ICAR 2026 - Visas

International Conference on Aeolian Research (ICAR XII)

12 - 18 July 2026, Swakopmund, Namibia

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Please read all the information below carefully before embarking on applying for a visa for entry into Namibia. Namibia has recently altered its visa requirements and it is important that all international ICAR presenters, attendees, and accompanying persons travel with the correct visa to avoid difficulties at the port of entry.

The text below includes sections on:

1. Important information
2. MICE visa application process
3. What you need to apply for your MICE visa
4. Duration and validity of the MICE visa (very important if you plan on arriving more than a week before or leaving more than a week after the dates of the conference)
5. Visa exemptions

1. Important information

• International delegates and accompanying persons must have registered for the conference BEFORE applying for a visa for entry into Namibia.
• We recommend that delegates and accompanying persons apply for their visas as soon as possible after registering for the conference using the online portal in advance of arriving in Namibia.
• ALL delegates, attendees, and accompanying persons involved in the following elements of the conference will require a MICE visa for entry, unless they are exempt (see the ‘visa exemptions’ section):

1. individuals on the pre- and post- conference field trips
2. attendees and presenters at the oral and poster conference sessions
3. individuals on the mid-week field trip to Gobabeb.

• Accompanying persons NOT attending the elements of the conference listed above and wishing to enter Namibia for leisure purposes should apply for a Holiday Visa. Such accompanying persons do not apply through the MICE process described below and so should apply for their visas independently of ICAR.
• It is the responsibility of delegates and accompanying persons to ensure appropriate visa and travel documentation for attendance at ICAR. The conference organisers cannot accept liability for any losses incurred as a result of immigration difficulties or delay. The process for obtaining a visa is run by the Namibian Ministry of Home Affairs and, whilst the conference organisers may be able to assist with straightforward administrative queries, attendees should contact the Ministry for any further advice or queries.

2. MICE visa application process

ICAR 2026 is required and has been authorised to use the Meetings, Incentives, Conferences and Events (MICE) on-line visa process for international delegates and accompanying persons. The MICE Visa fee is N$1600 (Namibian dollars) for all applicants and this must be paid electronically once the application is approved. 

Application follows these steps:

1. You must have registered for the conference, providing the details necessary (e.g. name as on passport, passport number, date of birth, conference role) for the MICE visa application.
2. The ICAR team send your details to the Ministry of Home Affairs to set-up your visa application.
3. About one week after you register, the ICAR team will share with you a unique Event Code.
4. You use the Event Code to apply for your MICE visa using the online system – you need to set up an account on the system and login as a first step. Note that this website is occasionally unavailable. If you have difficulties accessing it try again later and/or make sure the site isn’t blocked by your security settings.
5. Your visa will be issued by email directly by the Ministry of Home Affairs. You should print out your visa in hardcopy. The anticipated turnaround time is c. 1-2 weeks from application on the on-line system. In the event that you don't recieve email updates on your MICE visa progress from MHAISS, please check your eservices account periodically to see if your MICE visa has been approved and payment is required.
6. The ICAR team send you an Invitation Letter for attendance at the conference which you should print out in hardcopy.
7. At the port of entry you present your passport, visa, and invitation letter.

3. What you need to apply for your MICE visa

Have the following documents ready because you will not able to save your online application part-way through:

• Passport-sized photo (max size 300KB)
• Copy of passport photo page in PDF format (max size 2MB). Note your passport expiry date must be at least six months beyond the intended travel date.
• Ticket or booking reference number (eg. flight booking confirmation, or other transport booking reference) proving return travel.
• Address and telephone numbers of your accommodation and places you intend to visit in Namibia. As necessary, this should include the Strand Hotel and the Gobabeb-Namib Research Institute, as well as your own private accommodation. 

A useful document (including the address details for the Strand Hotel and Gobabeb-Namib Research Institute) offering a step-by-step guide to the online visa portal is available to help you through the process.

4. Duration and validity of the MICE visa (information below provided directly by the Ministry of Home Affairs)

• The MICE visa will cover the days of the conference and includes an additional week prior to the event start and one week after the event’s closing date. The visa should therefore be valid for entry on 5th July 2026 through to departure on 25th July 2026.
• Delegates wishing to arrive earlier for leisure before the MICE visa start date, will need to apply for an additional separate visa, such as a Holiday Visa. For convenience, applying online in advance is recommended. Delegates should indicate that they are attending the conference but will be undertaking leisure travel first. Delegates will effectively hold two visas and should inform the immigration officer on arrival.
• Delegates planning to stay for more than one week after the conference for leisure, will need to provide proof of their plans in order to request additional days. This should be done upon entry into Namibia by presenting their MICE visa to the immigration official and explaining that they are attending an event. Delegates should also provide documentation to support their travel plans, including accommodation or tour reservations, an itinerary, and a return flight, indicating the date they intend to depart. If all relevant information is available and accepted by the immigration official, the additional days will be granted. If a delegate decides after the event that they wish to explore more of the country without prior plans, they will need to visit the Ministry of Home Affairs in Windhoek to apply for an extension, which will incur a fee.

5. Visa exemptions (information below provided directly by the Ministry of Home Affairs)

Delegates from visa-exempt countries do not need to apply for a MICE visa if they are attending solely as participants (eg. audience members or accompanying persons on any of the pre- or post- conference field trips and/or the mid-week field trip to Gobabeb). This includes many SADC countries. However, delegates attending in roles such as presenter (ie. presenting an oral or poster presentation at the conference), must apply for a MICE visa regardless of nationality. 

Here is a list of visa-exempted countries:

Angola

Botswana

Brazil

Cuba

Eswatini

Hong Kong (SAR)

Indonesia

Jamaica

Kenya

Lesotho

Macau (SAR)

Malawi

Malaysia

Mauritius

Mozambique

Russian Federation

Seychelles

Singapore

South Africa

Tanzania

Zambia

Zimbabwe