Visa Support

All foreign visitors are required to acquire visas regardless of nationality. ERFS (Entrants, Returnees Follow-up System) certificate will be necessary to apply for your visa.

For details regarding Visa application, please check the latest information by clicking the link below.

https://www.mofa.go.jp/j_info/visit/visa/index.html

Application Deadline/ Visa Support Fee

12:00pm, 12 August 2022 (Fri) [JST = GMT+9]

*This deadline does not guarantee the approval of ERFS and VISA documents.

Visa Support Fee Author (Presenter) Co-author / Regular Student
Visa application documents issuance fees JPY0 JPY25,000 JPY10,000
Original document postage JPY0 JPY15,000

*Kindly note that no refund will be provided after the issuance of visa application documents and after sending off the original documents.

*Please note that your request will not be accepted if any of the following conditions and requirements are not satisfied.

*Your visa support request might be rejected by JSAE (Society of Automotive Engineers of Japan) due to certain reasons.

* Please note that JSAE will only provide visa support to applicants who will be staying in Japan between Sep 11 and Sep 17, 2022. If you will stay in Japan for an extended period, please note that your visa support request might be rejected by JSAE due to certain reasons.

Applicants must meet all of the following conditions and requirements to apply for visa support.

If you are an author (presenter),

  • 1.You have submitted an abstract.
  • 2.Your paper has been accepted and you will be the presenter of the paper.
  • 3.You have completed the online registration.
  • 4.Your registration fee has been paid.

If you are a co-author or regular participant,

  • 1.You have completed the online registration.
  • 2.Your registration fee and Visa support fee have been paid.
  • 3.Evidence of involvement in AVEC's research areas (submitted paper in AVEC’22 or previous symposium)
  • 4.AVEC involvement reference (Name and email address of AVEC’s involved member)

If you are a student,

  • 1.You have completed the online registration.
  • 2.Your registration fee and Visa support fee have been paid.
  • 3.You have uploaded a valid
    ID (student card of official admission letter) including the expiry date onto the registration system.
  • 4.Evidence of involvement in AVEC's research areas (submitted paper in AVEC’22 or previous symposium)
  • 5.AVEC involvement reference (Name and email address of AVEC’s involved member)

The following documents will be issued to the applicants who has met all of the above conditions:

  • ・*Invitation Letter
  • ・*Letter of guarantee
  • ・*Letter of reason for invitation
  • ・*Schedule of stay
  • ・*Certificate of Employment
  • ・*Certificate for Completion of Registration to the ERFS system

Please read the following before applying the visa

1. Application of ERFS and preparation of VISA documents DO NOT guarantee the entry to Japan.

*The VISA application to the Embassy or Consulate-General of Japan in your country should be completed on your own responsibility.

*You are advised to contact the Japanese Embassy/Consulate-General with jurisdiction over your place of residence immediately to check the detailed procedure and documents needed for a VISA application since it takes longer than usual to obtain a VISA nowadays. Besides the documents to be prepared by the inviting person/guarantor in Japan, you may be required to submit other documents depending on the local situation and the purpose of your visit. Please also check by yourself if you need the original documents, and if so, please select the postage during the visa support application process.

*Please note that it may take a week or more to prepare the documents. It may also take time to send you the documents.

*Requirements for quarantine and documents for visa applications may be different depending on your departure country, as well as vaccination certificates. Please confirm the necessary requirements on your own responsibility.

*If you fly on to Japan via any country, kindly confirm in advance the details of your transit visa on your own responsibility. In addition, please check both the conditions and the period of quarantine of the transit country (countries) on your own account.

*Due to the border measure, eligible purposes for entering Japan are strictly limited. We will not be able to apply ERFS if you include a schedule other than the AVEC’22 symposium, quarantine period, or transit stay around the international airport during your visit to Japan.

2. AVEC’22 Symposium liability limitation

*In the event of an industrial disruption or natural disaster, the 15th International Symposium on Advanced Vehicle Control (AVEC’22), the organizing committee, management and service providers, and supporting organizations do not accept responsibility for any financial or other losses incurred by exhibitor companies, personnel, and conference delegates (further indicated as participants), nor for injury or damage to persons or property occurring during or related to the AVEC’22 symposium in Kanagawa, Japan. All insurance, including medical cover, or expenses incurred in the event of the cancellation of AVEC’22 are the responsibility of the participant.

*Participants are encouraged to choose a travel insurance policy that includes loss of fees/deposits through cancellation of your participation in AVEC’22, or through the AVEC’22 itself; loss of airfares for any reason; medical expenses; loss or damage to personal property; additional expenses; and repatriation should travel arrangements have to be altered. AVEC’22, the organizing committee, management and service providers, and supporting organizations will take no responsibility for any participant's failure to insure.

*In addition, the AVEC’22 organizing committee has no responsibility in the case you are not able to attend the symposium due to the results of COVID-19 tests before and after your flight.

Regarding Border Enforcement Measures, please keep yourself updated with the latest information through the links below.

*Click the button below to launch the email.(avec22-visa@d-freedom.com)