Advice for Organizers of International Physics Conferences in the United States

March 2003

Since September 11, 2001, many US visa applications are taking much longer to process. While some colleagues may not encounter any difficulties, many applications are now undergoing additional review in Washington, DC. This review greatly extends the application processing time, sometimes jeopardizing foreign colleagues’ participation in meetings and conferences in the US.

What can conference organizers do to minimize the effects of these delays?

Most importantly, conference organizers should inform their international constituents of the current situation. They should be advised to apply early, to anticipate delays, and to plan accordingly. The American Physical Society now recommends that visa applications be submitted as much as 6 months in advance of travel. Should a consulate refuse to accept an early application, conference organizers should intervene and also inform the APS.

This necessitates that organizers be prepared to issue invitation letters and promises of financial support (where such support is authorized and offered) if these are required to accompany a visa application (in some countries where simple tourist visas are issued, a letter of invitation may not be needed). It will be important for such letters to be included with the visa application. Organizers will also need to apply for funding earlier than in the past, so that pledges of financial support can be made well in advance of the conference.

What can organizers do in the event of a visa delay or denial?

There are various reasons that may prompt additional review of a visa application, causing a delay. In particular, colleagues from countries deemed "sensitive" and those applying to consulates in third countries (outside of the US or their homeland) will be subjected to security clearances. It is always preferable to apply in one’s home country. Also, certain disciplines that are on the Technology Alert List (TAL), which is used to curtail illegal transfer of US technologies, may prompt additional review. Consular officials often cite an incomplete application as the main cause of delay in adjudication of an application. In this instance, the application will be “temporarily denied” (pending receipt of additional information) under section 221(g) of the Immigration and Naturalization Act (INA).

Most visa denials are the result of the applicant’s failure to convince the consular official that they intend to return abroad upon the completion of their lawful stay in the US. Because US immigration law requires that all visa applicants be regarded as potential immigrants (Section 214(b) of the INA), applicants have a responsibility to provide proof of “binding ties” to their current country of residence in their applications. “Binding ties” includes such things as:

• Family ties
• Property ownership
• A bank account
• An employment contract or statement from one’s employer, which proves that employment will continue after the dates of the meeting
• Anything else that demonstrates intent/need to return to one’s country of residence

The APS also recommends that conference organizers refer to the advice provided by the National Academy of Sciences and the International Council for Science’s Statement on Freedom in the Conduct of Science.