Visa / Acceptance Letter Instructions

For Authors

If you are a paper author, you can find the template in your author workspace on the PaperCept system, by following the following steps:

  • Click the link to open the ITSS Conference Management Page: https://its.papercept.net/conferences/scripts/start.pl
  • Under “Conferences in 2025, ITSC 2025”, click “login” in the far-right column to sign on your access page by using your PIN and password.
  • Go to “Access a workspace” in the bottom of the page and click “Enter Author or proposer of submission ….”. You will see your accepted paper(s).
  • In the far-right column, use pull down menu “Choose an option” to select “Request an acceptance letter”.
  • Follow instructions on this page to fill in your personal data and download your letter in pdf signed by the General Chair.

Visa to Australia

NOTE: If you are asked by a Visa Application Form to provide details of the “Conference Organiser” and/or the “Australian Business Contact” please go the CONTACT US menu option to obtain such details.

All visitors to Australia need a valid passport and an Australian visa or Electronic Travel Authority (ETA).

Visa types depend on length of stay and the visit’s purpose. Lodge online applications for ETAs or acquire forms from more than 300,000 travel agents, 75 airlines and Australian diplomatic offices worldwide. If you do not hold a passport approved for ETA, get a ‘label’ visa from Australian embassies, high commission offices or consulates.

To find out up-to-date information about travel to Australia please visit

https://immi.homeaffairs.gov.au/entering-and-leaving-australia/entering-australia

and

https://immi.homeaffairs.gov.au/visas/getting-a-visa/visa-listing

and

https://immi.homeaffairs.gov.au/visas/getting-a-visa/visa-finder

Have a safe trip to Australia and the City of Gold Coast. We look forward to welcoming you at IEEE-ITSC 2025.

NOTES:

Please read the following information which has been provided by the Australian Department of Home Affairs before you apply for a visa of your choice.

Visa Options:

Participants, attendees and speakers that will not be working, performing or otherwise be paid to contribute at the event may be eligible to apply for the following visa options:

NB: Eligibility for an eVisitor visa and ETA will be determined by the country of passport that the applicant holds.

Visitor (subclass 600) Business visa applicants should include as much information as possible to support their visa applications (see: https://immi.homeaffairs.gov.au/visas/getting-a-visa/visa-listing/visitor-600/business-visitor-stream#HowTo).  In addition, visa applicants should include the following information:

  • evidence of any international travel outside of their own country (for example, copies of visas and passport pages containing entry and departure stamps)
  • information and evidence of attendance at similar events of this type/nature.

NB: Electronic Travel Authority – ETA (subclass 601) applicants from Malaysia should note that there may be additional information and documentary requirements.  For more information please see: https://malaysia.highcommission.gov.au/klpr/Visas_and_Migration.html

A speaker, presenter, exhibitor, or other contributor that will be working, or otherwise be paid to contribute at the event may be eligible to apply for one of the following visa options:

Please note that a the letter of support from an Australian organisation is a legislative requirement for the Temporary Activity (subclass 408) Invited participant visa.

NB: Exhibitors working at an event which targets a specific industry, and which does not involve selling goods or services directly to the public, may also be eligible for the Visitor visa options provided above.

NB: These are the visa options available presently but the Department reserves the right to change regulations.

Biometrics:

Visa applicants outside of Australia will need to provide biometrics when they apply for a visa that is part of the Australian biometrics program, or where they are from a country, or located in a country at time of application that is part of the Australian biometrics program.

For information regarding Australia’s biometric program including visas and countries that are part of the program, please see: https://immi.homeaffairs.gov.au/help-support/meeting-our-requirements/biometrics

Health and Character Requirements:

Most visa applicants must meet minimum health standards before they can be granted ​a visa, and the department may assess your health as part of the visa application process.  This is referred to as ‘meeting the health requirement’.  For more information regarding health requirements please see: https://immi.homeaffairs.gov.au/help-support/meeting-our-requirements/health

Applicants must be of good character to visa Australia, and must meet the character requirements in order to be granted ​a visa.  For further information regarding character requirements please see: https://immi.homeaffairs.gov.au/help-support/meeting-our-requirements/character

Visa Application Process and Processing Times:

Visa applications are assessed on a case-by-case basis, and actual processing times can vary due to individual circumstances including:

  • whether the applicant has lodged a complete application, including all necessary supporting documents and paid associated visa application charges
  • how promptly the applicant responds to any requests for additional information
  • how long it takes to perform required checks on the supporting information provided
  • how long it takes to receive information from external agencies, particularly in relation to health, character, and national security requirements
  • when the application is lodged taking the current global visa processing times into account

Processing times are impacted each month by cases that are complex, changes to volume of applications and changes to Ministerial Directions.  More information about visa processing times please see: https://immi.homeaffairs.gov.au/visas/getting-a-visa/visa-processing-times/overview.  For this reason, we would advise that visa applications be lodged at least 6 to 8 weeks prior to a person’s intended date of travel.

Important Dates

Submission Deadline: May 1st, 2025 (FINAL)
Notification of Acceptance: July 1st, 2025
Final Papers Submission: July 15th, 2025
Registration Portal Closed: Sept. 1st, 2025

Announcements

  • Book your ITS Australia Career Expo Ticket

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  • Technical Program is Online!

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  • Registration Closed

    The ITSC 2025 Registration Portal has now been closed. Should the circumstances permit, we may be able to reopen it from 01 November to 03 November only.

  • Social Program is Online

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