1. Important Prerequisites

KleMUN's official visa invitation letters are issued and signed by the Dean of the Faculty of Economics and Society at Rhine-Waal University. To ensure legal compliance, invitation letters will only be provided to prospective participants who meet the following conditions:

• You have successfully completed your conference registration.

• You have paid your conference fees in full. (Note: This payment serves as your binding confirmation and legal purpose of travel to Germany.)

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2. Required Documents for an Invitation Letter

Once your payment is completed, please submit the following documents to our Secretariat via email:

1. Contact Details: Email address, phone number, and official home address.

2. Passport Copy: A scanned copy of your passport’s photo page, including your full name, date of birth, place of birth, nationality, and passport number.

3. Enrollment Proof: An official letter from your university or college confirming your current enrollment (issued within the last three months, or the official enrollment document for the current academic year).

Please note: The Secretariat reserves the right to contact your university or college directly to verify your enrollment status. Illegible or incomplete documents will result in a delay or denial of the invitation letter. No refund possible.

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3. Timelines & Embassy Requirements

• Application Timeline: It is solely your responsibility to apply for a visa sufficiently early. While German embassies generally process visas within 15 to 45 days, many recommend initiating the process up to 6 months prior to arrival.

• Proof of Accommodation: Embassies frequently require proof of accommodation for your stay in Germany. While we are happy to assist you in finding local options (such as our student-backed Bed-Surfing network or independent stays), we cannot book them on your behalf.

• Secretariat Documentation: Please note that the Secretariat will not provide personal copies of team members' passports.

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4. Non-Refund Policy

Because the official visa invitation letter serves as a binding document guaranteeing your participation for your visa application, our financial policy is strictly enforced:

• No Refunds After Issuance: Once the payment has been made and the visa invitation letter has been issued, all refunds of the delegate fee are strictly excluded under any circumstances (including sickness, schedule conflicts, or personal changes). Allowing refunds after issuance creates significant legal and administrative risks for our host institution.

• Visa Denial: The organizers will not refund your paid fees if your visa application is ultimately rejected by the embassy.