A Schengen Visa for Official Visits is intended for those who have been officially invited to participate in meetings, consultations, negotiations, exchange programs, or other events held in the Schengen Zone by intergovernmental organizations.
What Documents are Required When Applying for a Visa for Cultural / Sports / Religious Event and Film Crews?
Here are the required documents for a Schengen visa application for Cultural / Sports / Religious Event and Film Crews, presented in bullet points:
- Application form: Fill out the form with accurate information, print it, and sign it at the end.
- Two identical photos: Recent photos, taken within the last 3 months, that meet the Schengen visa photo requirements.
- Valid passport: A passport that will be valid for at least 3 months beyond the date you plan to leave the Schengen Area, and with at least 2 blank pages for the visa sticker. Passports older than 10 years are not accepted.
- Copy of passport data page: An A4 size copy of your passport’s data page.
- Personal covering letter: A letter explaining why you need to enter the Schengen Area and your planned activities during your stay.
- Flight reservation: Proof of your itinerary with flight numbers and entry/exit dates for the Schengen Zone.
- Schengen travel insurance: A policy that covers the whole Schengen Area and the entire duration of your stay, with a minimum of €30,000 coverage for medical emergencies including repatriation in case of death.
- Proof of accommodation: Documentation showing where you will be staying while in the Schengen Area. This can be in the form of a hotel booking, letter of invitation, or rent agreement.
- Means of subsistence: Evidence of how you will support yourself financially during your stay in the Schengen Area, such as bank account statements or a letter of sponsorship by an institution/organization.
- Letter of Invitation from the organization in Schengen. An original letter issued by the organization in Schengen, duly signed by the authorized representative, should be submitted alongside with the other documents. It should state:
- who will cover the expenses for the visit
- the purpose of travel
- details of travel schedule (throughout the Schengen areas) including places to visit and dates of visit, together with
- the list of people travelling, their position and passport number
- Official Note of the Consular Department. Applicable only for Diplomatic and Official passports.
Keep in mind that the embassy /consulate / VAC where you lodge your application reserves the right to require extra documents from you, prior or upon the submission of your application.
What are the specific requirements for a Schengen Visa for Official Visits?
Here are the specific documents required a Schengen visa application for Cultural / Sports / Religious Event and Film Crews, presented in bullet points:
- Letter of Invitation from the organization in Schengen. An original letter issued by the organization in Schengen, duly signed by the authorized representative, should be submitted alongside with the other documents. It should state:
- who will cover the expenses for the visit
- the purpose of travel
- details of travel schedule (throughout the Schengen areas) including places to visit and dates of visit, together with
- the list of people travelling, their position and passport number
- Official Note of the Consular Department. Applicable only for Diplomatic and Official passports.
What are the specific requirements for obtaining a Schengen Visa for a film crew?
The specific requirements for a Film Crew Schengen Visa are:
- A letter from the film company, including the name and synopsis of the film, as well as the shooting locations.
- A list of crew members, including their names and functions.
- A letter from the filmmaking agency/producer in the Schengen country, confirming details on the arrangements for film permits.
- A certificate of registration as a filmmaker staff issued by the competent homeland authority, authorizing/registering local filmmaking staff to pursue their profession (e.g. a specific department in a Ministry of Culture of the respective home country).
Where to Submit a Schengen Visa Application for Official Visits?
When applying for a Schengen visa to attend official visits, you need to submit your application at the embassy or consulate of the Schengen country you will be visiting. If you plan to visit multiple Schengen countries, you should apply at the embassy or consulate of the country where you will spend most of your time or the country where the main event or purpose of your trip will take place.
It’s important to note that you should apply for your visa well in advance of your trip, as the processing time can take up to 15 calendar days. However, in some cases, the processing time can be extended up to 60 days, especially if additional documentation is required or if your application needs further examination.
How to Apply for a Official Visits Schengen Visa?
To submit your Official Visits Schengen Visa application successfully, follow these steps:
- Determine if you need a Official Visits Schengen Visa
- Find out where you need to apply
- Choose the best time to submit your visa application
- Fill out the short-stay visa application form
- Gather all the required documents for a Schengen Visa
- Schedule an appointment for your visa interview
- Attend the visa interview
- Pay the visa fee
- Wait for a response from the embassy or consulate.
When to Apply for a Official Visits Schengen Visa?
Here are the key points to keep in mind regarding when to apply for a Official Visits Schengen Visa:
- For Official Visits, it is recommended to submit your visa application at least one month prior to your planned trip to the Schengen Area.
- The latest you can apply is 15 days before your intended travel date, while the earliest you can apply is three months before your trip. It is important to take into account the processing time for visa applications, which can take up to 15 days. Therefore, it is advisable to apply well in advance to avoid any delays or complications.
How Long is the Schengen Visa Valid for Official Visits?
The maximum validity of a Schengen visa for Official Visits is 90 days within a 180-day period. However, the actual validity of your visa depends on the embassy processing your application.
Embassies may issue a 3-month valid visa or a shorter one depending on their discretion. In general, you are allowed to stay in the Schengen Area for the duration of the event or activity you will be participating in, up to a maximum of 90 days. The exact duration of your visa will be specified on the visa sticker affixed to your passport when you collect your documents.
How Long Does it Take to Get a Schengen Visa for Official Visits?
The processing time for a Schengen Visa application for Official Visits is usually 15 calendar days. However, during peak seasons or in some exceptional cases, it may take up to 30 or 60 days to process the application. Therefore, it is important to apply well in advance of your planned trip to ensure that you receive your visa on time.
Can I Extend a Official Visits Schengen Visa?
In general, it is not possible to extend a Schengen visa for Official Visits. Once the visa has expired, you must leave the Schengen Area and reapply for a new visa if you wish to return for another event or activity. However, in exceptional circumstances, such as serious illness or force majeure, you may be able to apply for a visa extension. It is recommended that you contact the embassy or consulate where you applied for your visa as soon as possible if you believe you may need an extension. More information can be found in the article “How to Extend a Schengen Visa.“
Can I apply for a Schengen Visa for Official Visits on my own, or do I need an official invitation?
You need an official invitation to apply for a Schengen Visa for Official Visits. This invitation must come from an organization or institution that is recognized as an official partner of the Schengen Area.
Can I stay in the Schengen Area after my official visit is over?
The Schengen Visa for Official Visits is only valid for the duration of the official event or activity that you are attending. If you want to stay in the Schengen Area for tourism or other purposes after your official visit, you will need to apply for a separate visa or extension of stay.
In summary, A Schengen Visa for Official Visits is an entry permit for those undertaking journeys to the Schengen area, following an official invitation to participate in meetings, consultations, negotiations, exchange programs, or other events held in the Schengen Zone by intergovernmental organizations. The visa allows a maximum stay of 90 days per 180-day period and can be extended in certain cases. The application should be submitted at least 15 days before the planned trip, and the processing time is usually around 15 days, but it can be extended during peak season or in exceptional cases. Applicants must provide specific documentation related to their visit and their official status.