Explore features
Online requests
Attendees request their letter from their account on the event website. They fill in the details the letter needs, such as their name as it appears in the passport, nationality, passport number, travel dates and the city of the embassy they will apply to.
No more emails back and forth, and no passport copies to collect.
Approval or instant issuing
Choose how letters are issued:
- Organizer approval. You review each request, then approve and issue the letter or decline it with a reason.
- Instant. Eligible attendees generate their letter immediately.
Attendees are notified by email as soon as their letter is issued and download it as a PDF from their account.
You decide who is eligible
Offer the letter to attendees with a paid registration, to everyone who has registered, or to any user with an account for your event.
For academic conferences, presenters and authors of accepted papers can also request a letter, and the letter can mention the title and the status of their paper.
Your letter, your letterhead
- Edit the text of the letter, with placeholders for the attendee, event, travel and paper details
- Show or hide paragraphs depending on the case, for example for presenters or for paid registrations
- Add your organization's letterhead and logo
- Set the name, title and signature image of the person who signs
- Preview the letter with sample data before you go live
Need something special for one attendee? Download the letter in Word format, or upload your own PDF to replace the generated one.
Numbered and verifiable
Every letter gets a unique number and a verification link printed on it. Embassies and consulates can open the link to confirm that the letter was issued by your event, for that person, on that date.
Privacy by design
Passport details are sensitive, and EventsAdmin treats them that way:
- Passport number, passport expiry date and date of birth are stored encrypted
- Every time an administrator views the details, it is logged
- The passport details are deleted automatically a number of days after the event, which you define
- Attendees can withdraw a pending request, and delete their passport details at any time
