Documents
Supporting Documents for VISA Application
International attendees except for
citizens of Countries and Regions Exempt for VISA need a VISA to travel to Japan .
Documents for VISA application and processing time may differ depending on the nationality of the applicant.
The individual who needs a VISA must prepare all required materials and apply for it by themselves at the nearest embassy/ consulate general in their area.
Please visit the
Ministry of Foreign Affairs of Japan website for details on VISA application.
JpGU provides supporting documents for VISA application (charged service) for those who may need them.
Please refer to the information below and apply using a designated system necessary.
Please note that
the document JpGU provides is NOT the VISA itself.
We only provide supporting documents for your VISA application.
Document Content
JpGU issues supporting documents in the form required by Ministry of Foreign Affairs of Japan (charged service, 5,500 JPY).
The package includes 4 documents,
1. Letter of Guarantee (Sealed by JpGU)
2. Invitation Letter (Template of Ministry of Foreign Affairs of Japan)
3. Itinerary in Japan
4. Details of Company/ Organization
*All in a designated form by Ministry of Foreign Affairs of Japan
Schedule of Supporting Documents Issuance
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Application Period
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14:00 Thu. 06 March - 17:00 Fri. 09 May 2025 [JST]
*Applications after this date is not accepted.
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Issue starts
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From Fri. 28 March
*Documents will be made on a first-come first-serve service basis.
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*Please also complete the payment of commission fee during this period.
*Supporting documents will be directly emailed from our official agency.
Who can Apply and Requirements for Application
Supporting documents will be issued under the following condition;
・Documents will be issued for the
contributors of JpGU 2025.
If you are not a contributor, the application page in the system will not be displayed.
* If you are a session convener, a chairperson or a co-author who need the documents, please contact
us.
・ the payment of meeting registration fee is completed.
*Please note that we cannot provide supporting documents to spouses, children, or others who will be accompanying on the trip.
Commission Fee
The 5,500 JPY/ application (tax included) commission fee is required to apply.
*Soon after the application is submitted, we will start making the documents using the provided information and no modification request can be accepted.
Please make sure to confirm all information before completing the application.
*After processed, additional fee may be charged for modification.
* The commission fee (\5,500) is a non-refundable processing fee even if the VISA is delayed or you cancel your trip to Japan.
Required Files for Application
Please prepare the following files before starting the application.
All files must be in required format, less than 500MB each.
1. Scanned copy of your passport ID page [File Format : pdf, jpeg, jpg, png ]
2. Schedule of Stay [ File Format : pdf, jpeg, jpg, png, xlsx ]
Download a format
▶ 2025 Schedule of Stay Format
3. Copy of Flight e-ticket [ File Format : pdf, jpeg, jpg, png ]
4. Copy of Accommodation (Booking) Certificate [ File Format : pdf, jpeg, jpg, png ]
Application Procedures
・Application for supporting documents are accepted from JpGU members page.
[Application Steps]
1. Log in to
My JpGU Account with your JpGU ID and password.
2. Click "JpGU Meeting" and open the "Supporting Documents for VISA Application" tab.
3. Enter all required information, upload files and complete the payment.
Confirmation auto-email will be sent to your email address.
Important Notes
Chinese citizens who will travel with the official passport issued by Public Affairs are advised to acquire it prior to the application of the supporting documents.
・If you cancel your travel to Japan after applying for VISA using support documents JpGU issued, we may report your cancellation to the Embassy you submitted the VISA application.
Invitation Letter
JpGU provides the following document for the registered attendees who send us a request.
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Can be applied by
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All registered attendees（regardless of presentation）
*We cannot provide letters of invitation to spouses, children, or others who will be accompanying you on the trip but not attending the meeting as registered attendees.
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Requirement for Issuance
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Meeting registration and the payment must be completed.
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How to Apply
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From the following form
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Application Period
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Thu. 06 March -Fri. 30 May 2025
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Issuing Period
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From Mon. 10 March 2025
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Issue Format
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Via email in PDF file
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Language
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English version only
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Letter Format
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Designated format by JpGU
*No modification/ edit to the format or contents is available．
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Date of Issue
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Created date
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Processing Fee
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Free of charge
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*Applications after the deadline cannot be accepted.
Acceptance Letter
The Notification of Acceptane scheduled to be sent to authors on 27 March will be the official Acceptance Letter from JpGU. No Acceptance Letter will be issued in a different format.
Contributors are kindly requested to share with all your co-authors if necessary.
Certificate of Attendance
JpGU provides the certificate of attendance for meeting registered attendees for those who may need them.
If you wish to apply, please submit your application using the application form.
We will not be able to respond to e-mails or other forms of correspondence, so please be sure to submit your application using the form during the application period.
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Who can request
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All registered attendees (Presentation not asked)
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Condition of issue
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・On-site participation: There must be a record of entry to the local venue (Makuhari Messe).
・Online participation: There must be a login record to the meeting participation site (Confit)
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How to request
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Please apply using the designated form below.
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Application Period
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Wed. 11 June - Sun. 31 August 2025
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Issue start date
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Sequentially from Mon. 16 June
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Certificate Format
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PDF distributed via email
*Postal service is not available
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Language
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English or Japanese
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Name in the document
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Applicant's name will be included.
（Third party application is not accepted）
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Document Format
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Designated format by JpGU
*No modification/ edits to the format contents is available.
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Date of Issue
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Created date
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Processing Fee
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Free of charge
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Certificate of Presentation
JpGU provides the certificate of presentation for meeting registered attendees for those who may need them.
If you wish to apply, please submit your application using the application form.
We will not be able to respond to e-mails or other forms of correspondence, so please be sure to submit your application using the form during the application period.
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Who can request
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All presenters
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Condition of issue
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・Oral: Papers that have been presented on-site or on Zoom.
・Poster: Papers that the upload of the presentation material (e-poster/video on demand/additional materials) has been confirmed on the meeting participation site (Confit)*1 .
*1 We will use the presentation material uploads data based on the record created on 03 June. Please note that if you have deleted your material before 03 June or have uploaded after, we will not be able to issue you a certificate.
*Posting abstract PDF alone does not meet the condition of the certificate of presentation. Certificate of presentation cannot be issued if the on-site or Zoom presentation (for orals) or presentation materials on Confit (for posters) cannot be confirmed.
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How to request
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Please apply using the designated form below.
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Application Period
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Wed. 11 June - Sun. 31 August 2025
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Issue start date
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Sequentially from Mon. 16 June
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Certificate Format
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PDF distributed via email
*Postal service is not available
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Language
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English or Japanese
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Name in the document
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Not indicated
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Document Format
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Designated format by JpGU
*No modification/ edits to the format contents is available.
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Date of Issue
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Created date
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Processing Fee
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Free of charge
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