The annual LibreOffice conference 2025 was held in Budapest, Hungary, from the 3rd to the 6th of September 2025. The TDF (The Document Foundation) invited me and sponsored the trip.

As Hungary is a part of the Schengen area, I need to get a Schengen visa to travel to Hungary. In order to apply for a Schengen visa, one needs to get an appointment at VFS Global and submit all the required documents there, which are then forwarded to the embassy.

I got an appointment for a Hungary visa at VFS Global in New Delhi for the 24th of July. There were many appointment slots available for the Hungary visa. One could easily get an appointment for the next day at the Delhi center. There were some technical problems on the VFS website, though, as I was unable to upload a scanned copy of my passport while booking the appointment. I got an error saying, “Unfortunately, you have exceeded the maximum upload limit.”

The problem didn’t get fixed even after contacting the VFS helpline. They asked me to try in the Firefox browser and deleting all the cache, which I already did.

So I created another account with a different email address and phone number. Other conference attendees from India also reported facing some technical issues on the VFS Hungary website.

Anyway, I went to the VFS Hungary application center as per my appointment on the 24th of July. Going inside, I located the Hungary visa application counter. There were two applicants ahead of me.

When it was my turn, the VFS staff warned me that my passport was damaged. The “damage” was on the bio-data page. All the details could be seen, but the lamination of the details page wore off a bit. They asked me to write an application to the Embassy of Hungary in New Delhi stating that I insist VFS to submit my application along with describing the “damage” on my passport.

I got a bit worried about my application getting rejected due to the “damage.” But I decided to gamble my money on this one, as I didn’t have time (and energy) to apply for a new passport before this trip.

Moreover, I had struck down a couple of fields in my visa application form which were not applicable to me, due to which the VFS staff asked me to fill out another visa application.

After this, the application got submitted, and it was 11,000 INR (including the fee to book the appointment at VFS). Here is the list of documents I submitted:

  • My passport

  • Photocopy of my passport

  • Two photographs of myself

  • Duly filled visa application form

  • Return flight ticket reservations

  • Payslips for the last three months

  • Invitation letter from the conference organizer (in Hungarian)

  • Proof of hotel bookings during my stay in Hungary

  • Cover letter stating my itinerary

  • Income tax returns filed by me

  • Bank account statement, signed and sealed by the bank

  • Travel insurance valid for the period of the entire trip

It took 2 hours for me to submit my visa application, even though there were only two applicants before me. This was by far the longest time to submit a Schengen visa application for me.

Fast-forward to the 30th of July, and I received an email from the Embassy of Hungary asking me to submit an additional document - paid air ticket - for my application. I had only submitted dummy flight tickets, and they were enough for the Schengen visas I applied for until now. This was the first time a country was asking me to submit a confirmed flight ticket during the visa process.

I consulted my travel agent on this, and they were fairly confident that I will get the visa if the embassy is asking me to submit confirmed flight tickets. So I asked the travel agent to book the flight tickets. These tickets were ₹78,000, and the airline was Emirates. Then, I sent the flight tickets to the embassy by email.

The embassy sent the visa results on the 6th of August, which I received the next day.

My visa had been approved! It took 14 days for me to get the Hungary visa after submitting the application.

See you in the next one!

Thanks to Badri for proofreading.