AdaCamp was a two-day unconference dedicated to increasing women’s participation in open technology and culture. These sample letters are part of the AdaCamp Toolkit, which helps you take AdaCamp’s tools and practices and apply them to your own event. You can re-use the text of this page freely by the Creative Commons Public Domain Dedication. Optionally, you may credit the AdaCamp Toolkit.
About these letters
AdaCamps were frequently attended by people travelling internationally, and upon request we would give international attendees one of two letters:
- a letter to a local consulate of the destination (AdaCamp) country, introducing AdaCamp and the attendee, in support of their visa application
- a letter directly to the local attendee, introducing AdaCamp, which they could produce if requested when crossing a border (eg, when entering through a visa-free arrangement)
Generalised forms of the letters we used are below.
Important: Consulates themselves and immigration lawyers can advise on the information needed and the style required of letters when seeking admission to specific countries. This page is general information only and is not legal advice. These letters do not guarantee that a visa will be issued or admittance will be granted for travellers to any other country.
Template letters
Letter to a consulate
TODAY’S DATE
To:
NAME OF CONSULATE
CONSULATE ADDRESS`
EVENT/ORGANIZATION invites ATTENDEE to attend the international EVENT conference (EVENT URL) on DATE in LOCATION. The purpose of EVENT is to PURPOSE, through [sharing of best practices among experts | presentations by experts | networking | discussion in sessions | etc]. EVENT is organized by ORGANIZATION, a COUNTRY corporation. EVENT is also sponsored by SPONSOR NAMES. This is the NUMBER-th EVENT conference.
We look forward to ATTENDEE’s contribution as a [attendee | session participant | session leader], given EXPERIENCE.
On their visit, ATTENDEE will arrive in EVENT COUNTRY no earlier than DATE and will depart EVENT COUNTRY no later than DATE. ATTENDEE is a citizen of COUNTRY, with passport number PASSPORT NUMBER, expiration date of EXPIRATION, and date of birth of DOB. EVENT/ORGANIZATION supports ATTENDEE’s attendance at EVENT and urges the CONSULATE to provide them with a visa so that they can attend the conference.
Any questions should be directed to NAME, EVENT Organizer, at PHONE NUMBER or EMAIL.
We look forward to ATTENDEE’s attendance!
SIGNATURE
NAME
EVENT Organizer
ORGANIZATION
Letter to attendee
TODAY’S DATE
To:
ATTENDEE
HOME ADDRESS
Dear ATTENDEE,
EVENT/ORGANIZATION invites you to attend the international EVENT conference (EVENT URL) on DATE in LOCATION. The purpose of EVENT is to PURPOSE, through [sharing of best practices among experts | presentations by experts | networking | discussion in sessions | etc]. EVENT is organized by ORGANIZATION, a COUNTRY corporation. EVENT is also sponsored by SPONSOR NAMES. This is the NUMBER-th EVENT conference.
Any questions should be directed to NAME, EVENT Organizer, at PHONE NUMBER or EMAIL.
We look forward to your attendance!
SIGNATURE
NAME
EVENT Organizer
ORGANIZATION
To the extent possible under law, AdaCamp Toolkit has waived all copyright and related or neighboring rights to Template international travel support letters. This work is published from: United States.
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