A First-Timer’s Guide to Attending Tech Conferences in the USA: Visa Prep and Beyond.

Reflecting on my participation in conferences within the US so far motivated me to put this out for the world. This guide is designed for first-timers, drawing from my personal experiences and observations.

This writeup is for first-timers as I share my experience in the following areas it covers:

• Introduction
• Researching and Choosing Your Best Conference
• Visa Application Process
  • Regular Appointment
  • Emergency Appointment
• Preparing for the Embassy Interview
• Making the Most of the Conference Sessions
• I draw the curtains here!

Introduction

Contributing to open-source projects such as Python and Django can take various forms, but I leverage my contributions through community work. In October 2023, I attended my first international conference, DjangoCon US, in Durham, North Carolina.

The conference gathers developers around the globe who use Python and the Django framework to shine the corners of their companies, industries, and others. It brings great people together around a table where knowledge transfer and sharing are deeply felt!

It has been almost a year, and I will share my whole experience in the coming days. [Anticipate…]
How did I get there? Yes, this is the focal point for this article.

Researching and Choosing Your Best Conference

So far, the Python and Django communities worldwide have a track record of organizing conferences annually. These are open-source ongoing projects, and there is room for everyone interested in contributing to them. Their social media presence allows one to follow and be updated with conference dates and even for future events.

I have my roots in the Python Ghana Community, and any user of the Python Programming Language can search on Google, X, LinkedIn, and Mastodon, among others, to find and join such communities.

If there are no such communities within your geographical location, contact the PSF to take the initiative to grow one.

After reaching out to a community or conference organizer of your choice and expressing your interest in contributing or attending, you will be welcomed and asked where you can help within the community.

Below is a guide for one to join a preferred community:

• What is your name, and what do you do?
• Include other links to your socials, GitHub, and portfolio.
• Where are you from, and how have you heard about the community?
• How can you contribute to the community?

Shout out! to Abigail Mesrenyame Dogbe and her team for compiling the list of ongoing open-source projects/conferences to which one can attend or contribute. Find them here: Everything-Open-Source

Visa Application Process

The past two years have become hectic for individuals who had opportunities to attend conferences in the USA and secure regular interview dates. Individuals end up having regular dates a year or two ahead of the conference date. Visa refusals also come in various forms, but being genuine and having the required documents increases the chances of issuance. It is best to start this process early to secure a spot for your appointment.

The type of visa for conference attendance falls in the category of B-1/B-2; hence, individuals should apply for that type of visa. Read more about the visa types from the US Embassy’s site. I briefly share the kinds of appointments in the subsequent sections.

Regular Appointment
The visa application starts with completing an online form known as the DS-160 Form. The detailed form requires one to fill all needed sessions with correct and necessary information. Information that ranges from your bio-data to your travel itinerary is required for the form. A payment of $185 is made after submitting the form, giving one room to schedule an interview with the consulate. This provides an individual with the chance to book a regular date for the interview at the embassy.

Some of the conferences sponsor attendees through travel grants to attend the event. If you find yourself in this category, these supporting documents must be submitted (in pdf format as the best choice) along with your application and presented for the interview.

• Conference Invitation Letter
  Invitation letters are made available to attendees upon their request. This is a formal document from the tech conference organizers you plan to attend. It includes details about the conference, such as the dates, venue, and purpose. The letter usually confirms your registration and participation, highlighting the importance of your attendance. It serves as proof of the legitimate reason for your travel and supports the purpose of your visit. Making earlier request for the invitation allows you to save time and prepare the other documents.

• Grant Award Letter
  The letter proves that you have received funding or a scholarship to attend the conference. The letter details the amount awarded, the purpose of the grant, and any conditions attached to it. It shows you have financial support for travel, conference fees, and other related expenses. This can reassure the visa officer of your financial stability and the legitimate nature of your trip.

• Acceptance Reply to the Grant Award
  This is your formal response to the grant award letter, accepting the terms and conditions of the grant. It confirms your intention to use the grant to attend the conference and outlines your commitment to any requirements specified by the grant provider. This document further supports your financial stability and preparedness for the trip.

• Proof of Reservation of Accommodation
  This document shows that you have secured a place to stay during your visit to the USA. It can be a booking confirmation from a hotel, Airbnb, or any other accommodation provider. The reservation details should match the dates and location of the conference. It demonstrates that you have planned your stay and are financially prepared for your trip, reducing the risk of overstaying.

• Employee ID or Admission Letter for Students
  As part of your visa application, include an Employee ID or an Admission Letter for students. The ID, issued by your employer, confirms your current employment status and your association with a company or organization, demonstrating your employment and ties to your home country. On the other hand, an Admission Letter for students from your educational institution confirms your enrollment, including details about your course of study and duration, highlighting your commitment to your education and your ties to your home country. These documents help establish your professional or educational connections back home, supporting your application.

• Bank Statement (Not required from grant awardees but for self-sponsoring attendees)
  A bank statement is an official document detailing your bank’s account activity over a specific period, usually the past three to six months. It shows your financial stability and ability to support yourself during your stay in the USA. The statement includes your income, expenses, and current account balance information. This document supports your visa application by demonstrating that you have sufficient funds to cover travel, accommodation, and other expenses related to your visit.

Note: The documents attached to your application and those presented during the interview are verified by the security unit of the consulate.

Emergency Appointment
The need for an emergency visa application arises when the available regular dates for the interview will hinder you from attending the conference. For the emergency portal to be opened, one must already have chosen any of the closest available regular dates and then proceed to apply for an emergency interview date. Applicants get to explain the reason behind this choice and attach all the supporting documents listed under the regular appointment session above. With the approval of this request from the center, a link will be given for one to book the earliest date for another appointment.

Preparing for the Embassy Interview

Are you ready to reach out? Do you follow someone on any social media platform who has such travel experience? If so, then reach out!

The best decision I made was to reach out to Noah Alorwu. He guided me through my preparations for the interview. We had meetings and mock interviews which helped me have the right answers. This was beneficial and I am grateful for that! I also searched on google and watched other YouTube videos for this visa category. The summary of this boils down to this:

• Be clear about the purpose of your visit.
• Show strong ties to your home country (e.g., family, school, job).
• Have a detailed itinerary and proof of conference registration.

Making the Most of the Conference Sessions

Why are you attending this event? What is making you eager to go there?Tech conferences are packed with activities, and the flexibility in choosing whether to participate or not makes them more open. To make the most of conference sessions:
1. Start by reviewing the schedule in advance.
2. Identify talks and workshops that align with your interests and goals, prioritizing those featuring speakers or topics you are particularly passionate about.
3. To gain a well-rounded experience, try attending a mix of sessions, including keynotes, panel discussions, and hands-on workshops.

During the sessions, don’t be afraid to ask questions to clarify points or gain deeper insights. Engage with speakers and other attendees by sharing your thoughts and experiences related to the topic. Participate actively in discussions and networking opportunities to build connections and exchange ideas.

I draw the curtains here!

I aim to equip you with the knowledge and confidence to embark on this exciting venture. Remember, thorough preparation is vital.
When preparations meet opportunity, success is inevitable!

My experiences and tips will help you successfully attend your first tech conference in the USA and make it a rewarding experience. Best of luck on your journey, and I look forward to hearing your success stories!

Did I miss something? Contribute to this in the comments🫱🏾‍🫲🏾