Information on obtaining a Japanese visa for international attendees of EPAM 2026 Kyoto.
Visa support and official invitation documents will ONLY be issued to attendees who have completed their registration and fully paid the registration fee. The committee cannot provide visa documentation for accompanying persons who are not registered.
Depending on your nationality, you may require a visa to enter Japan. Please check the official website of the Ministry of Foreign Affairs of Japan (MOFA) to confirm your status. If you require visa support, please follow the steps below:
Go to the [Attendee Registration] page, submit your structured email form, and finalize your registration payment. Keep your payment confirmation receipt safe.
Please gather the following clear details required by the Japanese immigration authorities for the Visa Guarantee Documents:
Full Name (exactly as it appears on your passport)
Passport Number & Expiry Date
Nationality / Country of Citizenship
Date of Birth and Gender
Affiliation / Institution and Current Job Title
Detailed Flight Itinerary (Expected entry and departure dates for Japan)
Abstract ID (Applicable only if you are an accepted presenter/speaker)
Send your prepared details along with your Payment Receipt Scan and Passport Photo Page Scan to the Secretariat at support@epam-2026-kyoto.org.
(Please use the Email Subject: "Visa Support Request - [Your Full Name]")
Once approved, the EPAM 2026 Organizing Committee will issue and mail/email you the standard official documentation pack required by Japanese Embassies/Consulates:
Letter of Reason for Invitation (招へい理由书 - Shohei Riyushu)
Letter of Guarantee (身元保证书 - Mimoto Hoshosho)
Schedule of Stay / Travel Itinerary in Japan (滞在予定表 - Taizai Yoteihyo)
Official Conference Invitation Letter (with EPAM 2026 Kyoto Conference Chair's signature )
* Disclaimer & Timeline Notice: Document processing usually takes 5–7 business days after complete information is received. Please submit your application at least 6–8 weeks before the conference. The organizing committee acts strictly as an event inviter and holds no responsibility for the final visa issuance decisions made by Japanese embassies or immigration authorities. All application fees paid to local embassies are the responsibility of the applicant.