Visa & letters

Timeline

1. 1

   By 15 March 2027

   Submit your paper

   Submit a full paper or an abstract in Microsoft CMT. The earlier you submit, the earlier you have your decision.

2. 2

   As papers arrive

   Receive the decision

   Papers are reviewed as they arrive; the decision comes by e-mail as soon as yours is reviewed.

3. 3

   After acceptance

   Register and pay

   Register and pay by 1 April 2027 for the early-bird fee, and by 15 May 2027 at the latest. We then e-mail the official acceptance letter stating that your registration is complete — the document consulates usually ask for.

4. 4

   Up to 6 months before travel

   Apply at your visa centre

   Schengen applications can be lodged up to six months before travel. Some visa centres accept them only within a shorter window — Spain's visa centres in Algeria, for example, only within 90 days of travel (from about 10 March 2027 for a trip on 8 June). Book your appointment early.

5. 5

   15–45 days

   Wait for the decision

   Visa decisions normally take 15 days and can take up to 45 days. Your consulate's checklist usually includes the acceptance letter, proof of payment, a hotel booking and travel medical insurance.

6. 6

   If refused

   Present online

   If your visa is refused, you can present your paper online instead. Send us the refusal letter by e-mail.

Your letter

After your registration fee is paid, we e-mail the official acceptance letter stating that your registration is complete. Many consulates accept it as the conference letter; check your consulate's checklist. If yours needs specific wording, tell us when you request the letter.

Country notes

If your visa is refused

If your Schengen visa is refused, you can present online instead. Send us the refusal letter by e-mail.