Individuals requiring an official letter of invitation to be submitted to the embassy when applying for a visa can request one on the online registration form.
Delegates, accompanying persons/children and student/post-doc delegates must register for the conference, pay in full and submit any required supporting documents (if applicable) before a letter of invitation is issued. Media representatives must first register for the conference, pay in full for any additional orders (if applicable), submit all required documents and get approval from the conference organizers before a letter of invitation is issued.
It is the delegate’s responsibility to investigate the visa requirements for South Africa and to apply for a visa, if necessary. Delegates who require an entry visa must allow sufficient time for the application procedure. Delegates should contact the nearest South African embassy or consulate to determine the appropriate timing of their visa applications.
For detailed visa information, please visit our visa page.
The registration fee minus a handling fee will be refunded after the conference if the visa was applied for in time and proof is shown that a visa could not be granted even though all requested documents were submitted. Refund requests must be made in writing and sent together with the required proof to the HIVR4P 2020 Registration Team, by email, no later than 21 January 2021. Refund requests received after that date cannot be accepted.
Delegate registration details may be shared with South African immigration authorities to assist in the immigration process. However, the conference organizers and/or the HIVR4P Registration Team will not directly contact embassies and consulates on behalf of delegates.
The conference organizers will issue the letter of invitation, which must be submitted to the embassy when applying for a visa. The letter of invitation does not financially obligate the conference organizers in any way. All expenses incurred in relation to the conference are the sole responsibility of the delegate. The letter of invitation does not guarantee an entry visa to South Africa.