Visa

In case you simply need an informal letter to confirm your registration for any procedures, please email Bartosz with all the information you need included on the letter.

If you require a visa to enter Japan, please first check if you are able to apply for a type of visa that does not require an official invitation from us. This pathway will be by far the easiest.

In case you require an official short-term visa invitation letter, we are able to provide this for registered presenters at the workshop (talk or poster presenters). However, please be aware that this is a very time-consuming process. If you do not submit your documents 2.5 months before your arrival in Japan we will not be able to process the documents. We recommend a submission 3 months in advance.

The procedure for an official visa application is as follows:

1. First, you will need to register for the workshop to confirm your attendance. We are not able to process visas for unregistered participants.

2. Then, we will need to submit an application for internal security export control at RIKEN. This process can take several weeks. It will require the following documents:
   • Self-report sheet [.doc]
   • Confirmation [.xlsx]
   • Your CV (including: your academic and professional history, covering all periods of enrollment and employment since entering university; a complete list of all affiliations; name must be provided in both English alphabet and native language)
3. Next, we will make an internal application for visa processing. This will take up to one month. The required documents are:
   • Visa application check sheet [.doc]
   • A copy of your passport
   • Detailed travel itinerary (flights, places and duration of stay, activities engaged in) [.pdf]
   • If resident in the EU: GDPR consent form [.doc]
4. After the procedures are complete, RIKEN will issue you the documents required for you to make an official visa application in your country.

If you would like to go through with the above procedures, please upload all of the files listed above using the upload page. Afterwards, please email our assistant Naoko Seiji at quantumresources2026adm@gmail.com to confirm your upload and desire to apply; she will take it on from there.