workshops/meetings held outside your country. 
  • The conference visa can be issued to you if you are going to attend an event that is being organized by any one of the following types of organizations – 
    • Government ministry or department,
    • State governments,
    • Public sector companies,
    • Central educational institutions,
    • University funded by the public,
    • An organization completely owned and controlled by the government or state government,
    • The UN and its specialized agencies,
    • Reputable NGOs,
    • Private companies.
  • If you plan to take part in a conference, a seminar, or a workshop, you should check the status of the organizer. 
  • The organizer has belong to alteast one of the above categories. 
  • It is different from other visas as it can only be obtained if you wish to visit the country to attend an upcoming conference, seminar, or workshop. 
  • This visa is not for commercial, touristic, or professional purposes.
  • Who Can Apply For & Obtain Such A Conference Visa?
  • If you have a valid passport and you have an invitation to attend a conference/seminar in other countries, you can apply with valid documents.
  • People visiting to attend business or academic conferences must obtain a conference visa.
  • All academicians, professors, students, lecturers, researchers, masters/bachelor/postgraduate students, and executives of companies and organizations can apply for the conference visa.
  • You can also request it if you are going with your group to present a conference paper or as an auditor for any conference/seminar organized in other countries.
  • You can apply for a multi-country conference visa sequentially if you plan to travel to multiple countries for conferences and seminars.
  • The Process For Applying For A Conference Visa
  • If you are considering getting a conference visa, you need to follow these steps –
    • Find the conference/seminar/workshop that’s right for you and apply.
    • Complete the registration process as per the guidelines specified by the conference organizers
    • Ask the organizer for the Visa invitation letter.
    • Apply online at the embassy of the country concerned or go to the office.
    • Pay fees if applicable.
    • Obtain the acknowledgment of receipt and the visa approval letter.
    • Grab the print and take it on the go.
  • The Documents Typically Required To Obtain Your Conference Visa
  • The following document is required to obtain the conference visa –
    • An Original passport with a minimum of six months of remaining validity.
    • Recent passport size color photographs.
    • Photocopy of passport.
    • Form completed online.
    • Invitation letter from the organizer (visa invitation letter)
    • Proof of your residential address.
    • Logistical details like hotel reservations for a stay, plane tickets, etc.
    • The embassy may request additional documents if necessary from the applicant and convene an interview.
  • During the Covid situation, most countries closed their borders and now allow all public meetings or gatherings.
  • Now the situation is slowly normalizing. Thus, some countries are trying to open borders to travel and allow academic and other research activities.
  • If you plan during this period to travel to any country to attend an international conference or academic event, you have got to apply for a conference visa or a business visa.
  • Some crucial factors that you would also benefit from taking note of are – 
    • Getting confirmation from the Organizer regarding the conference before applying.
    • Taking the vaccine and keeping the certificate.
    • Bringing the Covid protective equipment (mask, sanitizer, necessary medications).
    • Taking international health insurance.
    • Booking tickets for the event (making sure cancellations are possible).
    • Checking the quarantine period and other required documents like PCR test report, vaccine report, etc., required to enter the country.
    • Regularly following the local news and the covid situation of the country or city where you’re traveling to.
  • What If Your Application For A Conference Visa Gets Rejected?
  • This is one of the most common concerns that all people have with regard to applying for a conference visa.
  • Before applying for a conference visa, make sure that all the documents you have are original and correct. 
  • Do not submit any fake invitation letter or provide any misleading information to the authority.
  • If you produce false or incorrect information, you may be barred from applying for a future visa for that country.
  • In case of cancellation of your visa application, you can contact the organizer to –
    • Reschedule your attendance to another location and date.
    • Request a virtual or online presentation.
    • You may also consider the option of a visit visa (check the embassy website).
    • You can also unsubscribe.
  • Some counties now issue the Business Visitor Visa to access conferences and meetings. 
  • You should check the details on the respective embassy website or contact their consulate present in your country for official confirmation.
  • Applying For An International Conference The Right Way
    • Everyone knows that it is important for the development of your research to attend conferences and, if you feel up to it, to also present your work.
    • Presenting at a conference, no matter how scary, allows others in your field to comment on your work, often sparking a discussion that can help you review the weaker parts of your research while crystallizing its strongest aspects. 
    • Not only that, but with the right sort of networking, it can also really give your career a boost – you never know who you might get along with. 
    • But first, how can you get your work accepted at a conference? 
    • Detailed below are some tips for applying to conferences to give you the best chance of success. 
  • Pick An International Conference That Fits Your Objectives The Best
    • It sounds simple, yet it’s worth remembering: the best way to get your work accepted is to target it to an appropriate conference.
    • Conferences can be large or small, highly specialized or broader, and single-topic or more interdisciplinary. 
    • Which conference is right for you depends on a number of factors, including your personality and the topic of your research. 
    • In terms of personal reasons, some people are more comfortable in a small conference with between fifty and one hundred attendees, where you can get to know everyone well. 
    • Other people, perhaps those closer to the outgoing end of the spectrum, may prefer a busier, more lively environment than what you might get from a very large conference that features thousands of presentations on a range of topics. 
    • In terms of research, ask yourself if your work would be interesting and informed by a broad range of topics and areas, in which case you would want to attend a broad interdisciplinary conference, or if it is more specialized and would be better suited to a specialized conference.
  • Think About Whether Regional Or International Events Are More Your Style
    • Given their often greater funding, large international conferences tend to have the best reputations, and therefore presenting there is more appreciated – definitely something for the CV. 
    • That said, it may be simpler to get your work accepted at a smaller national conference, and you may be more comfortable presenting at a low-pressure event if it’s your first time. 
    • You can also start small and scale up to larger conferences as your confidence grows. 
    • Funding is also important – how will you pay for your travel and accommodation costs? 
    • Find out what budget you have at your university, as you may find that you can acquire funding to partake in a cheaper national conference, but not an expensive international conference. 
    • Sometimes it’s also worth checking outside your university (in case you’re either a research professional, a student, or an educator), as the occasional independent institution will also provide funding. This, of course, will necessitate a bit of research but could really be worth it.
  • A doctoral conference is typically an event where researchers and professionals gather together to present their latest findings. 
  • Such events are primarily made up of hour-long themed panel sessions that consolidate similarly themed presentations into a single slot. 
  • These panels are then followed by Q&A sessions, making it possible for attendees to engage with and discuss their thoughts with the speakers/presenters. 
  • Other forms of research presentation at conferences include posters, more commonly undertaken by students and early career researchers.
  • These events usually end with a long speech by the keynote speaker, a highly respected researcher in his discipline.
  • Find A Conference With A Format That Suits You & Your Objectives The Best
    • There are varying types of conferences, although most of these are very similar, format-wise.
  • Academic Conferences
    • Academic conferences are the most common type of event you are likely to encounter. 
    • These adhere to the standard format of panels and Q&A sessions followed by a keynote speaker. 
    • Academic conferences can be small events held over a few days or can be larger, lasting as long as a week, depending entirely on the organizer of the event. 
    • Organizers can comprise individual scholars, a group of researchers, or even a large-scale funder.
  • Annual Meetings
    • Annual meetings are quite identical in nature to academic conferences, and sometimes the names are used interchangeably. 
    • The organizers of such events are usually funding agencies, research groups, or corporations. 
    • The general format is usually the same as a conference but will highlight speeches from new board members.
  • Postgraduate Conferences
    • Postgraduate conferences are typically organized by students for students, although some funders also organize these events. 
    • The vast majority of presentations are delivered by students, postgraduate students, and the only professional academic is typically the keynote speaker for a conference. 
    • These events offer an excellent, more informal introduction to the world of conferencing as well as access to fast publishing Scopus journals
  • Keeping An Eye Out For The ‘Call For Abstracts’
    • To find out when conferences are taking place, keep an eye out for relevant websites and sign up for email newsletters. 
    • One great way to begin is by asking your own faculty, as your professors will be familiar with the annual conferences in your field and can point you on the right path.
  • When a conference is ready to start accepting applications for presentations, it issues a “call for abstracts” in which it invites researchers to submit a brief summary of the work they wish to present. 
  • A call for abstracts typically includes information about the conference themes and topics of particular interest. 
  • If you can customize your work to one of the conference themes, you will increase your chances of your abstract being accepted. 
  • Keep your finger on the pulse to make sure you don’t miss any deadlines – lateness tends not to be appreciated.
  • Tips For Submitting Your Abstract & Having It Accepted Successfully
    • If you have identified the right conference for you and they have issued their call for abstracts, all you need to do is write an abstract of a few hundred words describing the work you can present. 
    • Bear in mind that an abstract proposing to present experimental findings is generally more likely to be accepted than an abstract presenting theoretical work. 
    • Even if your experiment is not complete or your data analysis is not finalized, you can still present preliminary outcomes of what you have so far. 
    • Also keep in mind that innovative, new, or unusual research is more likely to be accepted than work that is a reworking of well-known research in your field. 
    • It may seem obvious, but it’s actually where a lot of people fall. 
    • It’s always better to be a little ambitious than too cautious.
  • When you submit an abstract for consideration, you will likely have the option of applying for either a lecture or a poster presentation, or both.
  • Lectures are generally considered more prestigious than poster presentations, so it’s worth applying to give a lecture even if you’re feeling nervous about the prospect. 
  • The typical strategy is to indicate that you want to apply for both a lecture and a poster presentation and hope that you will be lucky and get a lecture. 
  • Even if your first application isn’t accepted, don’t be too discouraged; even applying to a conference should be considered a feat – it’s a process that, in reality, few set out to accomplish. 
  • More importantly, conferences in academia are on the rise, so there will no doubt be another quickly visible on the horizon that you can channel your energies into. 
  • Writing A Top-Notch Conference Paper Proposal
    • One of the most crucial things to take note of is that your conference paper proposal is a stand-alone document. 
    • Such a proposal is just that – a proposal to present your information and paper at a conference. 
    • Your audience is very specific in that it is written for the selection committee of the conference you wish to present at. 
    • In your proposal, you will want to address some key points. These include the following –  
      • Submit a presentation that is unique, controversial, or explores new territory in your field.
      • Review what your presentation will specifically cover and address.
      • Indicate how your presentation proposal fits the theme and scope of the conference.
    • Be sure to follow conference guidelines for submission. Many organizations accept online applications, which will naturally guide you through the process.
  • Opting For A Talk Format Vs. A Poster Presentation Format 
    • Often you can specify whether you are applying to give a talk or a poster presentation. 
    • Conferences are more prestigious, but presenting a poster is also useful – you can get direct feedback from many attendees with a poster. 
    • It’s normally a good idea to apply for both a talk and a poster and see which one you’re accepted for.
  • Making Sure Your Research Offers New & Enlightening Insights 
    • In order to ensure that you have the best chance of getting accepted, your abstract should cover innovative research and add a new or unusual perspective to work in your field.
  • The Quality Of Your Research Findings
    • Although occasionally you may be accepted to present theoretical work at a conference, you will generally have more success if you have already carried out an experiment and have results to share. 
    • It depends on the field, of course, but there is a general tendency to accept abstracts that have at least early hits.
  • Take Into Consideration The Theme Of The Conference  
    • Finally, take a look at the conference theme or focus for the coming year. 
    • Normally there will be a topic or list of topics the conference is aimed at, and your chances of getting accepted to present are much more if you can discover a way to tie your research to the topic.
  • Identify Exactly What You Wish To Gain From Your Conference Experience
    • Although there is no limit on the number of conferences you should attend throughout your academic life or career, it is recommended that you attend at least a few. 
    • When it comes to the question of how to apply for a conference, the registration process for most conferences these days is streamlined and user-friendly enough to make it possible for anybody to easily be able to follow the step-by-step instructions and successfully register.
    • Therefore, the question of successfully applying for an international conference (and thereby benefitting from the experience as much as possible) also partly involves being able to choose the right event. 
    • In order to choose the right event, one must know what they can possibly achieve from their attendance. 
    • The following are some of the perks of participating (actively) in an international conference –
  • Study Advantage
    • Presenting your work at conferences, is a great way to test your ideas and theories. 
    • Any questions you receive could identify areas that you have not considered in your research or aspects that may need clarification. 
    • Some participants might also offer literature recommendations that will help you strengthen your knowledge in the field.
  • Career Advantage
    • Your future career can greatly benefit from such experiences, as they provide you with another opportunity to engage in research.
    •  Presenting at conferences looks great on a resume because it shows you’re already invested and active in the community.
  • Networking
    • Another important aspect of conferences is networking. 
    • If you plan to apply for academic positions after your current role, this step is essential. 
    • When an academic knows you and your research, they are more likely to contact you if a suitable opportunity arises.
    • Networking will also help you keep up to date with people working in your field. 
    • This is a key part of working in academia and industry.  

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