International Travel

The American Society for Cell Biology and the European Molecular Biology Organization invite and welcome scientists from every part of the world to attend and participate in the 2018 ASCB | EMBO Meeting. Attendees are not required to present a poster in order to attend the meeting. Please allow ample time for visa processing, as the application process can take several months in some countries. To obtain a letter of invitation, one must be a paid meeting registrant.

Please navigate the important information for international travelers to the U.S. for the 2019 ASCB|EMBO Meeting via the links below.

Visa Information Request for Letter of Invitation Expedited Abstract Review Procedures for International Travel Be Prepared for Your Interview Visa Problems

Visa Information

2019 ASCB | EMBO Meeting attendees are encouraged to apply for visas as early as possible. Registration refunds will not be issued for denied visas. As part of security procedures, applications for visas are sent to the U.S. State Department for a security review. For further information, visit the State Department Web site. Note: ASCB advises scientists traveling to the U.S. to apply for a visa as early as possible — at least six months before the visa is needed. Please check with your local U.S. consulate or embassy to find out the earliest that you may apply for a visa.

Interview requirements for obtaining a visa may now be more stringent than in years past, and visas may take longer to approve. All international attendees who will need to obtain a visa to enter the United States are urged to contact the nearest US Embassy or Consulate and begin the application process as soon as possible but no later than three months before the meeting. Because of the number of visas being processed and the need to be thorough with the reviews, the process can take as long as 8 weeks, especially for those residing in countries that are on the US State Sponsors of Terrorism List. Attendees from these countries should start the application process at least 6 months in advance of the meeting.

For official information on the visa application process, visit https://travel.state.gov/content/visas/en.html

Visa wait times for specific countries may be found at https://travel.state.gov/content/travel/en/us-visas/visa-information-resources/wait-times.html

A listing of US Embassies and Consulates worldwide may be found at http://usembassy.state.gov

For more information on Procedures for International Visitors, click here.

Important points to keep in mind to assist you with the visa application process:

Start Early: Register for 2019 ASCB | EMBO Meeting as soon as possible so that your customized letter of invitation can be generated.
Apply for your visa at least four (4) months in advance of traveling. You should provide your entire trip itinerary, including travel to any countries other than the United States, at the time of visa application.
If completion of travel plans is contingent upon early approval of the visa application, specify this at the time of the application.
Provide proof of scientific status (for example, proof that you submitted an abstract for the meeting). Do not wait until you receive notification that your abstract submission has been accepted before applying for a visa. It is very rare that ASCB or EMBO will deny an abstract. If your abstract followed the rules and guidelines, it will be accepted and programmed. If you apply by August 1, we can provide a letter of acceptance before the notification dates.
Bring your English-language resume or C.V. with a list of published articles and research topics to the U.S. consulate/embassy interview.
Provide evidence that you are intending to return to your country of residence. This includes such information as:
- - family ties in current country of residence
  - property ownership
  - bank account
  - an employment contract or statement from an employer showing that your position will continue after the dates of the meeting
Requirements vary by passport-issuing country and citizenship (not merely residency). Some consulates may have backlogs in scheduling visa interviews so applicants should first contact their local consulate to determine what the wait times are for visa interviews. Click here for the current list of visa interview and processing wait times by country.

U.S. Visa Policy Resources

Please click here for more information.

Request for Letter of Invitation

Requests for Letters of Invitation

Customized Letters of Invitation can only be issued to confirmed registrants, defined as those who have paid the meeting registration fees. During the registration process, be sure to select the box stating you need a letter of invitation.

After you have registered, you will be able to access a customized letter of invitation.

For security purposes, letters of invitation cannot be sent if you have not registered for the 2019 ASCB | EMBO Meeting. If you have questions, please email them to: aharris@ascb.org.

Expedited Abstract Review

Expedited Abstract Review (August 1 deadline only)

Expedited abstract review for those who need to apply for a visa and who submit their abstract by the August 1 deadline is available. Expedited abstract review for visa applicants will be considered on a case-by-case basis. If you are submitting an abstract for presentation at the 2019 ASCB|EMBO Meeting and need to know if your abstract has been accepted before September 30, 2019, for visa-related reasons, please submit your abstract and email your request to abstracts@ascb.org by August 1, 2019.

Procedures for International Travel

Procedures for International Visitors

US Visa Links

Click here for U.S. Embassies, Consulates and Diplomatic Missions
Click here to see what the “Visa Wait Time” is for your country

Visa Waiver Program (VWP)

Some foreign meeting participants may not need visas if they are citizens of any of the countries on the Visa Waiver Program and traveling for 90 days or less. All citizens of the Visa Waiver Program are required to have Machine-Readable Passports (MRP) in order to travel to the United States without a visa, regardless of age or type of passport. Without an MRP, you will be required to apply for a visa. All foreign visitors (including Visa Waiver Program travelers) will be fingerprinted and photographed upon arrival in the U.S. Click here for more information about the VWP.

Passport and ETSA Registration

All visitors traveling to the U.S. must present a valid passport. It is suggested (and in some cases may be required) that your passport have at least six months left before it expires from the date that you will be traveling abroad. Before entering the U.S., all foreign visitors are responsible for ensuring that they have the required documents necessary, whether they are traveling through to another country or returning to their country of origin.

Visitors traveling to the United States from all foreign countries (including the visa waiver countries) are required to register their personal details online at least three (3) days in advance of travel. Individuals traveling on valid visas are not required to apply. The U.S. Department of Homeland Security’s (DHS) Electronic System for Travel Authorization (ESTA) is an automated system used to determine the eligibility of visitors to travel to the United States (there is a small administrative fee of $4 for processing and then a $10 authorization charge if your application is approved). It collects the same information as the paper I-94W form you usually complete enroute to the U.S. ESTA applications may be submitted at any time prior to travel. An ESTA authorization generally will be valid for up to two years. DHS recommends that travelers submit an ESTA application as soon as they begin travel plans.

Citizens of Canada, and Bermuda

Click here for specific information from the U.S. State Department regarding travel for Canadian citizens and permanent residents, and for Bermuda citizens.

Be Prepared for Your Interview

Make sure you have all the necessary documentation with you at your interview. You will need the following:

A valid passport
Appropriate visa application forms
Your entire trip itinerary, including travel to any countries other than the United States, at the time of your visa application
Documents detailing employment status, reason for travel and financial status. It is recommended that you provide an official letter of invitation from Show Management and proof of advance registration to attend the show.
Proof of previous visits to the U.S. (if applicable)
Proof of professional scientific and/or educational status (students should provide a university transcript)
Proof of payment of visa fees
Any additional documents required by your local Embassy or Consulate

Visa Problems

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It’s the ‘big meeting’ I find most worthwhile - indeed, indispensable, - for networking, career development, and the most exciting science anywhere.

Abby Dernburg. University of California, Berkeley

Last year was my first time attending the ASCB|EMBO meeting and I learned so much! The diversity of topics and types of questions being asked were incredible, and provided me with new perspectives on my own research.

Anne d'Aquino, Northwestern University

The ASCB|EMBO meeting is the only one where you can hear outstanding science that covers the entire range of cell biology, plus have the opportunity to see new products and instruments and meet journal editorial staff and NIH Program Officials.

George Witman, University of Massachusetts Medical School

The ASCB|EMBO Meeting brings together the best scientists with the latest developments. It is a unique opportunity to see the freshest trends in cell biology, learn the new developments, make friends and have fun.

Leonardo Almeida-Souza, MRC Laboratory of Molecular Biology, UK

Amazing meeting. It's THE meeting of the year to not miss. Great science, all fields of research are represented including very last discoveries on all model systems. The strong attendance by researchers from all over the world is a unique opportunity to make new contacts and collaborations. Hoping to attend the 2019 ASCB-EMBO meeting!!!

Chantal Roubinet, University College London, London (UCL)

The ASCB|EMBO meeting is great because there are so many opportunities to network with people in the field, learn about the latest groundbreaking research, and develop a new set of skills.

Cameron MacQuarrie, State University of New York Upstate Medical University

This meeting is a wonderful opportunity to learn, to network, and to grow professionally. I feel both inspired to pursue new lines of investigation and more knowledgeable of the tools to do so. Had I only known about this meeting a few years back, what a game changer it would have been. I will definitely return and will encourage my trainees to attend.

Ekaterina Heldwein, Tufts University School of Medicine

The annual ASCB meeting serves for me as a crash-course in cell biology. Over the years, I have also realized that several topics that were first introduced and discussed at this meeting have gone on to become the latest trends in science.

Noopur Vilas Khobrekar, Columbia University

The ASCB is The best platform to communicate one's science and receive feedback, as well as to keep abreast of the great science carried out all over the world. It is a fantastic opportunity to meet with greats in the different fields and to network. A truly inspiring meeting that brings together the best science from around the globe.

Sabrya Carim, Centre Hospitalier Universitaire Sainte-Justine