Information Regarding Visas and Letters of Invitation

In general, citizens of foreign countries seeking to enter the United States must first obtain a U.S. Visa. Some international travelers may be eligible to travel to the United States without a visa if they meet the requirements for visa-free travel such as the Visa Waiver Program.

International participants are strongly encouraged to check their visa status as soon as possible, and if a visa is needed apply for a visa at least 4 months before travel as the VISA process may take 3-6 months. An interview may be required at a U.S. embassy or consulate as part of the visa application process.

For information on visas please see the U.S. Department of State VISA web site The site has a VISA WIZARD and other resources to help determine the type and process for acquiring a VISA. In general travel to conferences is considered under the Business VISA category.

Some important notes:

Be sure you have a valid passport and that your travel will be completed at least six months before the passport expiration date.

There are a number of requirements for travel on the Visa Waiver Program please check the requirements carefully including: Visa applicants may want to include the following with their visa application background materials:
  • copy of the Symposium announcement;
  • copy of the Symposium registration;
  • letter of invitation.

Official Letter of Invitation

Those in need of official letters of invitation from the U.S. Government local host should send a request with the following information to C. Taylor Armstrong

  1. name (as it appears on passport)
  2. date of birth (MM/DD/YYYY)
  3. nationality
  4. passport number
  5. city of visa interview (if available)
  6. role in Symposium (registered participant or registered presenter)

Contact for Official Letter of Invitation:

[This Contact and Organization should be also used for your on-line Visa applications]

Christen Armstrong
National Oceanic and Atmospheric Administration
1315 East West Highway (SSMC3 10340)
Silver Spring, Maryland, USA 20910
Phone: +1-301-734-1033

If you do not receive a confirmation email from Christen Armstrong within the first 3 days after sending your request for Official Letter of Invitation, please contact Alexey Khoruzhiy from PICES Secretariat

Other resources:
The National Academies Web site has additional information about visa-related issues and travel information for travelers to scientific meetings.

Important Dates
Deadline for the manuscript submission to the ICES Journal of Marine Science for the Special Volume.
Session and Workshop themes will be finalized.
  1. Early Registration Fee
  2. Abstract submission
  3. CV and Financial support application
  1. Early registration
  2. Abstract submission
  3. CV and Financial support application
Abstract Notification Deadline
  1. Abstract acceptance notification
Financial Support Grant Notification Deadline
  1. Financial support grant notification
Confirmation Deadlines
  1. Confirm your presentations and attendance
  2. Confirm your financial support acceptance