Options XIII FAQs

Whether you need a visa to travel to Washington, DC (or anywhere in the United States) depends on your nationality and travel documents. Visit our visas page for more details.

Visa processing times vary widely but are taking significantly longer than in the past; we strongly encourage you apply for your visa as soon as possible to avoid any travel complications.

If you require a letter of invitation from the conference for your visa application, please contact register@conferencesolutionsinc.com.

U.S. entry procedures are straightforward when you’re prepared. The key is having the right documents and giving clear, concise answers.

Have your documents ready

Before landing, make sure you have:

• A valid passport
• A valid visa or ESTA (if traveling under the Visa Waiver Program), if required
• Your conference registration confirmation
• Letter of Invitation (there is a link to create a customized letter of invitation in your registration confirmation)
• Hotel confirmation
• Return or onward ticket

Be clear about your purpose of travel

When asked why you are visiting, keep your answer simple and direct:

“I’m attending a scientific conference on influenza in Washington, DC.”

Have the conference dates (August 30-September 2) and the conference venue (The Walter Washington Convention Center) ready in case you are asked.

Keep answers concise and honest

Customs officers may ask:

• How long are you staying?
• Where are you staying?
• Who is paying for your trip?
• What is your occupation?

Answer calmly and directly. Over-explaining can create confusion.

Understand what “business” means

Attending a conference, giving a presentation, or participating in meetings is generally permitted under business visitor status.

However, you cannot:

• Take U.S. employment
• Receive a salary from a U.S. employer

Be prepared for secondary screening (if it happens)

Sometimes travelers are referred to secondary inspection. This does not mean something is wrong.

If selected:

• Stay calm
• Provide requested documents
• Expect additional questions about your visit

Electronic devices

U.S. Customs and Border Protection has the authority to inspect electronic devices. Travelers must comply with requests to turn on devices and provide passwords so customs agent can check program and file contents.

Best practices:

• Travel with only necessary data
• Back up important files before departure
• Know your institution’s travel data policies to avoid sharing sensitive or privileged information.

The NYTimes has an informative article on additional best practices.

Food & declarations

Declare all food items honestly. Many agricultural products are restricted. When in doubt, declare it.

Professional presentation helps

Appearing professional and organized can support a smooth interaction, especially when traveling for an academic or scientific event.

Final reminder

U.S. Customs and Border Protection officers make the final decision on entry. Being prepared, calm, and transparent significantly improves your experience.

Visiting Washington, DC is generally safe, especially in downtown and conference areas, but like any major city, it’s smart to take a few common-sense precautions. Here’s some reminders to help you feel confident during your trip:

• Remove your name badges when leaving the convention center.
• Stay aware of your surroundings, especially at night.
• Keep your phone and valuables secure (avoid leaving items in back pockets or open bags).
• Use well-lit, populated streets when walking.
• Trust your instincts. If something feels off, move to a busier area.

Downtown areas near the Walter E. Washington Convention Center are heavily trafficked and regularly patrolled.

If you see something concerning, please let the conference or security team know as soon as possible. For emergency situations, please dial 911.

As the nation’s capital, DC frequently hosts demonstrations, especially near the White House, the United States Capitol and National Mall areas.

While most demonstrations are peaceful, we advise you to avoid protest areas. For your safety, do not engage with demonstrators or counter-demonstrators.

We’ll be gathering at the Walter E. Washington Convention Center in downtown DC, a modern, well-equipped venue with experienced security and event teams onsite.

You’ll notice a professional security presence throughout the event. This includes:

• Clearly marked entry/exit points
• Required badge access for all conference areas
• Friendly security staff at all entrances to conference areas

Yes, you will be expected to keep your badge visible while you’re in conference spaces. It helps our team quickly identify attendees and keeps access limited to registered participants.

However, we do recommend that you remove your name badge when exploring the city.

If you see someone in the space without a name badge, please let the conference or security team know.

Yes. The Walter E. Washington Convention Center is a weapon-free facility. Firearms, explosives, knives, and other weapons are not permitted inside the venue, in accordance with local laws and venue policy.

If something doesn’t seem right, say something. Please let a staff member or security officer know. For urgent emergencies, call 911.

As this event focuses on influenza research, we’re modeling best practices, including:

• Regular cleaning of high-touch areas
• Hand sanitizer stations throughout the venue
• Strong ventilation systems
• Supporting any individual’s choice to wear a medical-grade mask
• Onsite medical support, if needed

If you’re experiencing flu-like symptoms (fever, cough, sore throat, body aches), we kindly ask that you stay home. We appreciate you helping protect fellow attendees.

We’ll follow current guidance from the District of Columbia Department of Health. Regardless of any guidelines, we support any individual who elects to use a medical-grade mask.

If you need help, notify the nearest staff member right away. The venue coordinates closely with DC Fire and EMS to ensure quick response when necessary.

Yes! The Walter E. Washington Convention Center is fully ADA accessible, including entrances, elevators, restrooms, and meeting spaces.

If you require special accessibility accommodations during the conference, please contact register@conferencesolutionsinc.com to discuss.

All registered attendees, speakers, sponsors, and volunteers are required to agree to this code of conduct, and the conference organizers will enforce it throughout the event.

• Inclusive Environment: The conference organizers are committed to providing a harassment-free experience for everyone, regardless of gender, gender identity or expression, age, sexual orientation, disability, physical appearance, body size, race, ethnicity, religion (or lack thereof), or technology choices.
• Zero Tolerance for Harassment: Harassment of attendees, speakers, sponsors, or staff in any form will not be tolerated.
• Appropriate Language and Imagery: Sexual language or imagery is not appropriate in any conference setting, including talks, workshops, social events, or online platforms such as social media.
• Enforcement: Participants who violate these rules may face sanctions, including removal from the conference without a refund, at the discretion of the organizers.

If you experience harassment, notice someone else being harassed, or have any other concerns, please contact a member of the conference or ISRV staff immediately.