LETTERS OF INVITATION & LETTERS FOR VISA APPLICATION
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IMPORTANT : Invitation letters and visa application letters are not sent automatically to all participants. You need to request such a letter if you need one.
CIRM can provide you with: - a letter of invitation if you need to show that you are accepted in one or several events (e.g. for refunds, absence justification for your university department etc). - a letter to apply for a Visa. In that case, note that your passport number must figure on the letter. You should therefore supply this information when you make your request. All letters are produced in both French and English and they always indicate the support that organizers have planned for you (either 'supported by the budget of the event' or 'self-supported'). |
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Please follow these steps to ensure that you receive your requested letter in due time:
1. PRE-REGISTER ONLINE on the webpage of the event. CIRM does not request your passport number at this stage.
NB: If you are pre-registering for an event lasting several weeks, note that you must pre-register for each individual week.
2. WAIT UNTIL THE ORGANIZERS HAVE MADE THEIR DECISION (there is usually a deadline announced on the event page)
If you are accepted, you will receive an automatic message telling you that you are selected and asking you to contact CIRM if you need to apply for a visa or request and invitation letter.
3. WRITE TO colloque@cirm-math.fr and include in your email (compulsory)
a) copy of the automatic message you received to say that you have been accepted
and at the top :
b) your full name exactly as it appears on your passport
c) the full name of your institution
d) your passport number
NB: If you are pre-registering for an event lasting several weeks, note that you must pre-register for each individual week.
2. WAIT UNTIL THE ORGANIZERS HAVE MADE THEIR DECISION (there is usually a deadline announced on the event page)
If you are accepted, you will receive an automatic message telling you that you are selected and asking you to contact CIRM if you need to apply for a visa or request and invitation letter.
3. WRITE TO colloque@cirm-math.fr and include in your email (compulsory)
a) copy of the automatic message you received to say that you have been accepted
and at the top :
b) your full name exactly as it appears on your passport
c) the full name of your institution
d) your passport number
Important notices (please read carefully)
- ONLY an official letter from CIRM can be used to request travel authorization or a visa for participation in an event at CIRM.
- CIRM will never supply a "Convention d'accueil" from the Préfecture - this is not necessary for events staged at our centre, as their duration is short.
- ONLY actual participants in the event can be granted a letter. CIRM does not provide letters for visa application for any accompanying person.
- The same letter (provided in French and in English) can serve to confirm an enrolment in an event (for example if you need proof to receive funding from your institution) or to apply for a visa (present it to the French Consulate / Embassy in your country). The only difference is that the passport number must be supplied in the second case.
- The letter will be based on the exact dates of the event attended, always with a possible arrival on the night before the event starts and usually with a possible departure on the morning after the event ends. Note that we cannot extend these dates to fit other periods of time when you may have been invited somewhere else or might want to do tourism. In case you attend several weeks in a row, you will receive letters for each week. If you are granted week-end accommodation by the organizers, please request an email from them with the details (and show it to the consulate if necessary).
- The letter will include the exact address of CIRM where all academic work takes place and where you will "normally" be hosted in our hotel (accommodation and meals). Note that if our hotel is full you may be lodged nearby in university accommodation. The Accommodation Office at CIRM will provide details in this case.
- The letter will mention financial support. Note that some organizing teams have to wait for answers from sponsors and may decide quite late on the distribution of their budget. If you need to apply several weeks in advance make sure you tell us.
NB
- CIRM hosts a very high number of participants each year (over 4000 in 2019 with 53% from foreign institutions).
- If you need Proof of participation in an event, please contact the organizers during your week at CIRM. If you realize after you have left CIRM, you will find the organizers' details on the webpage of the event.
- CIRM does not supply letters of participation for online, virtual participation only.
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