What You Need for Entry to Belgium
Planning your travel to HTAi 2027
We know that international travel and visa processes can be complex, particularly when requirements, documentation and appointment arrangements differ between countries.
If you are travelling internationally to attend the HTAi 2027 Annual Meeting, we encourage you to check the requirements that apply to you and begin preparing as early as possible.
HTAi can provide documentation confirming your participation in the Annual Meeting and can assist with questions relating specifically to the meeting. Visa applications and decisions, however, are managed by the relevant immigration and consular authorities.
Where Should I Start?
1. Check whether you need a visa.
Belgium is part of the Schengen Area. Whether you require a visa depends on factors including your
nationality and travel circumstances.
2. Check where and how you need to apply.
Application arrangements differ according to your country of residence. Use the official Belgian
authorities to identify the Embassy, Consulate or authorised visa application service responsible
for your application.
3. Start early.
Short-stay Schengen visa applications can generally be submitted up to six months before travel.
Appointment availability and processing arrangements can vary considerably between locations.
For travel to HTAi 2027 in June, we recommend beginning to check your requirements and local application process from December 2026.
Do I Need a Visa?
Some travellers require a short-stay Schengen visa to enter Belgium, while others may travel without a visa but must still meet the applicable entry requirements.
Rather than relying on third-party visa information, we strongly recommend checking the official European Commission and Belgian Government guidance.
Check Schengen Visa Requirements
What Can HTAi Provide?
HTAi can provide documentation confirming your participation in the Annual Meeting. Depending on your role and circumstances, this may include:
- a visa support or invitation letter;
- confirmation of registration;
- confirmation of an accepted abstract, Panel or Workshop;
- confirmation of an invited speaker role;
- confirmation of a Participation Grant, where applicable;
- information confirming the Annual Meeting dates, location and program; and
- clarification of costs being covered directly by HTAi, where applicable.
Visa Support / Invitation Letter
A personalised visa support letter will be available to eligible registered participants and can be requested during the registration process.
The letter confirms your participation in the HTAi Annual Meeting and provides relevant meeting information. It does not constitute sponsorship of your visa application and does not guarantee that a visa will be issued.
If any information contained in an HTAi document is incorrect, please contact annualmeeting@htai.org.
Preparing for Your Visa Application
The documents required will depend on where you apply and your individual circumstances. Always follow the checklist provided by the Belgian authority or authorised visa application centre responsible for your application.
You may want to begin gathering information relating to:
- the purpose and dates of your visit;
- your participation in the HTAi Annual Meeting;
- travel and accommodation arrangements;
- how your travel, registration and living costs will be funded;
- your employment, study or organisational affiliation, where relevant;
- travel medical insurance;
- your intended travel itinerary; and
- any additional documents requested by the authority handling your application.
Requirements differ between countries. This list is intended to help you prepare and is not a substitute for the official document checklist applicable to your application.
Explaining Your Annual Meeting Participation
If you are asked to provide information explaining the purpose of your travel, keep it clear, factual and consistent with the supporting documents included with your application.
Why are you travelling?
Explain whether you are attending the HTAi 2027 Annual Meeting as a delegate, presenter, Panel or Workshop participant, invited speaker or other participant.
When and where is the meeting?
The HTAi 2027 Annual Meeting takes place in Brussels, Belgium, from 12–16 June 2027.
What is your role at the meeting?
Describe your own involvement and refer to any relevant HTAi confirmation or invitation.
Who is funding your participation?
Clearly identify which costs are being covered by you, your employer or another organisation, and which costs, if any, are being supported directly by HTAi.
Only provide information that is accurate and relevant to your own circumstances. HTAi cannot advise you on what personal, financial or other evidence you should provide in support of an immigration application.
Before You Submit: A Simple Check
Before submitting your application, check that:
- you are following the requirements that apply in the country where you are applying;
- the name and passport details shown on your HTAi documents are correct;
- your purpose and dates of travel are consistent across your documents;
- you have included the supporting documents requested by the relevant authority;
- your funding and accommodation arrangements are documented where required; and
- you have allowed sufficient time for your application to be considered.
Providing a complete application does not guarantee that a visa will be issued. Visa decisions are made solely by the relevant authorities.
If Your Visa Is Delayed or Refused
HTAi cannot influence the processing or outcome of an individual visa application.
If an immigration or consular authority requests additional information specifically about the HTAi Annual Meeting or asks for verification of documentation issued by HTAi, please contact annualmeeting@htai.org.
If visa difficulties may affect your ability to attend the Annual Meeting, please let us know as early as possible. While we cannot intervene in the visa decision, early notification may allow us to advise you on any Annual Meeting arrangements that may be affected.
Travelling Without a Visa?
Travellers who do not require a Schengen visa may still be affected by European border and travel-authorisation requirements.
Entry/Exit System (EES)
The European Union's Entry/Exit System (EES) is an automated border system used for many non-EU nationals travelling for a short stay. It records information relating to entry and exit and may include biometric data.
European Travel Information and Authorisation System (ETIAS)
ETIAS is a planned travel-authorisation system for certain travellers who can visit participating European countries without a visa.
ETIAS is not currently in operation and applications are not currently being accepted.
The European Union will announce the start date before the system becomes operational. HTAi will review and update this information ahead of the Annual Meeting.
Official Information & Useful Links
Visa requirements can change and individual circumstances differ. Please use official Belgian and European Union sources when making travel arrangements.
- Belgian Federal Public Service Foreign Affairs – Visa for Belgium
- European Commission – Schengen Visa Policy
- European Union – Entry/Exit System (EES)
- European Union – ETIAS
Always begin with an official Belgian Government or European Union website and follow the instructions provided for your nationality and country of residence.
Important Information
HTAi provides information and documentation relating to participation in the HTAi Annual Meeting. We cannot provide immigration or legal advice, assess an individual's eligibility for a visa, complete or review visa applications on behalf of applicants, guarantee the outcome of an application, or influence the decision of a visa authority.
Visa and entry requirements are determined by the relevant government authorities and remain the responsibility of the individual traveller.
HTAi 2027 ANNUAL MEETING
© Copyright 2026 HTAi