Career Center AES Connect

For International Attendees

International Attendees

Attending AES from outside the United States?


Attendees who do not have US citizenship and who are planning to attend the AES Annual Meeting from outside the United States are advised to plan ahead to ensure a smooth visa experience.

Citizens of some countries will require a visa to enter the United States and attend the AES Annual Meeting. Because of US Department of State regulations, US embassies and consulates may require a face-to-face interview for most non-immigrant visa applications.

AES encourages international attendees to request visa interviews as soon as possible.

Please be aware that visa interview wait times vary by location and that your letter of invitation for the AES Annual Meeting cannot be made available until after you complete your registration for the meeting.


Need help? Please email aes@maritz.com. 

Visa Letter of Invitation

Please be advised that for security purposes, letters of invitation are available only after you have completed your registration for the AES Annual Meeting. During your registration, please ensure to check the visa letter box to receive a letter via email following your completed registration.

 

Timing

Check with your local US consulate or embassy to learn how early you may apply for a visa. It is recommended that your application be submitted at least three months prior to the AES Annual Meeting.

Visa applicants should consult the US Department of State's visa appointment and processing times webpage for more information. Additional important information regarding travel to the United States can be found here.

If you are experiencing significant visa delays, complete the visa survey to bring your case to the attention of the US Department of State.

Learn more about business visas:

 

Please note that the American Epilepsy Society is not affiliated with the US International Visitors Office.

 

Planning Your Trip

Step 1: Schedule a Face-to-Face Visa Interview

There is no required documentation to schedule an interview; attendees do not need to be registered, have a hotel reservation, or have a travel itinerary to make an appointment. AES recommends that all international travelers schedule visa interviews as soon as possible.

Please note: While travelers should schedule their appointment as soon as possible, the appointment itself should take place after registering for the AES Annual Meeting. 

To schedule an interview for the visa application process, please contact the nearest US embassy or consulate.

For more information, please visit the US Department of State's visa website. For current visa wait times, please visit the US Department of State's wait time website.



Step 2: Register for the AES Annual Meeting 

Before the scheduled interview date, international travelers must register for the annual meeting. Once registered, you will receive a letter of invitation.

In order to receive an invitation letter from AES for a visa application, international attendees must first register and pay in full for the meeting. During the registration process, please select 'Yes, I require an invitation letter' when asked if an invitation is required to obtain your entry visa. You will be prompted to provide some additional information and your visa invitation letter will be provided via email with your registration confirmation.

Questions? Please email aes@maritz.com.



Step 3: Attend the Visa Interview

Attend your visa interview with all required materials.



What if my visa is denied? Should a meeting registrant's visa request be denied, AES will issue a full refund. Email aes@maritz.com with documentation of the denial for the refund to be processed.

Registration and Housing

All attendees, regardless of location (domestic or abroad), must register for the AES Annual Meeting individually. There are no group registration or housing options.

Please Note: Maritz Global Events is the only official housing partner of the AES Annual Meeting and manages all registration and housing needs. If you are contacted by any other organization offering housing or group registration options, do not engage. AES is unable to honor or assist with meeting registrations or hotel reservations made through any party other than Maritz Global Events.

Please contact us immediately if you receive emails or calls regarding registration or housing services from any party other than Maritz Global Events.