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Business / Conference / Fair

Overview

A short-stay Schengen visa with ‘Business’ as the purpose of travel is for visiting the Netherlands to take part in commercial activities. This includes attending meetings, conferences or training courses.

Such visas can only be issued to applicants not being paid for work by an entity within the Netherlands. If you intend to undertake paid work in the Netherlands, you will need to obtain a work permit.

A short-stay Schengen visa lets you visit the Netherlands for a maximum of 90 days within a 180-day period. It is also valid in the other Schengen countries.

Note for airplane crew members:

If you are an airplane pilot or cabin crew member  your passport will not have to remain with VFS anymore during the processing of your visa application.

Travelling on a visa

Even if you have a visa you may still be subject to checks during your trip. You must at all times meet the requirements for travelling without a visa. If you do not meet these requirements you may be refused entry to a Schengen country or the Schengen area.

Visa Fees

Please note that VFS Global offers an additional optional service for visa applicants in Russia. VFS Charges an extra service fee for this service, to be paid by the applicant.

  • For the official visa fees charged by the Dutch government, click here.
  • VFS service charge:

Apart from the visa fee, VFS service charge in RUB 1580 and Logistic Fee 450 RUB (for submission with biometrics) inclusive of VAT per application will be levied for applicants applying at the visa application centre.

  • Visa and Service Fees are paid at the Visa Application Center in Russian Rubles.
  • All fees are non-refundable.

Documents Required

This list is intended to help you compile the documents for your visa application. Please note that the Embassy may ask for additional documents or further information if this is needed to assess the application.

Travel insurance is mandatory for all Schengen countries. If you have not purchased, please click here

General documents:

  • Valid travel document (international passport) valid for a minimum of 3 months after scheduled return to the Russian Federation, containing at least two blank pages (without machine readable visas on the reverse side) and issued within the previous ten years.
  • You can use photocopying or printing service in our visa application center.

  • Additionally:

  • If available other valid or/and expired foreign passports. Photocopies of the marked pages from expired passports and other valid travel documents are required only in case when it is impossible to provide these documents in original.

  • Russian internal passport:

    Photocopy of holder page and registration page.

  • Visa application form correctly completed and signed by the applicant. For minors: application form must be signed by both of their parents or a legal guardian.

    If you can’t prepare the Visa Application form by yourself, our officers can fill the Visa application form for you.

  • Photographs: two recent colour photographs, not older than 6 months, bearing a true likeness to the applicant (3,5 by 4,5 cm.). Photographs have to conform to the requirements of International Civil Aviation Organization (ICAO) .

    Due to the stringent requirements around the Photo required for your application, we recommend you utilize the photo services available inside the Visa Application Center. This will provide you assurance that your application is submitted with the photograph that meets the specifications and will be acceptable to the Embassy. You will have ready photographs in 45 seconds.
    Fees:
    The cost of the service is 360 RUB for 6 photographs.
    How to book:
    This service can be booked at the visa application centre upon your arrival.

  • Travel medical insurance covering the entire period of intended stay, valid for all Schengen States and covering any expenses which might arise in connection with repatriation for medical reasons, urgency medical attention, emergency hospital treatment or death during the stay. The minimum coverage must be €30.000.

  • Non-Russian citizens have to present: Russian visa + registration valid 3 months after scheduled return to the Russian Federation; or residence permit; or work permit + registration valid 3 months after scheduled return to the Russian Federation.

For this purpose:

  • Original letter of invitation by a Dutch company indicating the purpose, duration of stay, mentioning which party is bearing the expenses of the trip.

  • Covering letter from the Russian company confirming the applicant’s position, notification of salary and bearing of the expenses of the trip if the Netherlands host does not cover the costs (original employment statement).

  • *If none of the above mentioned parties is covering expenses of the applicant, it is highly recommended to provide applicant’s own proof of financial means. The following documents are considered for this category: statements of bank account (it is highly recommended by the Embassy to provide bank statement in Euros), bank confirmation of currency exchange (34 euro per day for a person plus costs for accommodation) not older than 3 months.

Minors:

  • Invitation: Minors need to be mentioned on the business invitation to be able to apply for a visa. Validity visa not longer than parent(s).

  • Application form: minors without their own passport: per minor a visa application form and 2 colour photographs need to be submitted. Application form must be signed by both of their parents or a legal guardian.

  • Copy of birth certificate.

  • Photocopies of data pages of both parents’ internal passports.

Parental consent:

  • Minors that are accompanied by one of the two parents need to provide the notarized parental consent (original and copy).

  • Minors that are not accompanied by any parent need to show the notarized parental consent of both parents (original and copy).

  • In case if the single parent with whom the minor is to travel holds the parental authority alone: death certificate of the other parent or a court degree vesting custody exclusively in the parent who is signing the application.

  • Copy of the valid Schengen visa of the parent(s) travelling with the minor for whom a visa is not applied at the same time with the parent(s).

  • The applicant has to use his own facilities in providing documents, the Embassy is not responsible for the invitations and faxes sent to it.

Photo Specifications

As a part of biometric data collection, your digital photograph will be taken with full face visible and without sunglasses or tinted spectacles or head covering, unless worn for religious or medical reasons. Your face should be clearly visible with no hair across the eyes.

Your photograph must be taken according to the ICCAO standard. See the Photomatrix Guidelines 2020 (originally meant for the photograph you had to bring) for examples of what is accepted and what is not -click here

Processing Time

Dear clients, please kindly note that in most cases, you will be informed within 10 calendar days whether your application has been successful (for foreign nationals officially residing in the Russian Federation case processing can take up to 15 days). Sometimes it can take around 30 days if more time is needed, and up to 60 days in exceptional cases, for example if extra documents are required.

Therefore it is important that you apply for your visa three weeks in advance.

If you want to follow your visa application please click here.

Processing time for applications accepted at regional visa centres increases for the time required for delivery of passports to Moscow and back from Moscow to the regional visa centre.

Download Forms

  1. If you wish to apply for a Short Stay visa up to 90 days, you can fill in the Visa Application Form here.
  2. Complete the online Schengen visa application form, print it out and take it to your appointment. It is strongly recommended to complete the form using the online portal instead of the paper format. The portal will guide you through the application questions and will make sure you do not forget to enter any necessary values.

Zip-code of the address in The Netherlands must be mentioned in the application form.

The application form must be signed by the applicant himself/herself.

In case of minors: the application form must be signed by both of their parents or a legal guardian.

Attention! For a child inserted into a parent’s passport a separate Visa Application Form is filled.

Orange Carpet

The Orange Carpet program will make visa issuance for Dutch and foreign business travelers much easier. To learn more about it please click here.