To register for the IWA World Water Congress & Exhibition using the paper registration form which provides payments by credit card, direct deposit / funds transfer or bank draft, please download the Registration Form:

Read and complete the carefully fully. Once complete, return all 4 pages of the registration form to:
Address: PO Box 104,
RBH Post Office QLD 4029,
Tel: +61 7 3854 1611 (GMT+10)
Fax: +61 7 3854 1507
(Please return all 4 pages of the registration form)


Presently, the Japanese Ministry of Foreign Affairs grants Visa waivers/exemptions to approximately 68 countries with special agreements with Japan. If you are unsure of whether or not you need to apply for a short-term Visa to enter Japan in order to attend the IWA WWC&E 2018, please consult this page.

If your country is not listed, then you will need to apply for a Visa. You can contact the Embassy of Japan, or the nearest Consulate of Japan in your home country to receive guidance on the application process and necessary documents you will need, please refer here for more information. Alternatively, we recommend you apply for your Visa through a local agency, it is quicker and easier to obtain a tourist visa than to get a visa through the Japanese Embassy and Consulate.

Letter of Invitation

Letter of Invitation

A Letter of Invitation is an official document which confirms a registration payment and extends an official invitation to the paid registrant to attend and participate in the upcoming conference. It provides you with an official reason to come to Japan. It may be required by your university for administrative purposes, and will form one of the documents required for visa application if you are from a country that does not have a visa exemption agreement with Japan.

In order to qualify for a Letter of Invitation, you must meet both of the following criteria:

  • Be a registered audience member
  • Have paid the conference registration fee in full or a deposit

Subject to approval, all letters of invitation will be sent by email as a PDF attachment and a physical copy mailed to your residence or place of work. Please provide ample time for this to be processed.

  • Under no circumstances shall IWA provide a Letter of Invitation or Visa application paperwork to any interested party who has not met the two criteria listed above.
  • All questions/concerns regarding the status of your VISA should be directed to Convention Linkage.
  • IWA is not authorised to assist with the VISA process.
  • IWA will not provide letters of guarantee. Should your application be denied, IWA cannot change the decision of the Japanese Ministry of Foreign Affairs, nor will IWA engage in discussion or correspondence with the Ministry of Foreign Affairs or the Embassy of Japan on behalf of the applicant.

We recommend you apply for your visa as soon as possible, as processing times may vary according to location and ​the level of applications received.

Letter of Guarantee

The conference organisers would like to underline the difference between a Letter of Invitation and a Letter of Guarantee. Depending on your professional situation, background and nationality, you may be required to submit a Letter of Invitation and/or Letter of Guarantee.

A Letter of Guarantee is a letter in which an individual or body agrees to be legally and financially responsible for you during your stay in Japan. You may know an individual or institution in Japan who is willing to act as a guarantor, or, if you have no connection with the country, the Japanese Ministry of Foreign Affairs may find that it is acceptable to have your university act as the guarantor. IWA cannot provide Letters of Guarantee.

IWA WWC&E 2018 has assigned Convention Linkage as the official local Japanese agency to assist with visa applications and processing. This optional service is available to Congress participants at an additional cost and you will be charged directly by Convention Linkage. Should you wish to use this service please contact

Please note that you must register for the congress firstand provide a copy of your confirmation letter, paid invoice and accommodation booking to Convention Linkage.


You will need to have the following before you submit your request to Convention Linkage for your Letter of Invitation:

  • Details of your planned itinerary (all daily activities while staying in Japan).
  • Tentative flight arrival/departure information including flight time, flight number, etc.
  • Your planned hotel name, address, phone number.
  • The title and address of the embassy/consulate in your country you are using to secure your visa.
  • All passport information.
  • An ability to use correct English spelling, punctuation, grammar, and capitalization.

Registration and accommodation bookings for the IWA World Water Congress & Exhibition are being managed by Ozaccom+:
Ph: +61 7 3854 1611 (GMT+10)
PO Box 104
RBH Post Office
Qld 4029 Australia