New Passport & Real ID Rules for 2025

The meetings industry is scrambling to prepare for several significant passport and visa changes taking place in 2025. New international and domestic ID regulations, aimed at enhancing security and streamlining border control processes, will impact planners and attendees alike.

Communication is key: Planners organizing both domestic and international meetings need to be proactive about informing attendees of these changes early on, to avoid last-minute issues.

What’s Changing?

Real ID

As of May 7, 2025, all domestic air travelers in the U.S. will need a Real ID-compliant driver’s license or another acceptable form of identification, like a passport, to board flights.

The Real ID costs $50 and requires a social security number and two forms of proof of address of a primary residence. Each state’s driver’s licensing agency website lists information on the exact documentation required; some states may have additional requirements.

Online Passport Renewal

In September, the Department of State made its new online passport renewal system fully available to the public. Instead of printing a paper application and mailing it with a check, users can now renew their passports through a secure process to save time and effort. 

Applicants must meet certain requirements, listed here.

Digital ID Integration

Major airlines and border agencies are transitioning to digital travel credentials, enabling passengers to use mobile-based IDs for check-ins and security screenings. While promising faster processing, the adoption curve might vary by region, creating a fragmented system for travelers.

Electronic Travel Authorizations for Travel to the U.K.

Non-Europeans can now apply in advance for an ETA, and will need one to travel to the U.K. beginning January 8, 2025. An ETA is not a visa, it is a digital permission to travel.

An ETA costs £10, permits multiple journeys, and lasts for 2 years or until the holder’s passport expires – whichever is sooner. Once granted, ETAs are digitally linked to a traveller’s passport and allow for stays of up to 6 months at a time – including both short trips and more extended stays. 

Visa-Free Zones and Expansions

Initiatives like the Digital Nomad Visa programs in certain regions are expanding. At the same time, new visa-waiver agreements between nations may reduce barriers for business travelers but require meticulous updates to visa policies.

ETIAS

The European Travel Information and Authorisation System (ETIAS) is a planned electronic authorization system of the European Union for visa-exempt visitors from 60 countries (including the U.S.) traveling to the Schengen Area, as well as Cyprus. The ETIAS will require travelers to fill out an online application, share personal details, pay a EUR7 fee and have their application checked against EU security databases.

This change is expected in 2025; as of press time, there was no announced start date.

What Can Planners Do?

The keys to avoiding last-minute crises are early planning and communication.
Planners should make attendees aware of the changes that will impact their travel far in advance, and set early deadlines to confirm attendee documentation. Some organizations are implementing internal travel readiness audits to ensure compliance.

Many of these programs come with additional costs, and fees for passport renewals and visa applications are rising, with some regions reporting 15-20% increases. Planners should communicate these costs to attendees, and for travel where the organization will cover the increase, they need to be included in the budgeting process.

Digital IDs and biometric systems come with cybersecurity risks, so it is important to brief attendees on how their personal data will be handled.