VisaHQ helps event organizers manage visa requirements for hundreds of international attendees at once—from invitation letters to group processing, speaker work visas, and real-time status tracking. One platform. Every nationality. Every event.
Events have fixed dates. Visa processing does not. When speakers, delegates, or performers can't enter the country, the entire program—and your reputation—is on the line.
One event, 50 countries. Each attendee has different visa requirements, processing times, and documentation needs. Manual tracking in spreadsheets is a recipe for failure.
U.S. visa processing now takes 3–6 months for some nationalities. When your event date is locked, every week of delay brings real risk of empty seats and missing panelists.
A paid keynote speaker needs a different visa than an unpaid panelist. Performers require work visas (O-1, P-1), not tourist visas. One wrong category = denied entry at the border.
Hundreds of personalized invitation letters, each requiring accurate names matching passport spellings, exact event details, and role-specific language. One typo can sink an application.
Once applications are submitted, organizers have no way to track progress across dozens of consulates. You learn about a denial when the attendee doesn't show up.
Travel bans, expanded vetting, and sanctions can disqualify attendees overnight. Without real-time monitoring, you can't pivot your program fast enough.
Whether you produce industry conferences, trade shows, music festivals, or corporate summits, VisaHQ scales to your event's complexity.
International speakers, panelists, and delegates requiring B-1 or business visas across dozens of nationalities.
Exhibitor teams, booth staff, and VIP buyers from around the world, often shipping equipment that also requires customs documentation.
Performers, artists, and crew needing O-1/P-1 work visas, performance permits, and coordinated travel for entire production teams.
Athletes, coaching staff, media crews, and officials who need specialized visa categories and coordinated group processing.
VisaHQ gives event organizers a single platform to manage every visa, for every attendee, across every nationality—with full visibility from application to arrival.
Upload your attendee list and we instantly assess requirements by nationality. Manage hundreds of applications through a single event dashboard with real-time status tracking.
Auto-generate customized, embassy-compliant invitation letters for every attendee, pre-populated with event details, attendee role, and passport-matched names. Bulk export in seconds.
AI-powered guidance that recommends the correct visa type for each attendee based on their role—speaker, panelist, exhibitor, performer, or observer—and their compensation status.
Track every application by status (pending, in progress, approved, denied), flag at-risk attendees, and generate reports for your stakeholders. Know exactly who's coming and who's not.
Specialized processing for O-1 (extraordinary ability) and P-1 (internationally recognized) work visas for performers, artists, athletes, and their essential support staff.
Concierge-level support for keynote speakers, headline performers, VIP sponsors, and executive guests. Dedicated agent, priority processing, and door-to-door document courier.
Automated warnings when an attendee's processing timeline puts them at risk of missing your event. Proactive escalation recommendations and expedite options when available.
Connect with Cvent, Eventbrite, Bizzabo, and other platforms. Auto-trigger visa assessments when international registrations come in, so nothing falls through the cracks.
VisaHQ integrates into your event planning timeline, so visa management happens alongside—not on top of—your existing workflow.
Tell us the event details—dates, location, expected international attendance—and we create a dedicated event workspace with your branding.
Upload your guest list via CSV or connect your registration platform. We instantly assess visa requirements for every attendee based on nationality and role.
Our engine creates embassy-compliant invitation letters for each attendee and distributes them directly. Names, dates, and roles are auto-matched from your data.
Attendees submit applications through a branded self-service portal. You track every application in real time on your event dashboard with milestone alerts.
At-risk applications are automatically flagged. Our team works consulate channels, explores expedite options, and recommends backup strategies including hybrid attendance.
Your speakers arrive, your delegates are seated, and your performers take the stage. Post-event reporting documents everything for your stakeholders.
Different attendee roles require different visa categories. Here's a simplified guide for U.S.-hosted events—VisaHQ handles the complexity for every destination.
| Attendee Role | Recommended Visa | Key Requirement | Typical Timeline |
|---|---|---|---|
| Conference Attendee | B-1 Business Visitor | Invitation letter, proof of registration | 2–12 weeks |
| Unpaid Speaker / Panelist | B-1 Business Visitor | No compensation beyond expenses | 2–12 weeks |
| Paid Speaker / Consultant | O-1 Extraordinary Ability | Evidence of distinction in field | 2–4 months |
| Performing Artist / Musician | P-1 Internationally Recognized | Performance contract, agent petition | 2–5 months |
| Exhibitor / Booth Staff | B-1 Business Visitor | No direct sales on show floor | 2–12 weeks |
| Athlete / Sports Professional | P-1 or B-1 | Depends on prize money / compensation | 2–5 months |
| Media / Press Crew | I Media Visa | Press credentials, employer letter | 2–8 weeks |
| Technical / Production Crew | O-2 or P-1S | Essential support for O-1/P-1 holder | Filed with principal's petition |
"We had 380 international delegates from 42 countries for our annual summit. VisaHQ processed every application, generated invitation letters automatically, and gave us a live dashboard. Not a single speaker was missing on day one."
"Managing performer visas used to take our team weeks of back-and-forth with immigration lawyers. VisaHQ handled P-1 petitions for our entire lineup and their crew. We'll never go back to the old way."
"When the travel ban expansion hit, three of our keynote speakers were affected. VisaHQ's team identified the issue before we did and helped us secure alternative travel arrangements within 48 hours."
Choose your path: set up your event portal instantly, or schedule a walkthrough with our events team.
Upload your attendee list and let VisaHQ handle visa requirements, applications, and tracking for your international delegates — no demo needed.
Check your inbox for login credentials. Your event portal is ready — upload your first attendee list to begin.
Planning a large event? Our specialists will build a custom visa strategy for your specific audience and timeline.
A VisaHQ events specialist will reach out within 24 hours to build your custom event visa plan.
We recommend beginning 4–6 months before your event date. For destinations with longer processing times (like the U.S. for certain nationalities), starting even earlier is advised. VisaHQ provides a custom timeline based on your attendee profile and destination, so you know exactly when to begin outreach.
Yes. We specialize in O-1 (extraordinary ability), P-1 (internationally recognized performers), and their support staff petitions (O-2, P-1S). From musicians and DJs to theater companies and sports teams, we manage the full petition process including agent coordination and itinerary documentation.
We provide denial documentation that can support registration refund requests. Our team also advises on reapplication strategies, alternative visa categories, and hybrid participation options so the attendee can still contribute to your event remotely if in-person attendance isn't possible.
We integrate with Cvent, Eventbrite, Bizzabo, and other major platforms. When an international registration comes in, our system can automatically trigger a visa requirement assessment and send the attendee a personalized next-steps email with their invitation letter and application link.
We offer event-specific volume pricing based on total attendee count, number of nationalities involved, and visa complexity. Annual event partners with recurring conferences receive preferred rates. Your events specialist will provide a detailed proposal after understanding your needs.
Absolutely. Our invitation letter engine bulk-generates embassy-compliant letters for every attendee, auto-populated with their name (matched to passport spelling), event details, role description, and accommodation information. Letters can be exported individually or in bulk, and distributed directly to attendees.