What Do I Need?
The first step to traveling to the U.S. is to determine if you need a Visa or if you are eligible for the Visa Waiver Program (VWP). Travelers from VWP countries must have valid Electronic System for Travel Authorization (ESTA) approval before travel.
For Visitors in Need of a VISA
If you need a visa, you will need to apply for the right kind of visitor visa. It is normally a B1* visa: Attend a scientific, educational, professional, or business convention or conference for a business visit. *Please check current visa categories and requirements with the U.S. State Department.
Visa visitors must have a machine-readable passport and schedule an in-person interview with the U.S. State Department consulate or embassy. The application process varies by location. Please contact your local consulate for the most accurate information.
It can take up to six months to get an interview date. Please contact your nearest consulate as soon as possible to request an interview date.
If your visa application is denied, please inform ASCE in writing that you wish to cancel your registration. You should attach a copy of your visa denial.
Please file your visa paperwork as far in advance as possible to be eligible for a refund.
ASCE will not intervene on behalf of the invitees with the Embassy or U.S. Consulate via fax, phone, surface mail, or email. The U.S. State Department provides information on traveling to the United States regarding passports, international travel, and visas.
* Visa applicants MUST demonstrate that they qualify for the visa category and do not intend to immigrate permanently. This involves showing solid ties to the home country and a clear purpose for a visit to the US and the return. Failing to provide a complete visa application or all the necessary supporting documents is a common reason for a US Visa rejection.
Letter of Invitation
Registration must be completed and paid in full before a Letter of Invitation may be requested. A copy of your registration payment receipt must accompany your request.
Please be ready to provide your complete official name, date of birth, physical address, email address, and passport number (if available). If any additional information will be needed for the letter issuance, you will be notified by e-mail in response to the submitted request.
Request a letter of invitation
The Letter of Invitation will ONLY be sent by email to the email address that you provide. The Letter of Invitation cannot be emailed or sent to the Embassy or U.S. Consulate.
If you have any questions about Letters of Invitation, please contact us at [email protected].
Visa Waiver Program and ESTA
Travelers from VWP countries must have valid Electronic System for Travel Authorization (ESTA) approval before travel. U.S. Customs and Border Protection will handle emergencies on a case-by-case basis.
ESTA requires all international travelers from VWP countries to register in an online database. Travelers from VWP countries must complete an application on the ESTA website.
Travelers are not required to complete an I-94W form before each trip. The ESTA requirement does not affect U.S. citizens returning from overseas, people from VWP countries traveling on a valid U.S. Visa, or travelers from non-VWP nations.
Cancellations & Refund Requests
Authors and Co-Authors:
Author conference registrations (including co-authors) that are canceled between January 18, 2027 - March 24, 2027 are subject to a $100.00 cancellation fee. Authors (including co-authors) that submitted a written paper for the conference proceedings are also subject to an additional $200.00 cancellation fee per submitted paper.
Author conference registration fees (including co-authors) are completely non-refundable after March 24, 2027, due to the necessary advance production of the program.
Authors (including co-authors) may submit a request for refund consideration if:
- There is an illness or emergency that prevents you from traveling. In this instance, the refund request is made in writing and accompanied by a doctor's note and/or similar official documentation stating the emergency and the person's name. The subsequent refund request will be discussed post-conference by EWRI management, and if the refund is approved, it will be made minus a $100.00 cancellation fee, and an additional $200.00 cancellation fee per submitted paper.
- If the participant has been denied a travel visa, please submit the official documentation received with the denial of your visa application. The subsequent refund request will be discussed post-conference by EWRI management, and if the refund is approved, it will be made minus a $100.00 cancellation fee, and an additional $200.00 cancellation fee per submitted paper.
- If your visa appointment has been delayed and you have written proof that you requested an appointment prior to June 2, 2027, please send your documentation for refund consideration. The subsequent refund request will be discussed post-conference by EWRI management, and if the refund is approved, it will be made minus a $100.00 cancellation fee, and an additional $200.00 cancellation fee per submitted paper.
To submit a cancellation and/or refund request, please contact ASCE Customer Service at [email protected].
Attendees and Moderators:
Attendee refund requests (does not apply to authors or co-authors) received after the cancellation date of July 7, 2027, will be reviewed on a case-by-case basis and are reviewed 30 days post-conference.
Refund requests may only be made for illness or emergency, and should be accompanied by a doctor's note and/or similar official documentation stating the emergency and person's name. The subsequent refund will be discussed post-conference by EWRI management, and if the refund is approved, it will be made minus a $100.00 processing fee.
To submit a cancellation and/or refund request, please contact ASCE Customer Service at [email protected].