Bringing groups of people to New Zealand for an event
If you are organising an event with 30 or more international visitors, let Immigration New Zealand know. You may consider a group application for faster processing.
Organised events
This guidance is for people hosting an organised event in New Zealand and intend to invite 30 or more international visitors to take part.
'Organised events' can include events such as corporate, formal, and official events and visits.
Examples of organised events include:
- corporate events and meetings
- business incentives
- conferences
- exhibitions
- sporting events.
Note
This guidance is not for people organising personal celebrations, ceremonies and commemorative events.
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- You do not need to notify us about personal events.
- People attending personal events can explore their visa options.
New Zealand visas
What you need to do
We can help you to prepare attendees to apply for the right visa and travel to New Zealand.
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Step 1: Notify us about your event
Email us as early as possible, preferably 3 months before the event start date.
We can help you plan:
- the best visas for your attendees, and
- the information they will need before they submit their visa applications.
Send your notification with supporting documents to:
INZ.EventNotifications@mbie.govt.nz
Include the following information about the event and international attendees.
Event details
Provide the following event details and documents.
1. An event confirmation letter. The letter must be on your organisation letterhead and confirm the:
- event description
- event start and end dates
- location of the event
- number of international attendees
- countries attendees will come from
- different roles this event will likely include, for example, general participants or attendees, tour escorts or media personnel — we will require a name list of all the international travellers once confirmed
- name of New Zealand sponsor or organiser
- main contact details for the event including email address and phone number — if the supporting company or travel agent organising travel is different, also provide their contact details.
2. The proposed event itinerary.
3. A copy of the proposed invitation letter for attendees.
Note
Attendees will need a copy of their invitation letter when they apply for a visa. Make sure their invitation letter shows:
- their legal name as shown in their passport
- their role in the event
- intended arrival and departure dates, with flight details if available
- who will cover their costs while in New Zealand, and
- what those costs will include, for example, accommodation and maintenance.
Details of all international attendees
Provide details of all the international attendees, including:
- full names and date of birth as shown on passport
- passport number, expiry date and issuing country
- role or position in the event — for example general attendee, guest speaker or media personnel
- intended arrival and departure dates.
Note
Provide the details in a spreadsheet so it is easier to manage.
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Step 2: Check what visa your attendees may need
Visiting only
If an attendee is travelling to attend the event as a participant, they may need either:
- an NZeTA (New Zealand Electronic Travel Authority) if they are eligible, or
- a visitor visa.
New Zealand Electronic Travel Authority (NZeTA)
Note
Attendees should not apply for a Business Visitor Visa unless they are coming for a relevant
Groups visiting New Zealand together
If attendees are arriving in and visiting New Zealand for the same purpose, they can apply for the Group Visitor Visa.
This will help make sure their applications are processed together.
For information about how to submit a group application.
Submitting a group application for a Visitor Visa
Sports event member or staff
If the attendee is travelling to New Zealand for a sports event or tour, they will need a Sports Events Visitor Visa if they are a:
- sports person
- support staff member
- match or tournament official, or
- media or broadcasting worker.
Acting as a tour escort
If an attendee is travelling as a
to support a tour group, they may need a Tour Escort Visitor Visa. Note
A tour escort is different to a tour guide who is employed by a New Zealand employer. Tour guides need a Specific Purpose Work Visa.
Working in New Zealand
If an attendee is travelling to undertake work in New Zealand as part of the event, they may need a Specific Work Visa. This includes people such as event staff, media personnel and caterers.
Work means any activity done for gain or reward. This includes any payment or benefit that can be valued in terms of money. For example, accommodation or food costs.
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Step 3: Check attendees are prepared when applying for their visas
Submit their application early
Attendees must submit their application at least:
- 4 weeks before the intended travel dates for visa applications, or
- 3 days before travel for an NZeTA.
How long it takes to process an application
Checking your visa application status
Provide all required documents
Attendees must provide all the required documents in their visa application, including:
- a copy of their invitation letter to the event
- a personal cover letter outlining intended travel dates and plans in New Zealand (if it is not included in the invitation letter)
- evidence of their funds and travel out of New Zealand, if the organiser is not covering their costs.
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Step 4: Prepare your attendees for arriving in New Zealand
Before your attendees travel to New Zealand, let them know they:
- must have an approved visa or NZeTA before they travel, or they may be refused entry into New Zealand
- need a copy of their invitation letter and their eVisa approval in case they need to show these at check-in or the border.