Visa Requirements


The visa is a document authorizing a foreigner to enter the territory of Poland or other countries of Schengen zone, to transit through this territory and to stay there for a specified period, for a specified purpose and under certain conditions. When entering Poland, the visa is required from foreigners, who are not EU citizens. The citizens of the countries listed on the website of the Polish Ministry of Foreign Affairs (Ministerstwo Spraw Zagranicznych) are exempt from the requirement of having the visa to stay in Poland for the period that does not exceed 90 days. 

The visa shall be inserted in the form of a visa sticker in the travel document (passport), and in special cases, justified by the foreigner’s interest, on a separate form for affixing visas.


Visas (both national visa and Schengen visa), as a rule are issued or denied by the consul of the Republic of Poland. In order to register a visa application, please choose the appropriate Consular Office in your country and make an appointment. List of Diplomatic Missions in Poland & Polish Diplomatic Missions abroad is available here. Polish delegations are not present in some countries. In this case, the applicant is obliged to submit the application to the relevant Polish consular post in another country, or in another Schengen consulate which represents Poland in visa matters.


Please note that the visa application process can take up to 6 weeks.


The completed and signed visa application form has to be submitted together with:
  • Visa fee
  • 2 biometric photos (more info)
  • Travel document (your passport valid for at least 3 months beyond return date and issued within the last ten years, and copies of your previous visas)
  • Travel medical insurance confirmation of minimum 30,000 € coverage within Poland and the entire Schengen area (more info)
  • Cover letter stating the purpose of visit to Poland: letter of invitation from Polish Organizing Committee (more info)
  • Hotel booking reservation for the whole duration of the intended stay in Poland (more info)
  • Flight air ticket reservation with dates and flight numbers specifying entry and exit from Poland (more info)
  • Proof of civil status (marriage certificate, birth certificate of children, death certificate of spouse, ration card if applicable)
  • Means of subsistence: proof of sufficient financial means for the period of stay in Poland (more info)
  • And any other additional documents individually specified by the consul.

The types and number of supplementary documents may differ depending on the consular office. In this connection, we advise you to contact the relevant consulate to obtain full information concerning the documents needed when submitting a visa application.

Sample Application Form for Schengen Visa is available here. (Note: The form issued in your country may vary.)



Invitation letters for visa purposes can only be issued to people who have completed the registration process and paid the registration fee

Applying for the invitation letter, please provide following information:

  • Your full name
  • Date of birth
  • Place of birth
  • Country of citizenship (country which issued your passport)
  • Passport number
  • Date of issue of your passport
  • Date of expiry of your passport

The letter is sent via e-mail. In case the embassy requires the original invitation letter, we can arrange two delivery methods:

  • Regular post – free of charge, however the delivery cannot be guaranteed as there is no way to track the delivery. The organisers shall not be held responsible or liable for any delay or failure in delivery.
  • Express delivery service (FedEx, DHL) – the fee shall be covered by the participant in advance, after paying the conference fee. The express delivery fee is 30 – 60 €, depending on country of delivery. The organiser strongly recommends using the latter as it is faster and enables the delivery to be tracked (using a tracking number).