Group Appointments

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Overview

Group appointments are available for applicants traveling together for the purpose of participating in a particular event, function, or training such as but not limited to: Sporting events, parades, trade shows, cultural events, religious events, workshops, conferences, temporary work, etc. Applicants that schedule appointments as individuals are not guaranteed an interview on the same day or time as other members in their group. If you have doubts as to whether you qualify as a group, please request a group appointment and our staff will either confirm the group appointment or instruct you to schedule as individuals. Applicants will need to designate an individual as a group representative to request the group’s appointments on their behalf. Group scheduling does not apply to applicants living in the same household or families seeking to travel together unless they form part of a group and are traveling for the purpose of participating in a particular event, function or training. Each group member will need to demonstrate to a consular officer that they qualify for a U.S. visa in accordance with the U.S. Immigration and Nationality Act (INA).

*H-2 VISA APPLICANTS ONLY: Please review updated guidance for instructions specific to H-2A and H-2B applicants in light of reduced consular operations during the COVID-19 pandemic.

How to Apply

Please thoroughly follow instructions to avoid delays or complications.  Do not begin adding applicants to the group coordinator profile until after you have sent the group request and received an approval email from the Embassy.  It is not possible to request a group appointment through the call center.

 

Step 1
After designating a group representative, the representative can request a group appointment by using our online appointment system and clicking on the “Group Scheduling Request” button (see image below): 

 

Group Scheduling Request English

 

If you already have a username, enter the name and password by clicking here to proceed. If you do not already have one, you must create a new one using the group representative’s information.  Click here to create a new user name. If you are applying for an H2 visa, this representative must be registered with the consular section of the United States Embassy.  The representative may register by sending an email to: GuatemalaH2@state.gov.  If you do not have a registered representative, the Guatemalan Ministry of Labor can offer you its own recruiting services at no cost.  For more information, visit their website or contact movilidadlaboral@mintrabajo.gob.gt.  Once the request is submitted, wait for a response from the Embassy which will come via email.  It is not possible to request a group appointment through the call center.

The group representative will also need to attach the following supporting documents corresponding to their visa category and purpose of travel.  Documents can be attached by using the “Upload Attachment(s)” button (see image below):

                          

Documents Required for Group Appointments

For petition based visas (H,L,O,P,Q & R):

  1. A list of all the applicants with their full name, date of birth and passport number.
  2. A copy of the I-797 Approval Notice and if possible a copy of the I-129.  Please make sure the petition is still valid.

For all other visa types:

  1. A list of group members which includes each member's full name (both first names and both last names), as it appears on the passport. The list should also show each member’s relationship to or function within the group. For example, a list of members of a musical group should show the instrument played or job performed by each individual on the tour.
  2. Invitation letter from the organization sponsoring the event.  Groups applying for competitive or performance events should provide an itinerary with event dates and venue locations. For example, sports teams would submit an itinerary showing when and where they will be competing.

 

Step 2

If the Embassy approves the request, the group representative will receive an email from no-reply@ustraveldocs.com with an invitation to return to their profile to schedule appointments for each member of the group.  Should the Embassy deny the request for a group appointment, a notification will also be sent by email.  Some email applications have rules which filter unknown senders into a spam or junk mail folder.  If you have not received your email notification, please look for the message in your junk and spam email folders.  Once the group request has been approved, the group has a limited time to complete Steps 1 through 6. Typically, it is a timeframe of seven days, but the group representative should refer to the confirmation received by email. In case the request expires, the group representative must start over and submit a new request.

Note: The email confirming or denying your request comes from no-reply@ustraveldocs.com. Some email applications have rules which filter unknown senders into a spam or junk mail folder. If you have not received your email notification, please look for the message in your junk and spam email folders.

 

Step 3

Pay the visa application fee.  A fee must be paid for each group member.

 

Step 4

Each group member must complete the Nonimmigrant Visa Electronic Application (DS-160) form, upload their photo into the system and print the confirmation page.

 

Step 5

The group representative then returns to their profile via the online appointment system and clicks the “Schedule Group Appointment” button (see image below)  to begin scheduling the group's appointments.

 

Schedule Group Appointment English

 

In this step, the group representative will need to enter the subsequent information when prompted:

  1. The group member's passport with the applicants full name, passport number, date of birth, passport expiration date and other important data located on the passport's biographical page;
  2. The group member's visa application fee receipt number. Click here for help locating this number; and
  3. The 10-digit barcode number from the group member's DS-160 confirmation page.

 

Step 6

The group coordinator then selects the approved group appointment request corresponding to the correct group (see image below). If the group coordinator frequently schedules group appointments, it is important to select the correct group request. 

 

Select Appointment Request English

 

If the group coordinator frequently schedules group appointments, it is important to select the correct group request.

 

Step 7

Each group member should be added as a "Dependent" to the group coordinator's profile. The group coordinator can choose to be a member of the group or not.


*H2-A VISA APPLICANTS ONLY: DO NOT CONTINUE TO STEP 8!  At this time consular services are limited and interviews for H2 applicants are currently waived.  Once an appointment has been scheduled, only the group representative should submit the paperwork via any Cargo Expreso branch and exclusively on the date assigned by the Embassy.  If you attempt to submit documents prior or after to this date, your documents will not be processed.


 

Step 8

The last step is for the applicants to attend their interview in the U.S. Embassy on the date and time of their visa interviews. Each member must have a printed copy of the appointment letter, DS-160 confirmation page, one photograph taken within the last six months, a current passport, and the original visa fee payment receipt. Applications without all of these items will not be accepted.

 

Important Points to Remember

  • Once the group request has been approved, the group has a limited time to complete Steps 3 through 6.  Typically, it is a timeframe of seven days, but the group representative should refer to the confirmation received by email.  In case the request expires, the group representative must start over and submit a new request.
  • The group representative should perform Steps 1, 2, 3 and 5 for each group member.  Each group member must complete Form DS-160.
  • If a group member has already scheduled an appointment, they are no longer eligible to be a group member and  must attend the visa interview independently.  
  • If the group members are applying under an approved I-797 petition, the group  representative must upload a legible copy of the approved I-797 as part of the request.

Should you have further questions, please contact us.