Visa & travel support

International participants should review the visa, passport and entry requirements for Italy well before the event. Requirements vary by nationality, passport type, country of residence and length of stay.

For the latest information, please refer to the official government sources of Italy, such as its Ministry of Foreign Affairs, or contact the Italy embassy or consulate nearest to you.

Invitation letter

Registered participants may request an official invitation letter after their registration and payment have been completed and verified. Participants may be asked to provide:

• Full name as shown on the passport
• Passport number and nationality
• Date of birth
• Passport expiry date
• Institutional affiliation
• Residential or official address
• Registration confirmation
• Presentation details, where applicable

The invitation letter confirms intended participation only. It does not guarantee visa approval, provide financial sponsorship or require the organizer to contact an embassy or immigration authority.

Visa application and refusal

Participants requiring a visa should apply as early as possible. Processing times vary, and the organizer cannot expedite applications or influence visa decisions.

Visa refusal does not automatically qualify for a full refund. Cancellation requests will be handled according to the conference Cancellation and Refund Policy. Depending on availability and the applicable policy, participants may request:

• Virtual participation
• Transfer to another eligible participant
• Transfer to a future edition of the event

Travel arrangements

Participants are responsible for arranging and paying for their own:

• Flights
• Visa fees
• Airport transfers
• Local transportation
• Accommodation, unless booked separately through the conference
• Travel and medical insurance
• Personal expenses

The organizer is not responsible for visa delays, travel disruption, missed flights, baggage loss or expenses arising from personal travel arrangements.

Venue and travel information

Accommodation

Accommodation is optional and is not included in the registration fee unless specifically stated.

Participants may book accommodation through the official conference registration or accommodation page, subject to availability, or make their own arrangements. Independent bookings are governed by the selected hotel’s payment and cancellation terms.

Travel insurance

Participants are strongly advised to obtain suitable travel and medical insurance covering, where available:

• Medical emergencies
• Trip cancellation or interruption
• Flight disruption
• Visa refusal
• Lost baggage
• Accommodation losses

Important travel advice

Participants should:

• Verify passport validity
• Apply for visas early
• Use official government sources for entry requirements
• Avoid non-refundable bookings before visa approval
• Carry copies of important travel documents
• Monitor airline and government travel updates
• Inform the Conference Secretariat of major travel changes

Contact

The Conference Secretariat can provide conference-related documents but cannot guarantee visa approval or intervene in immigration decisions.