Information for International Travelers

Visas

Non-US residents may need a visa to enter the United States to attend VSS. If you already have a visa, make sure to check the expiration date. To find out if you need a visa, consult the Visa Waiver Program (VWP) for a list of eligible countries.

Eligible citizens or nationals, regardless of age, from all VWP countries must obtain travel authorization through the Electronic System for Travel Authorization (ESTA) and hold an electronic passport prior to traveling to the United States aboard a U.S. bound carrier. ESTA is the Department of Homeland Security (DHS) and Customs and Border Protection’s (CBP) automated web-based system to determine eligibility to travel without a visa to the United States for tourism or business. VWP travelers who have not obtained ESTA approval will likely be denied boarding on any air, land, or sea carrier bound for the United States. In addition, depending on when VWP travelers’ passports were issued, other passport requirements may apply. See the US Department of State website.

Citizens of Canada do not require a visa to enter the United States for the purposes of visiting, tourism, and temporary business travel purposes. More information can be found on the Embassy of the United States Ottawa, Canada website. Also visit the DOS Western Hemisphere Travel Initiative for more information about entry and visa requirements for citizens of Canada.

The Department of Homeland Security (DHS), United States Customs and Border Protection (CBP) officials at the port of entry have the authority to permit or deny admission to the United States.

More information can be found on the US Department of Homeland Security website. Make sure that you have the correct visa and documents for the purpose of your trip. For visitors from VWP countries, this will be an ESTA as described above. For visitors from other countries, please make sure that your visa covers conference attendance. Our understanding is that this might be a B2 tourist visa, B1 temporary business visitor visa, or a combined B1/B2 visa, but to be sure you must check with your US embassy that you have the correct visa. Any travel grant you might have received from VSS does not qualify as a fee or work payment.

Be aware that if questions arise over your travel documents, you may be pulled out of line for additional screening, including searching of your luggage, laptops and other devices.

Letter of Invite for VSS 2025 Meeting Attendees

VSS provides an official Letter of Invite to support international attendees. This letter confirms  your intent to participate in the VSS 2025 Meeting and may support your visa application and/or facilitate entry into the USA.​

Eligibility Criteria

You must be a current member of VSS or have completed registration for the VSS 2025 Meeting.​

Request Process

  • Complete VSS Membership and/or Registration.
  • Submit an Letter of Invite Request Form (available from your MyVSS account, coming soon). Provide accurate personal details, including your full name, passport information, and professional affiliation.​ If you have submitted an abstract, please include the name of the abstract.
  • Processing Time: Allow up to 72 hours for your request to be processed.​
  • Delivery: Approved letters will be sent via email in PDF format. If a hard copy is required, please indicate this in your request and provide a mailing address. ​

Important Notes

The letter will state that you are responsible for all expenses related to your participation in the VSS 2025 Meeting, including registration, travel, and accommodations.

We recommend having a printed copy of your Letter of Invite handy upon entering the US. Note, however, that a Letter of Invite does not guarantee visa approval or US entry; it serves as a supporting document only.​

We recommend applying for your visa well in advance (the general recommendation is to apply at least six months in advance) due to potential processing delay.​

Please address any further questions you might have about travel to