Applying to attend an international conference is a key step for researchers to share their work and expand their network. The application process is generally straightforward but requires attention to detail.
Choose the Right Conference:
Find Relevant Conferences: Use academic databases (e.g., Google Scholar, Scopus, Web of Science) and professional societies' websites (e.g., IEEE, ACM) to find conferences in your field.
Check the Call for Papers: Review the conference's official "Call for Papers" to ensure its topics of interest align with your research.
Prepare Your Paper:
Follow Guidelines: Adhere strictly to the conference's submission guidelines, including paper format, page limits, and anonymization rules.
Write a Strong Paper: Your paper should present original research with clear contributions. A strong paper is your best asset for getting accepted.
Submit Your Application:
Use the Online System: Conferences typically use an online submission system (e.g., EasyChair, Microsoft CMT). Create an account, fill in all required information, and upload your paper before the submission deadline.
Wait for Review: Your paper will be peer-reviewed by experts in the field. This process can take several weeks or months.
An invitation letter is often required for visa applications and institutional funding. Once your paper is accepted, you can request this letter from the conference organizers.
Wait for the Acceptance Notification: You must first receive an official acceptance email for your paper. This is the green light to request an invitation letter.
Check the Conference Website: The organizers will usually have a section on their website dedicated to invitation letters, often found under "Registration," "Visa Information," or "Author Information."
Follow the Request Procedure:
Submit a Request Form: Fill out the online form provided by the conference. Be sure to provide all required information accurately, including your full name as it appears on your passport, your paper ID, and your institutional address.
Specify Your Needs: Clearly state what the letter is for (e.g., visa application, travel grant application).
Receive the Letter: The organizers will typically email you the invitation letter as a PDF. This letter will confirm your paper's acceptance, the conference dates, location, and your role as a presenter.
After receiving your invitation letter, there are a few more steps to take to ensure a smooth trip.
Register for the Conference: You must complete your conference registration and pay the required fee before the deadline.
Apply for Your Visa: With your invitation letter and other required documents, you can begin the visa application process. Start early, as this can take a long time.
Prepare Your Presentation: Whether it's a talk or a poster session, make sure you are ready to present your research clearly and professionally.