Travel and Visa Information

International Travel 

To help mitigate travel-related challenges, AOM continues to monitor immigration and travel policy updates through external legal counsel. Individuals traveling internationally should review the entry requirements that apply based on their citizenship, country of residence, and the host country of the Annual Meeting. 

General Information 

• Entry to the United States requires a valid passport and appropriate travel authorization. This may include authorization under the Visa Waiver Program (ESTA) or a visitor (B) visa. 
• Many attendees successfully travel each year using these pathways, and participation in an academic conference is a well‑recognized, legitimate purpose of travel. 

Visa Waiver Program (ESTA) 

• Some travelers may be eligible to enter the United States without a visa through the Visa Waiver Program (VWP). Eligibility requirements and application details are available on the US Customs and Border Protection (CBP) website. 
• Those unsure about eligibility or prior travel history may wish to consult an immigration attorney for guidance. 

Visitor (B) Visa 

• Attendees who do not qualify for ESTA typically apply for a B (visitor) visa through a US embassy or consulate in their country of residence or citizenship. 
• The process generally includes completing an online application and attending an in‑person interview. 
• As in many countries, immigration officers often seek to confirm that the visit is temporary, that the traveler maintains ties to their home country, and that the traveler will not work while in the United States. Supporting documentation—such as academic affiliation abroad, institutional ties, funding for the trip, and plans to return—may assist with this. 
• An open invitation to attend the Annual Meeting is provided below. 

Important Reminders 

• Passport validity must meet US requirements; most travelers must hold a passport valid for at least six months beyond their intended stay. 
• Travelers should apply early for any required visas or travel authorizations and monitor varying processing times by region. 
• Guidance and specific instructions from the nearest US embassy or consulate should be reviewed carefully before applying. 
• Prior visa denials must be disclosed; individuals with previous denials or complex circumstances are strongly encouraged to consult a US immigration attorney. 
• Some travelers from certain countries may be subject to additional restrictions under current US travel bans. Policies can change, and travelers who may be affected should consult official US government resources or legal counsel. 
• Travelers may be asked to clarify the purpose of the trip, planned accommodations, length of stay, and available financial resources. 
• Proof of sufficient financial means and evidence of onward or return travel may be required. 

Arrival in the United States 

• Border officials may inquire about travel purpose, accommodations, and departure plans.
• ESTA travelers are typically admitted for up to 90 days; B‑visa travelers may be admitted for up to six months, at the discretion of the officer. 
• All travelers should check their official entry record (I‑94) after arrival and ensure timely departure or appropriate action before its expiration. 

For accurate and current information, travelers should consult the Official Resources listed below. 

Domestic Travel 

Attendees traveling domestically should review current identification requirements and transportation guidance applicable to travel within the host country. 

Transportation options to the host city may include air, rail, and local transit. Attendees are encouraged to confirm schedules, routes, and identification requirements directly with transportation providers. 

Safety & Health 

Your safety is important to AOM. While the host city is typically a major, walkable city, attendees are encouraged to: 

• Follow general urban travel awareness
• Know the location of nearby pharmacies or urgent care centers 
• Carry any necessary medical documentation or prescriptions 

Any meeting-specific safety or health updates will be shared as they become available. 

Annual Meeting Letters & Availability 

AOM provides standardized letters designed to confirm an attendee’s association with the Annual Meeting. Letters are available only if applicable, based on eligibility. 

Because travel regulations are set by governments and vary by individual, all attendees should consult official sources directly. AOM cannot determine eligibility, advise on which visa or travel category to apply for, or guarantee any travel authorization. 

Most letters are accessed through the AOM Submission Center using AOM Member Profile credentials. The Annual Meeting Invitation Letter, which is available to everyone, is provided below for download. 

Official Resources

For the most accurate and up-to-date information related to travel, visas, entry requirements, or government regulations, attendees are encouraged to consult official sources directly. Helpful starting points include: 

• Your local embassy or consulate
  Guidance on visa requirements, application processes, and entry conditions.
• Official government travel and visa websites for the host country
  Current visa policies, travel advisories, and entry requirements for the United States.
• Institutional legal or international offices (if available) 
  Some universities or employers offer support for international travel or compliance questions. Availability varies by institution, and attendees should contact their institution directly for more information.

Frequently Asked Questions (FAQ)

Find quick answers to common questions from our members and attendees.

Do I need a visa to attend the Annual Meeting? 

Visa requirements vary by citizenship, country of residence, and destination and are determined by government authorities. AOM cannot advise on visa categories or determine eligibility. Attendees should consult their local embassy or consulate and review official government guidance. You may also wish to consult your institution’s legal or international office for additional support.

When should I apply for my visa or travel authorization?  

Application timelines and processing times vary by country and may be lengthy. Attendees are encouraged to plan well in advance of the Annual Meeting. For current timelines and requirements, attendees should consult their local embassy or consulate and review official government guidance.

Can AOM contact an embassy or consulate for me?   

No. AOM cannot contact embassies, consulates, visa officers, or government authorities on behalf of attendees. Questions related to visa applications, documentation, or appointment scheduling should be directed to your local embassy or consulate. You may also wish to consult your institution’s legal or international office for additional support. 

Will AOM send my letter directly to an embassy or consulate?    

No. AOM does not provide letters directly to embassies or consulates. Attendees must download their letters and submit them according to the instructions provided by their local embassy or consulate or other reviewing authority.

Can AOM confirm my registration or program participation for an embassy, consulate, or institution?    

Due to the large volume of attendees each year, AOM cannot provide individual confirmations, disclose personal information, or customize letters outside of the standardized letters available. Attendees should use the appropriate Annual Meeting letter available to them and consult their institution or reviewing authority for guidance on acceptable documentation. 

Are there travel restrictions or government regulations that could affect my ability to attend the Annual Meeting?    

Yes. Travel and entry requirements may change at any time due to government regulations, sanctions, or other policies. The Annual Meeting is an in-person event, and attendance takes place onsite only. If you are unable to travel but need to participate in the Annual Meeting Program, please contact the Program team at [email protected] to learn whether an alternative participation option may be available. Attendees should also consult their local embassy or consulate and review official government guidance.

My country or region is subject to government restrictions or sanctions. Can I still attend the Annual Meeting?

Eligibility to travel to, enter, or participate in an in-person event is determined by government authorities and varies by individual circumstance. The Annual Meeting is an in-person event, and attendance takes place onsite only. If you are unable to attend in person but are seeking to participate in the Annual Meeting Program, please contact the Program team at [email protected] for information on possible alternative participation options. Attendees should consult their local embassy or consulate and review official government guidance.

Can AOM provide an invitation or other letter if I am from a restricted or sanctioned country or region?

The Annual Meeting Invitation Letter is a general informational document and is available to everyone. It does not imply sponsorship, confirm eligibility to travel, or override any government restrictions or sanctions. Other Annual Meeting letters are available only if eligible and do not indicate permission to travel, register, or attend. Attendees should consult their local embassy or consulate and review official government guidance to determine whether such documentation is appropriate for their situation.

Do I need any documentation to participate in On-Demand Sessions?

No. On-Demand Sessions are delivered online and do not require travel to the host city. Visa or travel documentation is not required to participate. If you are registered for On-Demand Sessions and need documentation for institutional or administrative purposes, the Annual Meeting Registration Letter (On-Demand) may be available if eligible. Attendees should consult their institution directly to determine what documentation may be required.

Does receiving an invitation or other Annual Meeting letter mean I am allowed to travel, register, or attend? 

No. Receiving an invitation or other Annual Meeting letter does not guarantee visa approval, travel authorization, entry to the host city, or the ability to complete registration or payment. Eligibility decisions are made by government authorities. Attendees should consult their local embassy or consulate and review official government guidance.

I want to invite a guest and purchased a Networking Guest Pass. Can AOM provide them a registration letter?  

No. Guests with a Networking Guest Pass do not complete a full registration and do not provide the personal information required for a Registration Letter. AOM cannot confirm a guest’s identity, participation, or association with the Annual Meeting beyond limited access to approved networking areas. Guests are only eligible for the Annual Meeting Invitation Letter and should consult their local embassy or consulate or other reviewing authority to determine what documentation may be appropriate.

Can AOM provide custom visa letters, and why are Annual Meeting letters auto-generated?  

Letters are automatically generated based on eligibility to ensure timely access for all attendees and to protect personal information. Attendees should log in to the AOM Submission Center to view and download any letters available to them. Due to the large volume of Annual Meeting participants, AOM cannot provide custom visa letters. Instead, we offer a general Annual Meeting Invitation Letter for all attendees and personalized standardized letters for eligible members who have submitted, been accepted, or registered to attend. 

Does receiving a letter guarantee visa approval or entry to the host city?   

No. Visa approval, travel authorization, and entry decisions are made by government authorities and are outside of AOM’s control. Attendees should consult their local embassy or consulate and review official government guidance.

If I register before receiving my visa and it is delayed or denied, can I receive a refund? 

Refunds are governed by the Annual Meeting Policies. Visa delays or denials do not qualify for refund exceptions, and attendees are encouraged to review the Annual Meeting Policies carefully before registering. 

How do I access my letters?  

The Annual Meeting Invitation Letter is available directly on this webpage for anyone to download. All other letters are available only if eligible through the AOM Submission Center. Attendees should log in using their AOM Member Profile credentials to view any letters available to them.

Still Need Help?

For questions related to the Annual Meeting Program or participation options, please contact the Program Team at [email protected]. For questions related to registration or letters, please contact the Registration Team at [email protected].