Group Business Visas for Europe | Company Delegation Visa Support 2025

 As Europe gears up for major expos, summits, and trade events in 2025, there’s a sharp rise in group visa applications by Indian businesses. Companies planning to send delegations often consisting of top executives, sales teams, or technical experts need to ensure that group business visa applications are smooth, accurate, and timely.

This guide explains how Indian businesses can apply for Group Business Visas for Europe, especially within the Schengen Area, and what to expect from the process.

What is a Group Business Visa?

A Group Business Visa refers to coordinated visa applications submitted for multiple employees or team members traveling together for a business purpose. Though each traveler receives an individual visa, group processing helps ensure:

• Consistent documentation
  
  
• Coordinated appointments
  
  
• Synchronized travel plans
  
  
• Reduced chances of rejection due to inconsistencies
  
  

This is ideal for delegations attending international exhibitions, industry fairs, investor summits, or multi-country business tours.

Key Benefits for Company Delegations

• Simplified Travel Coordination: Ensures that the team can travel together on the same dates.
  
  
• Uniform Documentation: Invitation letters and company profiles remain consistent.
  
  
• Faster Processing: Group slots and batch submissions save time.
  
  
• Better Approval Rates: Well-managed group applications are less likely to face rejections due to discrepancies.
  
  

Popular Destinations for Business Delegations in Europe

In 2025, Indian companies are most frequently sending delegations to:

• Germany (Hannover Messe, Automechanika, Berlin Tech Week)
  
  
• France (VivaTech, SIAL Paris)
  
  
• Italy (Cosmoprof, EIMA International)
  
  
• Spain & Netherlands (Smart City Expo, Interclean)
  
  

All these countries fall under the Schengen Zone, allowing multi-country access on a single visa.

Documents Required for Group Business Visas

While individual documents are still required, coordinated preparation ensures consistency:

For Each Applicant:

• Passport (valid for at least 6 months, with 2 blank pages)
  
  
• Completed Schengen visa form
  
  
• Passport-size photographs
  
  
• Travel insurance (with €30,000 minimum coverage)
  
  
• Proof of accommodation and travel bookings
  
  
• Salary slips or employment proof
  
  
• Company-issued covering letter with delegation details
  
  

From the Company:

• Master invitation letter from event organizers or foreign business partners
  
  
• Company registration documents
  
  
• Financial statements or tax returns
  
  
• A common itinerary or travel plan
  
  

Group Visa Application Process

Step 1: Shortlist Delegates

Choose team members based on the event's nature — sales, technical, or leadership profiles.

Step 2: Schedule Appointments in Batches

Embassies often offer group appointment slots. Applying together helps maintain consistency.

Step 3: Submit Documentation

Submit coordinated files either physically at the embassy/VFS or via verified visa consultants.

Step 4: Track & Collect

After submission, keep track of processing status. Once approved, collect all passports as a group or via courier (if available).

Best Practices for Approval

• Start at least 6–8 weeks in advance, especially for peak travel periods.
  
  
• Ensure all documents are accurate and consistent across all delegates.
  
  
• Attach a master business profile explaining the purpose of travel.
  
  
• Use professional visa consultants for large groups to avoid errors.
  
  

Conclusion

Group business visas are essential for Indian companies planning to attend international events or schedule business tours across Europe. With proper coordination, documentation, and timely planning, your delegation can travel smoothly and represent your company at the global level.

Avoid the hassle of multiple solo applications—centralised group processing saves time, reduces risk, and ensures your team travels with confidence.

Frequently Asked Questions (FAQs)

Q1: Can a group of employees apply together for a Schengen business visa?

Yes, a company can submit multiple business visa applications together for its employees, provided all applicants meet the eligibility and documentation requirements.

Q2: Is there a single group visa issued for all?

No. Each applicant receives an individual visa sticker, but the processing is done collectively for ease and consistency.

Q3: How early should we start applying for a group business visa?

It is recommended to start at least 6–8 weeks in advance, especially when applying for 5 or more delegates.

Q4: Are group appointments available for visa interviews?

Some consulates allow batch bookings for groups. Alternatively, VFS centers help coordinate group slots if requested in advance.

Q5: Can we use the same covering letter for all employees?

Yes. You can use a master covering letter from the company, but each applicant should also carry a personalized employment letter or designation-specific document.