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NEURO2022

Entry to Japan

As we are unable to predict the COVID-19 situation during the meeting period, make sure to check both the Ministry of Foreign Affairs (MOFA) and Ministry of Health, Labour and Welfare (MHLW) for the latest updates on entry into Japan.

Border measures to prevent the spread of novel coronavirus (COVID-19) (MOFA)

Application for Visa for foreign nationals eligible for Phased Measures toward Resuming Cross-Border Travel (MOFA)

Border Measures Japan (MHLW)

Who is eligible to enter Japan?

Due to COVID-19, Japan has enforced strict border measures REQUIRING ALL FOREIGN NATIONALS TO PREPARE A VISA prior to entry. Currently, only those who meet both of the following conditions are eligible for entry to Japan.

1) Foreign nationals newly entering Japan for a short-term stay (less than three months) for purposes including business and employment or foreign nationals newly entering Japan for a long-term stay.
2) Foreign nationals who have receiving organizations for supervision located in Japan.

Participants who will be presenting at NEURO2022 meet the 1st condition.

*Although the entry ban for 106 countries has been lifted as of April 8, 2022, Japan is still closed to tourism and the above requirements remain in place.

Reference: https://www.mofa.go.jp/ca/fna/page4e_001053.html

Am I required to self-quarantine after entry?

As of March 1, 2022, regulations on the self-quarantine period and place of accommodation after entry into Japan will vary depending on the country/region you leave from, and if you have a valid COVID-19 vaccination certificate.
If you have a valid vaccination certificate and are not entering Japan from the following designated countries, then you will not be required to self-quarantine after entry.

Designated countries/regions in response to coronavirus variant Omicron (B.1.1.529) (as of May 16, 2022)
Russia, Egypt, Pakistan, Bulgaria, Republic of South Africa, Laos

Reference: https://www.mhlw.go.jp/stf/covid-19/bordercontrol.html

Visa support for NEURO2022

NEURO2022 will be providing visa support for foreign national speakers planning to attend the meeting on-site. Please read on for more information if you would like to attend on-site.

*Please note that there are many other requirements in addition to preparing a visa depending on your country/region. We highly recommend consulting with the Japanese Consulate/Embassy with jurisdiction over your country/region for details on other requirements in addition to visa application requirements.

Who is eligible for visa support?

We can provide visa assistance for the following participants at NEURO2022.

  • Oral/Poster Presenters
  • Travel Award Recipients

If you are one of the above, please follow the instructions below and send the necessary documents to neuro2022@okicongre.jp.

For Symposium Speakers at NEURO2022

In general, we would like to ask Symposium Speakers to consult with their Symposium Organizers for assistance in obtaining their required documents. However, NEURO2022 Secretariat is able to assist Symposiasts who encounter difficulties in obtaining required documentation.

Please contact us at neuro2022@okicongre.jp.

For non-speakers at NEURO2022

Our VISA Support is strictly limited to speakers. We can, however, issue a letter that acknowledges your intention to attend NEURO2019 as long as we can confirm your registration and payment. Please contact us at neuro2022@okicongre.jp.

Overview of visa application process

STEP 1

Please provide the following via e-mail to NEURO2022 Secretariat
(neuro2022@okicongre.jp.)

  • Passport Photocopy (PDF or image)
  • NEURO2022 Registration Payment Confirmation (PDF or image)
  • Your occupation (To be shown on the Letter of Invitation, etc.)
  • Proof of your affiliation (certificate or ID photocopy)
  • The official name of the Japanese Embassy/Consulate with jurisdiction over your residential area
  • Your mailing address and phone number
  • Tentative flight arrival/departure information including flight time, flight number, etc.
  • Your planned hotel name (see Accomodation page for more info)
    *NEURO2022 will be arranging accommodations for Travel Award Recipients from June 29th (check-in) to July 3rd (check-out).
    **If your tentative flight and accommodation information changes prior to applying for a visa, please inform us of any changes.

STEP 2

Upon confirming the documents in STEP 1, we will prepare the following documents.

  • NEURO2022 Acceptance Letter
  • Letter of Guarantee
  • Letter of Invitation
  • Itinerary during your stay in Japan
  • The certificate for completion of registration to the Entrants, Returnees Follow-up System (ERFS)
  • The annual meeting flyer and other relevant documents

STEP 3

Copies of your documents will be sent to you via e-mail.

Please check with your Japanese Embassy / Consulate regarding submitting printed digital copies. Due to complications in international shipping and EMS services, please contact NEURO2022 (neuro2022@okicongre.jp) if your Japanese Embassy / Consulate requires you to submit original documents.

STEP4

Submit your visa application documents to the Japanese Embassy / Consulate General in your country.

Note:As each country/region has different requirements, you are responsible for completing the visa application and gathering any other necessary documents. Please refer to the following link for visa application requirements.
(https://www.mofa.go.jp/j_info/visit/visa/#section2)

STEP 1: Submit required documents

What you need to prepare:

  • Passport Photocopy (PDF or image)
  • NEURO2022 Registration Payment Confirmation (PDF or image)
  • Your occupation (To be shown on the Letter of Invitation, etc.)
  • Proof of your affiliation (certificate or ID photocopy)
  • The official name of the Japanese Embassy/Consulate with jurisdiction over your residential area
  • Your mailing address and phone number
  • Tentative flight arrival/departure information including flight time, flight number, etc.
  • Your planned hotel name (see Accomodation page for more info)
    *NEURO2022 will be arranging accommodations for Travel Award Recipients from June 29th (check-in) to July 3rd (check-out).
    **If your tentative flight and accommodation information changes prior to applying for a visa, please inform us of any changes.

Submit the above documents to NEURO2022 Secretariat at neuro2022@okicongre.jp.
Note: Failure to provide the necessary documents may result in the delay of your application process.

STEP 2: We will prepare your visa application documents

What we will prepare:

  • NEURO2022 Acceptance Letter
  • Letter of Guarantee
  • Letter of Invitation
  • Itinerary during your stay in Japan
  • The certificate for completion of registration to the Entrants, Returnees Follow-up System (ERFS)
  • The annual meeting flyer and other relevant documents

IMPORTANT:We are not able to assist with visa applications that are NOT for the purpose of attending NEURO2022. If you are visiting Japan for a reason other than to attend NEURO2022, you are responsible for making the necessary arrangements for those extra days yourself. We may only provide support for travel purposes including the 4-day meeting period plus 3 days.

STEP 3: Shipping

Copies of your documents will be sent to you via e-mail.

Please check with your Japanese Embassy / Consulate regarding submitting printed digital copies. Due to complications in international shipping and EMS services, please contact NEURO2022 (neuro2022@okicongre.jp) if your Japanese Embassy / Consulate requires you to submit original documents.

STEP 4: Submitting documents

Submit your visa application documents to the Japanese Embassy.

The visa examination process may take more than a month. Upon receiving the package, please take all of the contents and apply for a visa at the Japanese Embassy / Consulate General in your own country (region) or country (region) of residence at your earliest convenience.

IMPORTANT: Applying for a visa does not guarantee that your visa will be issued. We are not liable for the rejection of your application. If you are unable to attend the meeting due to a delay or failure in obtaining a visa, your registration fee will not be refunded.

If you have further questions regarding the visa application procedure, or require further information, please contact us at neuro2022@okicongre.jp.