What Your International Attendees Need to Know to Enter the U.S.

The two most important things to remember when bringing international attendees into the U.S. for an event are: 1. to start early and 2. to carefully explain the process to avoid any confusion.

B Visas

A B-1/B-2 visa is a non-immigrant visa that allows foreign nationals to travel to the United States temporarily for business (B-1), tourism (B-2), or a mix of both (B-1/B-2). Many meeting attendees coming from afar choose to spend some time traveling on their own before or after the meeting, so the B-1/B-2 visa is common, while attendees who are planning only to attend the meeting would choose a B-1 visa.

This can be confusing because a B-2 visa is adequate for those attending a conference, but only if it is related to a personal interest, such as events hosted by fraternal, social, or service organizations, or enrollment in a short recreational course of study that’s not for credit toward a degree. More information is available on the U.S. Department of State website.

The visa process involves submitting documents that show the purpose of the trip and financial proof that the attendee can return to his or her home country.

Visa applications and step-by-step instructions are available on the U.S. Embassy or Consulate website. Attendees will need to fill out the online visa application, Form DS-160, which requires uploading a photo, then print the application form confirmation page to bring to the interview. 

An in-person interview is the next step required for visa applicants; attendees should generally schedule an appointment for their visa interviews at the U.S. Embassy or Consulate in the country where they live. Appointment wait times are based on workload and staffing and can vary. A list of wait times by country can be found on the U.S. Department of State website.

The cost for a visa is $185, and B visas are typically valid for up to 10 years from the issue date.

Letter of Invitation

Planners are required to create a letter of invitation for international attendees to bring with them to their visa appointment as proof that they have been invited to the conference. 

It’s important that the letter includes:

• conference details — name, date, and location 
• organizer information — name, affiliation, and contact details 
• invited participant information — name, affiliation, and contact details.

One way to learn more about invitation letters is to research those written by other organizations for their international conferences, which are often available right on their websites for attendees to download. 

Visa Waiver Program

The Visa Waiver Programm, administered by the Department of Homeland Security, enables citizens or nationals of 40 countries to travel to the United States for tourism or business for stays of 90 days or less without first obtaining a visa. 

Attendees should submit their ESTA (Electronic System for Travel Authorization) applications, which include biographical information and eligibility questions, as soon as they start planning their travel. They must have an e-Passport with an embedded electronic chip to apply for the Visa Waiver Program. 

It’s important to note that the final determination of whether a traveler is allowed into the country is ultimately made by U.S. Customs and Border Protection officers upon arrival.  

What is the New Visa Integrity Fee?

A new $250 “integrity fee” (adjusted annually for inflation) will start in fiscal year 2026, which begins October 1. 

The fee will apply to all non-immigrant visa holders, including meeting-goers. People from the more than 40 Visa Waiver Program countries and Canada are not subject to the visa integrity fee.

Travelers are eligible for reimbursement after the visa expires, as long as they don’t overstay the visa expiration date by more than five days or engage in unauthorized work. Details about how to apply for reimbursement are forthcoming.