Entry to Japan

The following items will be needed to enter Japan.


Citizens of certain countries/regions must have a short stay visa to enter Japan.

Applicants must meet all of the following conditions to apply the visa:

1.You have completed the online registration.

2.Your registration fee has been paid.

The following documents will be issued to the applicants who have met all of the above conditions:

*Invitation Letter
*Letter of guarantee
*Letter of reason for invitation
*Schedule of stay
*Details of Company/Organization (会社・団体概要説明書)
*ICAR2023 Committee Outline (開催準備委員会概要)
*ICAR2023 Prospectus (開催趣意書)

*Accompanying Person Visa

Visa documents preparation fee will be required for the Accompanying Person.
Accompanying Person Visa documents preparation fee: JPY 20,000 (Tax included) / per accompanying person.
*Only credit card payment is available. We will be sending you the credit card payment link for the payment.

< Please read the following before applying the visa >

・Since it takes time for obtaining visa, we suggest you to contact the Japanese Embassy/Consulate-General with jurisdiction over your place of residence immediately to ask the detailed procedure and what documents you need to prepare.(In addition to the documents prepared by inviting person/guarantor in Japan, you may be required to present some documents. However, since it depends on the local situation and the purpose of the visit, please contact the Embassy/Consulate-General.)

・Please be noted that preparation of visa documents doesn’t mean guarantee of entering Japan. The visa application to Embassy or Consulate-General of Japan in your country should be proceeded on your responsibility, and we are sorry that the ICAR2023 has no responsibility for that. Additionally, ICAR2023 has no responsibility for cancellation of travel fees including flight tickets, hotel booking, etc. In addition, ICAR2023 has no responsibility for the case you are not be able to attend the conference due to the results of COVID-19 tests before and after your flight.

・Please be noted that it may take a week or more to prepare the documents. It may also take time to send you the documents.

・Requirements for quarantine and documents for visa applications may be different depending on your departure country as well as vaccination certificates. Please confirm necessary requirements by your own responsibility. 

・Kindly confirm in advance the details of your transit visa on your own responsibility, if you fly on to Japan via any countries. We will not take a responsibility on it. In addition, please check both the conditions and the period of quarantine of the transit country (countries) on your own account.

*Visa Issuance Period

The period which ICAR2023 will guarantee is as below.
*Please note that ICAR2023 will not guarantee the period other than the below.
From June 4 (Sun), 2023 to June 10 (Sat.), 2023

​Visa Application Deadline

April 27 (JST = GMT+9) Closed

*This deadline does not guarantee the approval of Visa.

Ministry of Foreign Affairs of Japan (MOFA)

*Regarding Border Enforcement Measures, please keep yourself updated with the latest information through links below.

COVID-19: Current Japanese Border Measures

Border measures to prevent the spread of novel coronavirus (COVID-19)

Measures for Resuming Cross-Border Travel

Information on the Novel Coronavirus Diseases (COVID-19)

*Click the button below to launch the e-mail.
*Please contact the e-mail address provided there.

In order to prepare visa application documents, we need the following information. Please prepare those at your hand when you contact visa support desk.

  • Copy of your passport (in PDF or image files)
  • Occupation
  • Embassy or Consulate-General where you will apply your visa.
  • Flight information (Date/Flight number):
    -Arrival in Japan
    -Departure from Japan
  • The place of stay:
    -Name of hotel/accommodation -Check-in/Check-out date
Visa Application

Corporate 3rd Office, Kinki Nippon Tourist Co., Ltd. (ICAR2023 Conference Secretariat) entrusts the Visa support services to Freedom Co., Ltd. Please acknowledge that beforehand and click the “Visa Application” button above if you would like to apply for visa.

Freedom Co., Ltd.
2-35-14 Nihonbashi Ningyo-cho Chuo-ku, Tokyo 103-0013, JAPAN