Registration Details

(by August 31 September 22, 2023)
(by November 10, 2023)
Low Income Country Member
Student Member
Low Income Country Student Member
Student Non-member

The registration fee includes costs for lunch (Day 2 & 3), Welcome Reception (Day 2), and tea and snacks on the conference days. It does not include travel, lodging, and other expenses.
Please note that CESA 2023 uses World Bank classifications to identify low income countries, such that registrants from all “low income” or “lower middle income economies” are eligible for discounter registration fees.

Please note that CESA 2023 uses World Bank classifications to identify low-income countries, such that registrants from all “low-income” or “lower-middle-income economies” are eligible for discounted registration fees.

To be eligible for registration at “low income/ lower middle income country” rates, you must:
1) have residency in;
2) be currently living in; and
3) be a citizen of a qualifying country.
All three requirements must be met in order to receive the discounted rate.

::: World Bank classifications :::

‘Member’ refers to individuals with an active CESA membership. However, if you participated in the last CESA conference organized by our Nepali committee in 2021, you are eligible for the member pricing regardless of your current membership status. If you’re interested in becoming a CESA member or renewing your membership, please visit our website at

by October 10, 2023
Documents for VISA

Registration System

Cancellation Policy

Refund of payment in case of registration cancellation is:
  • Cancellation within 55 days after payment: 100% refund.
  • After 55 days from registration, the refund will be made after deducting the refund fee.
  • Cancellation after August 31, 2023 will not be proceeded and not be refunded.

VISA & Documents for Visa Information

Please note that applying for a VISA upon ARRIVAL at any airport in Japan is NOT available.

All citizens who are required to apply for visas to enter Japan must apply in person at the Japanese Embassy or Consulate in their country with documents both prepared by the applicant and sent by the conference visa staff.

As a rule, this procedure is applicable only to the participants who have already paid the registration fee.

1: To clarify who needs a Visa

Exemption of Visa (Short-Term Stay)
68 Countries and Regions for Visa Exemptions (as of November 1, 2022)
To check if you need Japan Visa.

A list of countries with visa exemptions can be found the below chart.
(Ministry of Foreign Affairs of Japan)

Asia Latin America and the Caribbean Europe Europe
Brunei (14 days) Dominican Republic Andorra Latvia
Indonesia ([Note1]) El Salvador Austria([Note8]) Liechtenstein([Note8])
Malaysia ([Note2]) Guatemala Belgium Lithuania
Republic of Korea Honduras Bulgaria Luxembourg
Singapore Mexico([Note8]) Croatia Malta
Thailand ([Note3])(15 days) Surinam Cyprus Monaco
Hong Kong([Note4]) Uruguay Czech Republic Netherlands
Macao([Note5]) Oceania Denmark Norway
Taiwan([Note6]) Australia Estonia Poland
North America New Zealand Finland Portugal
Canada Middle East North Macedonia Romania
United States Israel France San Marino
Latin America and the Caribbean Turkey([Note7]) Germany([Note8]) Serbia([Note3])
Argentina United Arab Emirates([Note3])(30 days) Greece Slovakia
Bahamas Africa Hungary Slovenia
Barbados([Note7]) Lesotho([Note7]) Iceland Spain
Chile Mauritius Ireland([Note8]) Sweden
Costa Rica Tunisia Italy Switzerland([Note8])
      United Kingdom([Note8])

2: Process for issuing the documents for visa application

Please confirm which documents are required to get the visa and contact the CESA 2023 secretariat (

The deadline for visa requests is October 10th 2023.

3: We will return the below documents to the applicant by e-mail.
(If you order “Documents for VISA” through the registration system.)

[ Visa application documents ]
  • letter of Reason for Invitation
  • Itinerary in Japan
  • Letter of Guarantee
  • Other necessary documents

4: The applicant applies to the visa at his/her country’s Japan Embassy /Consulate General with documents both prepared by the applicant and sent by the conference visa staff.

The application must be done after August 24th due to the period of Visa validity (3 months).
You need to apply your visa by yourself at embassy, and if you need Invitation Letter or any other documents for visa, please contact CESA2023 Secretariat (

5: Obtain visa (Enter Japan within 3 months)

Invitation Letter

If a university/institute requires an Invitation letter, we can provide one upon request for presenters. However, please note that this Invitation is not valid for VISA application purposes. Should you need such an Invitation letter, please reach out to the CESA2023 Secretariat at

Temporary care service for infants during CESA

During CESA 2023, infant care service is available nearby the childcare centers on November 24 and 25 (excluding November 26). We encourage all researchers juggling careers and family to consider using this service for your attendance at the CESA.
Please note that (1) infants six months or older are eligible, (2) the price depends on their age, and (3) the staff is only able to communicate in Japanese. And due to limited capacity, this service will be provided on a first-come, first-served basis. Kindly send your inquiries and request by email to