Schengen Visa Guide for Hosting International Guests

When you want to invite international artists, makers, or other cultural professionals from outside the EU/EEA or Switzerland to your festival, exhibition, residency, or conference in the Netherlands, you must take into account that they may need a Schengen visa to travel.

Although the visa application itself is the responsibility of the invited artist, organisers play a crucial role in ensuring a smooth process. Providing the correct invitation documents, understanding the requirements for proof of financial means, and being aware of common pitfalls can make the difference between a successful application and a last-minute cancellation. A refusal not only limits opportunities for the invited artist, but also leaves you as an organiser with gaps in your programme—and denies Dutch audiences the chance to experience valuable artistic talent.

To help cultural organisations navigate this process, DutchCulture’s Mobility Info Point, in cooperation with the Ministry of Foreign Affairs, has developed this practical Q&A with clear answers to common questions such as: who needs a visa, what documents are required, and what to do if an application is refused.

Whether you are organising a music or theatre festival, an exhibition, or an artist-in-residence programme, these resources are designed to help you welcome international talent without unnecessary hurdles.

What is a Schengen visa?

A Schengen visa is a short-stay visa that allows someone to travel within the Schengen Area (29 European countries, see list below) for a maximum of 90 days within a 180-day period. The procedures and conditions for issuing a Schengen visa are laid down in European legislation, in the so-called Visa Code.

More info: Visa Code

Who exactly needs a Schengen visa?

A visa is required if the person is not a national of an EU/EEA country or Switzerland, and their country is on the list of countries requiring a visa.

Check who needs a visa for the Netherlands.

Full listing of visa-required and visa-exempt countries.

Which non-Schengen nationalities do NOT need a visa?

There are visa-required and visa-exempt countries. Nationals of visa-exempt countries do not need a Schengen visa but must still follow the same rules, such as the 90 days in 180 days maximum stay. Examples of visa-exempt countries include the UK, USA, Canada, Argentina, Brazil, Chile, Mexico, Peru, Japan, Malaysia, New Zealand, and Australia.

Full listing of visa-required and visa-exempt countries.

Which countries can you travel to with a Schengen visa?

You can travel to: Austria, Belgium, Bulgaria, Croatia, Czech Republic, Denmark, Estonia, Finland, France, Germany, Greece, Hungary, Iceland, Italy, Latvia, Liechtenstein, Lithuania, Luxembourg, Malta, Netherlands, Norway, Poland, Portugal, Romania, Slovakia, Slovenia, Spain, Sweden, Switzerland.

Countries in the Schengen Area.

Can you travel to the Caribbean part of the Kingdom with a Schengen visa?

This is only possible if you have a valid multiple-entry Schengen visa. You do not need to travel through Schengen before or afterwards. For example: a Pakistani national living in the US holding a valid ME Schengen visa is exempted from applying for a Caribbean visa and can use his Schengen visa to enter one of the ABCSS islands (Aruba, Bonaire, Curaçao, Saba, Sint Eustatius, Sint Maarten).

If the only destination is ABCSSS, a separate Caribbean short-stay visa is needed. A Caribbean visa is not valid for travel to (European) Netherlands or other Schengen countries.

Short-stay Caribbean visa.

How long can you stay in the Schengen Area with a Schengen visa?

With a Schengen visa (short stay visa), someone can stay up to 90 days within a 180-day period in the Schengen Area. To calculate this, you look at the 180-day period prior to the planned departure date and count how many days the applicant has already stayed in the Schengen Area.

Check the EU's Schengen-calculator.

Where can you apply for a Schengen visa?

At an external service provider (VFS Global or TLS Contact) or at the embassy/consulate of the main destination (where the guest stays the longest). If the stay is equal in multiple countries, the country of first entry is used.

Where to apply.

How far in advance can a Schengen visa be applied for?

A visa application can be submitted from 6 months before the travel date. We would advise you to apply as soon as possible, and not later than 45 days before the planned trip, to allow sufficient time for additional questions or document requests.

What documents are needed for the visa application?

• Completed visa application form
• Valid passport (at least 3 months valid after departure from Schengen Area, not older than 10 years)
• Passport photo (recent and according to specifications)
• Travel insurance (minimum coverage of € 30,000 for medical expenses in all Schengen countries)
• Proof of means of transport: return ticket reservation
• Proof of accommodation:
  • Hotel reservation, or
  • Confirmation of private accommodation, or
  • Confirmation of accommodation by the inviting organisation (e.g., in case of an artist-in-residence)
• Proof of sufficient financial means during stay (€ 55 per day + return ticket):
  • Costs covered by the inviting organisation, or
  • Costs covered by a private individual (with proof of financial means and declaration of guarantee), or
• Proof of financial means of the applicant (e.g., bank statement)
• Proof of the cultural purpose of the trip: invitation letter from the cultural organiser stating:
  • Full name of the applicant (+ artist name)
  • Purpose of the trip
  • Duration of stay
  • Place of accommodation
  • Funding of the stay
  • Information about the organiser
• Proof of return/socio-economic ties to the home country such as:
  • Proof of employment
  • Proof of company ownership
  • Proof of property ownership
  • Proof of family ties
  • Proof of documents showing that the applicant takes care of other persons in the country of origin
  • Etc. (non-exhaustive list, other documents are also allowed, see Annex II Visa Code)
     

Documents needed to apply.

When is a financial sponsorship required?

This depends on how much the applicant/guest has available per day: if they have at least € 55 per day: no guarantee needed. If they have less: a sponsorship is needed.

Sponsoring a visitor from abroad.

Proof of sponsorship and/or private accommodation form. This form must be submitted by the host.

When is proof of private accommodation required?

When the applicant is not staying in a hotel but with a private individual.

Accomodation for a visitor form abroad.

Proof of sponsorship and/or private accommodation form. This form must be submitted by the host.

What should be included in an invitation letter?

• Full name of the applicant + artist name
• Purpose of the trip (concert, festival, conference, etc.)
• Duration of stay
• Place of accommodation
• Funding details about who pays for travel- and accommodation costs
• Information about the cultural organisation, possible funders and sponsors, program details, and links to the website or media coverage

What type of insurance is needed?

A medical travel insurance, arranged by either the applicant or the inviting party. Requirements:

• Insurance is in the name of the applicant
• Valid in all Schengen countries
• Covers the entire stay
• Minimum coverage € 30,000 for hospitalisation, emergency treatment, prescribed medication, repatriation (including in case of death).

Some insurers may reimburse (part of) the premium if the visa is denied.

Insurance needed when applying for a visa.

Is the artist with a Schengen visa allowed to work while visiting?

Generally you are not a allowed to work with a Schengen visa. However there are exemptions for artists. But each EU member state has different rules.

If you are visiting the Netherlands you are allowed to take up short-term work up to 6 consecutive weeks: as an artist or musician, a structural companion of an artist or musician, as a visual artist, curator or restorer for a maximum of 6 consecutive weeks within a period of 13 weeks. You would need a work permit if your project exceeds these 6 weeks.

Working in the Netherlands as a non-EU citizen.

How much does a Schengen visa cost?

Visa fee: € 90. Visa fees are non-refundable in case of refusal.

Service fee (for VFS or TLS): varies per country.

Some cultural applicants are exempt from paying visa fees (but not the service fees):

• Representatives of non-profit organisations under 26 attending a cultural (or sports or educational) event
• Children (0-5 years)
• Students, pupils, and accompanying teachers
• Researchers attending seminars or conferences

How much does a visa cost.

How long does visa processing take?

The processing time starts when the Consular Services Organisation (CSO) receives the application and is usually 15 calendar days. It can take up to 45 days in busier periods or if further documents are needed.

How long does it take to get a visa.

How can you track the visa application?

VFS: use the reference number (starts with city code + NL) on the VFS website.

TLS: log in with the applicant's email and password.

Dutch embassy/consulate: use the tracking number if provided.

If the application was made at an embassy representing the Netherlands, the tracking and assessment go through that country.

How to track the status of the application.

What is the difference between single-entry and multiple-entry Schengen visas?

Single-entry: valid for one entry to the Schengen area, max duration 90 days.

Multiple-entry: allows multiple entries, valid up to 5 years (but still max 90 days in any 180-day period).

The difference between a single-entry and multiple-entry.

How can an artist or cultural professional qualify for a multiple-entry visa?

The duration and type of Schengen visa is based on the Visa Code. The first/second/third time within a period of two years that a traveller is issued a visa it will normally be a visa with a short validity and single-entry. More frequent travellers will be issued visas with a longer validity (from 1 to 5 years or till end of passport) and multiple-entries. If you are a second or third time traveller and can proof the need for a multiple-entries visa (because you have a trip outside the Schengen area during your stay or because you need to travel more frequently to Schengen in the near future), you MAY be issued a multiple-entries visa.

Does the Orange Carpet Visa Programme also apply to the cultural sector?

Yes, each Dutch embassy has the option to implement the Orange Carpet Visa Programme, and most larger missions have such a programme in place. It is up to the individual embassy to decide which organisations are included on the Orange Carpet list — this may also include cultural institutions. Decisions regarding eligibility are made by the respective embassy or consulate.

Please note that many embassies and consulates primarily focus on businesses. However, if a cultural organisation frequently travels to the Netherlands, it may be considered for inclusion.

List of countries offering the Orange Carpet Visa Programme (scroll to the bottom of the page).

What are reasons for a Schengen visa refusal?

Grounds for refusal are listed in Article 32 of the Visa Code:

• No proof of sufficient financial means
• No proof of intent to return
• No justification for purpose and conditions of stay
• No valid travel insurance
• False travel document
• Doubts about authenticity or reliability of documents or statements
• Overstay
• Schengen Information System (SIS) alert
• Threat to public policy or public health

The first three are the most common refusals for visas for cultural purposes.

What can you do if a visa is refused?

The applicant receives a written explanation with marked reasons. The applicant can:

• Reapply with additional documents, or
• Appeal within 4 weeks (to the IND), and possibly file a court case after

Usually, it's faster to reapply than to go through the appeal process. When reapplying, be sure to address the reason for the previous refusal (e.g., add proof of income or a new support letter).

It is also possible to reapply for a visa while you have an appeal pending. However, if either the appeal is finalized or the visa application is granted, the other will be cancelled.

What to do when a visa is refused.

How is my objection against the denial of my visa application dealt with.

What information is shown on a visa for the Netherlands?

• ‘Valid for’ tells you for which countries your visa is valid
• From' and 'Until' tells you how long your visa is valid for.    
  ‘From’: the first day that you can enter the Schengen Area
  ‘Until’: the last day by which you must leave the Schengen Area
• ‘Duration of stay’ tells you how many days you may stay in the Netherlands and other Schengen countries, within the period of validity mentioned at 'From' and ‘Until’. This is a maximum of 90 days within any 180-day period
• At ‘Type’ you can see what type of visa you have. It can be:
  A: airport transit visa
  C: short-stay Schengen visa
  D: authorisation for temporary stay (MVV)
• ‘Number of entries’ tells you how often you can use the visa to enter the Netherlands or other Schengen countries:
  ‘1’: A single-entry visa gives you permission to enter the Netherlands or other Schengen countries from a country outside the Schengen area 1 time.
  'MULT’: A multiple-entry visa gives you permission to enter the Netherlands or other Schengen countries from a country outside the Schengen area more than 2 times

Information shown on a visa.

Can a Schengen visa be extended?

Only in emergencies (force majeure or humanitarian reasons such as illness or death of a family member). Not in the case of rebooking or extended performances.

When and how to extend a Schengen visa.

What happens if your guest stays too long?

If your guest stays longer than allowed, this can have unpleasant consequences. He/she/they may be faced with a fine, an entry ban or problems with future visa applications.

Who can you contact if something goes wrong or you don’t understand the process?

Start by visiting www.nederlandwereldwijd.nl for general information and guidance, or visit the contact page. You can also contact them by phone at +31 247 247 247.

If you still need support, feel free to contact our Mobility Info Point. We offer tailored advice and information on the visa process and related matters, specifically for artists and cultural professionals. The Mobility Info Point works closely with the International Cultural Policy Unit (ICE) of the Ministry of Foreign Affairs and their colleagues at the Consular Service Organisation (CSO).

What to do if you have a complaint?

If you (or your guest) were not properly helped or suspect misconduct, you can file a complaint with VFS Global or TLS Contact.

For serious concerns or complaints against the Ministry: Submit a complaint.

Please don't hesitate to contact DutchCulture's Mobility Info Point if you have any questions about travelling and working in the Netherlands as a foreign artist, performer or specialist in the cultural sector after reading this text.

Although we aim to keep the information on this page as up-to-date as possible, no rights can be derived from it. We always advise you to double-check with the appropriate government authorities and institutions, many of which are linked from this page.