Visa Application Centers in 2025: What Travelers Need to Know

Many travelers need visas to make their travel plans a reality – and whether or not you need one depends on your nationality and your destination. 

In order to obtain a visa, you need to apply for one. For many visas, such as Schengen visas, you need to attend an in-person appointment to apply. These appointments typically happen at visa application centers.

In this guide, we’ll talk about visa application centers – what they are, what they do, where to find them, and whether or not you need to book your visa appointment at one of them.

What is a visa application center?

A visa application center (sometimes abbreviated to VAC) is a center that helps travelers apply for visas by facilitating the application process. These centers are operated by trusted, authorized partners of embassies. 

VACs handle the initial steps of processing visa applications, helping travelers understand which documents are required and ensuring that all of them are in order. Additionally, visa centers are responsible for capturing biometric data (fingerprints) when needed.

Some common visa application centers for the Schengen area are operated by VFS Global, TLScontact, BLS International, Visametric, Capago, iDATA International, Almaviva, GVCW, and IVS Global.

Embassies vs. visa application centers: are they the same?

While embassies and visa centers share a common goal (visa processing), they serve different roles in the process.

Embassies are diplomatic missions staffed by government officials. These officials handle several different tasks like visa application decisions, international relations, services for citizens abroad, and more. Visa processors, on the other hand, are service providers that streamline the application process on behalf of embassies, acting as liaisons without decision-making power over visa approvals.

For your visa application, it’s important to understand that visa processors assist you with submitting your visa application. Embassies/consulates decide whether or not your visa is approved. 

With that being said, some Schengen consulates and embassies do oversee the entire process (from application to decision), but typically, a visa application center is involved. 

Who decides whether your visa is denied or approved?

Embassies and consulates. While visa processors do handle the collection and submission of your application and biometrics, they have no control over whether or not your visa is approved or denied. This decision lies entirely with the embassy.

How does a visa application center operate?

VACs work in close partnership with embassies to gather applicants' information and ensure that submitted documents meet country-specific requirements. Here’s a breakdown of how they work:

• They provide application assistance: Visa center staff members let applicants know which documentation needs to be submitted, as well as provide information about the application process. Typically, they also offer a form of application tracking, but this may be specific to your location. 
• They collect biometric information: Most visa applications require biometric data, including fingerprints, and this is collected in person at a visa application center. In some cities, biometric collection can be done at your doorstep, but it isn’t always available and is an additional charge.
• They forward your application: The VAC securely forwards completed applications to the embassy or consulate for final processing and decision-making.

Depending on your country of residency, submitting your visa application through an authorized visa center is often mandatory. 

Are visa application centers free?

No, VACs usually charge a service fee in addition to the visa application fee. These fees cover application support, biometric services, and secure handling of documents. In addition to any service fee(s), specific visa application centers may also offer supplementary add-on services, such as visa photography. 

When a trusted partner is appointed by a government to process visas for them, all visa applicants are required to apply through the designated visa center, regardless of the fees.

Can you choose which visa application center to use?

Generally, no. You will be required to go to the visa center that provides service for your specific destination. 

Some nations may allow you to apply at any VAC (for a specific processor) within your country of residence (provided they offer visa services for your destination). For example, if you’re using VFS Global and there are multiple locations in your country of residency, you might be able to book an appointment at any of them. However, not always.

Always check with the VAC website to understand if any location requirements apply to your situation. You may need to apply for your visa at the visa application center that caters to your specific region.

Do visa application centers accept walk-ins?

Most VACs operate by appointment only to ensure smooth operations and avoid long wait times. Some centers may accommodate walk-ins, depending on current demand and location-specific policies, but it isn't a given. Always check with the nearest VAC for their policies on walk-ins. 

How to book an appointment at a visa application center

You can book an appointment online through your visa processor’s official website. 

When scheduling your appointment, you’ll see available dates and time slots and will be able to select the one that works best for you. Keep in mind that appointments can be difficult to get as they book out quickly – especially during peak season.

Some visa centers in specific locations may offer in-home appointments for an additional fee, where they come to you. You can find out whether this add-on is available in your location on your local VAC’s official website.

What is the visa application center nearest to me?

This depends entirely on your country of residence and the destination you’re applying for. There are many visa processing centers around the globe, particularly in major cities. 

Many visa applicants need to travel to a major city center in order to attend their visa application appointment at a VAC. 

FAQs: Visa application centers