AIB 2015 Annual Meeting
June 27-30, 2015
India Visa Information
Types of Visa
An entry visa is essential for all foreigners visiting India. There are several types of visa, including Conference, Tourist and Business Visas. Those traveling specifically for the 56th Annual International Conference of the Academy of International Business (AIB) to be held June 27–30, 2015 should apply for a Conference Visa. A Conference Visa allows tourism, but a Tourist Visa does not allow the holder to attend a conference. Conference Visas can not be issued "on arrival", and are only valid for 90 days from the date of issue. Therefore an application must be made well before the Meeting, preferably no later than 60 days before the conference dates, but not any earlier than 90 days before the conference. Note that many private visa-assistance companies are not familiar with the Indian Conference Visa application process, and may recommend that you apply for a Business Visa, which is incorrect.
Accompanying Persons and Guests are not entitled to attend the conference sessions and therefore should apply for a Tourist Visa. When applying for the Tourist Visa, the purpose of visit should be stated as Tourism. Mentioning "Conference" on a tourist visa application is incorrect and will lead to the visa application being rejected.
AIB Provided Documents to Support a Conference Visa
Documents required by the Indian Embassy or Consulate in your country may vary slightly from country to country. It is the responsibility of the participant to check the website of the local Embassy to see what documents are required for a Conference Visa. Documents for a Conference Visa will at the very least include the Visa Application Form, an Identification Letter from your Institution, and Photographs. In addition, you will need the following documents from AIB:
- A Letter of Invitation to the conference/seminar/workshop in India
- Copies of Permissions from four Indian Government Agencies for the staging of a particular conference
Please note that these documents are only required for the delegates applying for the Conference Visa. They are not required by those applying for a Tourist Visa, i.e. accompanying persons. Letters of invitation can only be issued to delegates attending the Conference and not accompanying family members.
Requesting AIB Documents
Please note that an Invitation Letter website has been created for the 56th Annual International Conference of the AIB to help visa applicants by providing the Letter of Invitation and the copies of the applicable Permissions. These documents must be submitted by the applicant to the visa authorities along with any other documents required by the local embassy.
Participants are able to generate and print personalized letters of invitation and download the four Indian Government permissions by clicking on the blue Get Invitation Letter button below. To request an Invitation Letter, participants of the 56th Annual International Conference of the AIB must have already registered for the conference. As such, participants will be asked to first login with AIB member credentials to verify their conference registration.
Please note that a letter of invitation is only for facilitating your visa, it should not be considered as an invitation covering fees and any other expenses. Also please note that the responsibility of getting a visa lies with the applicant, and neither the AIB nor the Professional Conference Organiser KW Conferences can influence the embassy to grant a visa. Please do not request the conference authorities for visa assistance, as the only help that can be given is the information on this page.
Citizens of Afghanistan, China, Iran, Iraq, Pakistan, Sudan, and persons of Pakistan-origin currently holding citizenship of any country:
These participants must fill in their passport details on the online registration form, and apply for Conference Visa more than 60 days before the start of the Congress. The recommended latest date is 25 April 2015. The Congress organisers are required to send the passport details of these participants to the Ministry of Home Affairs (MHA) for scrutiny, which takes 45 to 60 days.
Once these names are processed by MHA, for Chinese members, permission letters covering these delegates are sent directly to the Indian Embassy at Beijing which then forwards copies of these to the appropriate consulates. Therefore, Chinese members should expect permission letters to arrive at the respective consulates 45 days after they have filled out the request for an invitation letter on this site.
Important Note: Due to requests from our Chinese members, KW Conferences will submit one final list on May 7th to the Ministry of Home Affairs. Please note that it takes no less than 45 days for the Ministry of Home Affairs to process these names, therefore these individuals may or may not receive their visas in time for the conference. KW Conferences is making this extra submission due to requests from members, but cannot promise that these members will be able to get visas in time. We appreciate your understanding.
For participants from Pakistan:
- The "Port-of-Entry" into India should be via Delhi, Mumbai or Chennai only. Bengaluru is not an allowed Port-of-Entry into India for Pakistan citizens.
- Pakistan citizens holding two passports should apply for visa on their Pakistan passport
Additional Visa Information
It is advisable to apply for a visa well in advance, but not earlier than 3 months before the end date of Congress – 30 June, 2015. If approved, a single entry Conference Visa will be granted. Please note that the validity of a visa begins on the day it is issued. The date of entry into India does not affect the period of validity of a visa. The duration is usually 3 months.
Processing time for a conference visa is usually 15 days. For participants from Afghanistan, China, Iran, Iraq, Pakistan, Sudan, and persons of Pakistan-origin the processing time is 60 days. Foreign visitors entering India must possess a passport valid for at least 6 months after their date of entry into India, except in the case of nationals of Bhutan and Nepal, who need only to carry suitable means of identification. There should be at least two blank pages in the passport.
The list of Indian diplomatic missions overseas can be consulted at:
Some Indian embassies and consulates have outsourced their visa processing services to VFS Global. For the United States, all Indian visa processing services are provided by CKGS. Visa application forms may be downloaded from these links.
Online Visa Application
Indian Embassies, Consulates and High Commissions now require visa applications to be made online. This can be done from the Indian Government website: https://indianvisaonline.gov.in/visa/.
Please note that this website is operated by the Indian Government, not the AIB. Here are some tips on using that website:
- Make a note of your temporary reference number. If the website crashes, throws up error messages or freezes, you can try later using your temporary reference number to retrieve your partially filled form.
- Length of stay – Check whether the form asks you for your length of stay in months. If the form asks for months, it actually means days. So if you put 15 months in this box, it will print out as 15 days.
- Conference Related Info - There are a number of fields that are related to the conference, here is how you should fill those out:
- Name of the Event: 56th Annual Meeting of AIB
- Date of the Event: 26 June 2015 (This is the date on the invitation letter as AIB starts with a board meeting on this day, although events open to the general membership only begin on June 27)
- Venue of the Event Leela Palace Bengaluru
- Name of the Organizer/Invitee: Indian Institute of Management Bangalore
- Address of the Organizer/Invitee: Bannerghatta Road, Bengaluru, 560076
- Phone of the Organizer/Invitee: 91-80-2699-3000
- Reference Name/Address/Phone in India: (Please see the two entries mentioned in the invitation letter for Dr. S Raghunath and Mr. Manish Palle. You can use either one as the reference name)
- Reference Name/Address/Phone in Home Country: (Please use a colleague, administrator, or department chair at your workplace/institution)
- Do not upload your photo on page 3 – press "next page", check details and confirm. A visa application form will be generated with the High Commission Logo at the top. Print off 2 copies (and another one for yourself) and sign. Save the document in case you need to reprint.
You will need to provide two 50mm x 50mm photos. Please ensure they present the full head from top of hair to bottom of chin, and that this distance measures between 25mm and 35mm. If this is not correct your application will be rejected.
Copy of Letter from your Institution
This is a simple letter from the Institution you are associated with, identifying you and their relationship with you, and confirming that they understand you intend to visit India for the 56th Annual International Conference of the AIB (plus any extra days stay for tourism).
Other Documents required by Indian Embassies for Conference Visa
Please check the website of the Indian Embassy in your country for "Conference Visa".