Travel Documents & Invitation letter

Poland Entry formalities


A passport valid for three months beyond the length of stay and issued within the past 10 years is required by all nationals except EU nationals holding passports or national ID cards valid for the duration of stay.

Bulgaria, Croatia, Cyprus, Ireland, Romania, and the UK are not part of the Schengen area, so a passport or ID card is required if traveling to/from these countries. EU nationals are not required to possess a return ticket or show sufficient funds.

Poland is a signatory to the Schengen Agreement. A 90-day visa allows you to visit all the Schengen countries but cannot exceed 90 days. Once your 90 days are up, you must leave the Schengen zone. All EU countries are full Schengen members except Bulgaria, Cyprus, Ireland, Romania, and the United Kingdom. Iceland, Liechtenstein, Norway, and Switzerland are also Schengen members but are not in the EU.

Third-country nationals must have a valid travel document and a visa (if required) to enter the territory of a Schengen State.

Detailed information about Schengen Visa

Visa Requirements

Within the European Union’s borders, visas are not required. EU nationals may stay for an unlimited period, but must register with the local authorities after three months.
Australian, Canadian and US nationals may stay in Poland without a visa for up to 90 days.  For a list of those countries whose nationals require a visa to enter Polish territory, please visit the following web page:
For the list of diplomatic and consular missions of Poland with their respective countries of jurisdiction, please visit

How to Obtain Polish Visa

Applicants must book an appointment online at the closest Polish consulate or embassy in their country of residence ( All visa applicants aged 12 and over must submit biometric data at their visa appointment.
Detailed information about visas:

Invitation Letter

A simple invitation letter can be downloaded during the registration (an electronic form with no signature endorsement).

In an event the prospective Participant requires more complex invitation the organizers will be pleased to send an invitation letter to any conference delegate, exhibitor or speaker requesting it. The letter of invitation is not a commitment on the part of the conference organizers to provide any financial support to delegates and the conference fees will not be waived, it may simply be used by delegates to help raise funds or for visa applications.

The letter will be sent by regular post or via email. Please note that you will be required to register for the conference and make your payment before the invitation letter can be prepared.

For the Authors: all what is needed is sending us an email requesting the invitation include in it your paper’s title and no. in the ConfTool system (e.g. ID 1040). Only registration and no payment is necessary at this stage.