How South African event organisers can apply to file group visa applications

Determine whether the organiser can use the scheme

This guide is for South African organisers who expect overseas delegates at an international event. Home Affairs launched the Meetings, Events, Exhibitions and Tourism Scheme in March 2026 to give accredited organisers a digital channel for group visa submissions. The organiser applies for accreditation before using the channel. The department’s rollout statement identifies conferences, exhibitions, tournaments and major cultural events as the kinds of gathering the scheme is designed to serve.

The published expression of interest is an application by the organiser. Its declaration describes MEETS as a pilot and says Home Affairs can limit the number of accredited companies. It also says existing application processes remain available if the company is unsuccessful. A delegate asked to complete the organiser’s expression of interest should first check who is handling the organisation’s accreditation and who will handle the individual visa file.

Check the mandatory evidence before assembling the application

The February gazette makes regulatory compliance and event capacity mandatory for shortlisting. It requires at least 120 of 140 points for selection. Capacity requires evidence of an event with at least 500 registered delegates in the previous two years. Projected attendance for a first event cannot demonstrate that history.

Use Home Affairs’ application guidelines to prepare the evidence. They ask for a letter of support from an eligible department, business organisation or chamber, records identifying the previous event and evidence of an active website. They also list tax compliance status, company registration and proof of registration with the unemployment and occupational injury funds. The event safety certificate and written undertakings about the submission team and agreement are separately identified. Collect them from the responsible parts of the organisation before assembling the file. The guidelines cap the company background at three pages and ask groups of companies to explain their shareholdings and commercial relationship.

Work back from the event date

The gazette gives no general closing date for expressions of interest. It advises organisers to submit and register their event at least four months beforehand. It separately describes a foreign-delegate register due 60 days before the event and says organisers should receive an accreditation outcome within 60 days of submission. These periods have different starting points. The outcome period describes selection of the organiser rather than a decision on any delegate’s visa.

Download the two-page form from Home Affairs’ MEETS page. The application guidelines require the authorised company representative to complete and sign it and direct submission to meets@dha.gov.za with the supporting PDF documents. They warn that signing by an agent or mobility provider disqualifies the filing. The organiser can separately undertake to appoint a team or representative to handle later digital visa submissions if accepted.

For illustration, an organiser targeting an event on 15 May would work back to 15 January for the four-month recommendation and to 16 March for the 60-day delegate register. Keep the accreditation correspondence and delegate list on separate timelines so a delay in one does not disappear from the event plan.

Confirm how delegates will obtain the right permission

The gazette requires approved companies to pay or prove payment of the prescribed fee per visitor processed. It gives no amount. Check the applicable fee under the agreement before quoting a charge to delegates.

Check the Home Affairs exemption list by passport type and permitted duration. If a delegate needs the ordinary visitor route, use the responsible mission’s instructions. For example, the Ottawa mission asks applicants using its short-stay route for a signed invitation, the planned stay dates and details of any costs the organisation will cover. It lists CAD32 where the fee applies in Canada. That is a mission fee example. A technical worker or performer should describe the actual activity to the responsible mission. The Ottawa Section 11(2) checklist illustrates the separate evidence for short-term work, including letters identifying dates, duties, location and any remuneration.