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Visa Application

The visa application issue in this webpage is relevant (applicable) only for the regular conference participants who have an accepted presentation (oral or poster) during the conference. The fundamental part of assistance towards obtaining visa is to confirm by signed statement by chair of Organising Committee that an applicant for visa: 
(i) has an accepted presentation (oral, poster) at the conference (listing title of presentation), and that
(ii) the applicant registered for his/her attendance at the conference and paid the registration fee.

Note for participants who do NOT have an accepted oral or poster presentation

LuWQ2019 is a conference open to all. It is not a conference based on invitation, participants do not need an invitation. Therefore we cannot send you any invitation!

You can register and pay the registration fee. Conference Secretariat sends you confirmation of your registration and receipt of payment of your registration fee. Use that confirmation, among other documents, to apply for visa. However, make sure that you read in advance on LuWQ2019 website the cancellation conditions regarding refund of the paid fee, which is important and relevant if you do NOT obtain the visa!

The cancellation conditions for refunding part of the paid registration fee are on the webpage
• cancellation costs between February 10 and April 29, 2019 = DKK 1850 (equivalent ca EUR 250)
• cancellation after April 29, 2019 = No refund of fee
(all bank charges are at the expense of the participant)
(refunds will be processed after the conference)

We urgently advice you to apply for visa in time, preferably at least three months before departure.


Information for presenting (oral, poster) participants

Do I need a visa to enter Denmark?

All conference participants travelling to Denmark must present a passport (or approved identity card for EU citizens). Some countries require a visa to enter the country. Participants are encouraged to apply for visas early (at least three months before departure), and to ensure all requested documentation is submitted with the application for Schengen Visa (Visa C). Applications must be submitted in person at the representation of Denmark in the respective countries or at a Schengen partner representation, if Denmark does not have representation in that country. Participants are urged to contact their nearest Denmarks’ embassy or consulate as early as possible to determine where your application should be made and how long this process will take.

Where can I get information?

Ministry of Foreign Affairs, Kingdom of Denmark:
Search for the Denmark’s Embassy or Consulate in your country and contact them. You need to apply for Travel Visa C (Tourist Visa).

Travel Visa (Visa C) = If you intend to go to Denmark as a tourist, to visit friends or on a business trip for a period not exceeding 90 days and your country does not participate in the Visa Waiver Program, you need a Schengen travel visa (Visa C). This visa is not a work permit.

Can LuWQ2019 organisers issue a Conference Invitation Letter?

(also referred to as Visa Application Support Letter)

One of the documents that you may need is a Conference Invitation Letter, which the organisers also refer to as Visa Application Support Letter. This invitation letter can help as it underlines the purpose of the participants travel to Aarhus to LuWQ2019, in case of doubts on the side of visa issuing authority.

The LuWQ2019 Visa Application Support Letter does not guarantee that you will receive a visa. The letters will only state the conference title, dates, location, payment confirmation of registration fees and that you are 'yes/no' a presenter at the conference.

Please send to the organisers your First Name, FAMILY NAME, Address, Date of Birth, Nationality, Number of passport, Date of passport issue, and Passport expiry date. This information will be included in the Visa Application Support Letter.

If you need a Visa Application Support Letter, the conference organizers can provide this letter once
        (a) you have registered for the conference and
        (b) after the payment of your registration fee has been received.

Once you meet these two requirements, please send an e-mail to the conference organisers,  with your full name and the address of the embassy (consulate) where you are going to apply for visa. Let us also know whether you have an oral or poster presentation (or both) and the ID number of your abstract(s). Your request will be processed as soon as possible, and the conference invitation letter (scan) for your visa application will be e-mailed to you.

We regret but no mailing services (postal or courier, etc.) for Visa Application Support Letters can be made.

What if my visa application is denied?
[ Obviously … items 3, 4 and 5 apply only to participants who present their work (oral, poster) at LuWQ2019 ]

In case the visa application, for whatever reason, is denied by the Netherlands' Embassy the visa applicant usually receives an official statement that his/her application is denied (without indication of the reason). If you want to be sure that you receive such statement, please require (e.g. already when applying for visa) that – in case your visa is denied – you indeed get such official statement. As is outlined below, if your visa application is denied, you will need this official statement as essential requirement for the refund of your registration fee!

If your visa application is denied please send immediately an e-mail to the conference organisers (webpage Contact Organising Committee). Please inform us at which consulate (country, city) you have applied for visa and attach to the e-mail a high quality scan in colour of the official statement that your application is denied (see 3 above), together with the scan of the passport data sheet, i.e. the passport page with your personal information (name, photo, passport issued at, issued by, issued when, expiry date). Please make sure that also the passport number is clearly visible.

On the condition that the required documents (see 4 above) are emailed to the conference organisers the latest 3 weeks before the start of the conference, the registration fee will be fully refunded. However the organisers reserve the right not to refund the registration fee in case of inadequate or false information sent to them. Once again, we urgently advice you to apply for visa in time, preferably at least three months before departure. .

Please keep the LuWQ2019 organisers informed

Please keep the conference organisers informed about the progress in obtaining your visa. As the visa applicants have an accepted oral or poster presentation, luWQ2019 organisers must know by end Thursday 16 May 2019 whether visa applicants will actually attend the conference to make their presentation. This is to prevent including presentations in the conference programme for which no presenter shows up at the conference. If we do not receive from you any information about your visa the latest 3 weeks before the start of the conference we will assume that you have received the visa and that you will attend the conference.


DCE - Danish Centre for Environment and Energy, Aarhus University, Denmark  Department of Bioscience, Aarhus University, Denmark



Scientific sponsors and institutional supporters:

Institute of Bio- and Geosciences (IBG), Forschungszentrum Jülich, Germany     VMM, Flanders Environment Agency, Department Operational Water Management, Belgium



Contact the conference secretariat
Hack Kampmanns Plads 2, 3.sal
DK-8000 Aarhus C

T +45 8629 6960

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