Application for International Conference License in Vietnam

Over the years, Vietnam has hosted many large international conferences and seminars. Vietnam has accumulated valuable experience in hosting major events. That success is demonstrated through the results achieved and the recognition and appreciation from international friends. So when organizing an international conference, is it necessary to apply for a license? Below, Viet An Law will guide clients application for international conference license in Vietnam.

What is the form of an international conference organized?

An international conference in Vietnam is a conference or seminar involving foreign elements. This is organized in the form of a face-to-face meeting on the Vietnamese territory or an online meeting with at least one of the parties located in Vietnam.

International conferences and seminars in Vietnam are currently regulated by Decision 06/2020/QD-TTg.

Based on the organizing entity, international conferences are divided into 2 types including:

In which:

• Vietnamese agencies and organizations include agencies and organizations established under Vietnamese law under the management authority of the Government, central state administrative agencies, and local authorities.
• Foreign organizations include foreign agencies and organizations that have been permitted by competent authorities to operate in Vietnam.

Authority to grant licenses to organize international conferences

When organizing an international conference, the organizing unit needs to apply for a license to organize an international conference at a competent state agency.

According to Clause 1, Article 3 of Decision 06/2020/QD-TTg, the authority to permit the organization of international conferences includes:

Prime Minister

The Prime Minister permits the organization of the following international conferences:

• International conferences and seminars to be attended by heads or ministerial officials or the equivalent or higher of other countries, territories, or international organizations;
• International conferences and seminars whose topics and contents are related to national sovereignty, security, national defense, ethnic groups, religion, human rights, or classified as state secrets by the law on protection of state secrets.

Other agencies, units, and organizations

Persons that have the power to decide the organization of international conferences and seminars by their agencies or local authorities and permit the following organizers to organize international conferences and seminars in the case, not under the authority of the Government, including:

• Agencies and units affiliated with agencies of competent persons;
• Vietnamese and foreign organizations that are permitted by agencies of the competent persons to operate;
• For associations, social funds, and charity funds established under Vietnamese law, competent persons are heads of agencies responsible for state management of sectors and fields covered by such associations, social funds, and charity funds according to the list promulgated by the Ministry of Home Affairs.

Note, the competent authority to grant permission to organize the above international conference includes:

• Minister, Head of ministerial-level agency, Head of Government agency;
• Chairman of People’s Committee of provinces.

Time to application for international conference license in Vietnam

The organizing unit shall submit a complete application for permission to organize an international conference to the competent authority before organizing the international conference, specifically at the following time:

Note: For approved programs, projects, and non-projects with components of organizing international conferences and seminars but without an organization plan or the agency approving the program, project, or non-project is not the agency of the competent person, the organizing unit must also apply for a license to organize an international conference before organizing the international conference.

Application for international conference license in Vietnam

Documents required by clients

• Expected list of participants and number of participants: number and composition of delegates, including Vietnamese delegates and delegates of foreign nationality
• Information about foreign speakers/reporters: resume and professional qualifications.
• Information about conference content and program.
• Enterprise Registration Certificate, Investment Registration Certificate;
• Documents with comments from relevant agencies in case other legal regulations are required.
• Document agreeing to the policy of hosting international conferences and seminars (if any).

Sample proposal for organizing an international conference

According to Clause 1, Article 4 of Decision 06/2020/QD-TTg, the project to organize an international conference in Vietnam follows form 01 in Decision 06/2020/QD-TTg.

Procedures for applying for a license to organize an international conference

Step 1: Submit application

The organizing unit applies for permission to organize an international conference to the competent authority with the documents as stated above.

How to apply:

• Direct;
• Online;
• Postal services.

Step 2: Get opinions from relevant agencies

After receiving the dossier, the competent authority shall obtain written opinions from relevant agencies and localities. Specifically:

• Permission authority of the Prime Minister: Obtain written opinions from the Ministry of Foreign Affairs; Ministry of Public Security; relevant agencies and localities.
• Remaining authority: Obtain written opinions from relevant agencies and localities.

Step 3: Competent authority returns results

For international conferences under the Prime Minister’s authority, after receiving full opinions, the competent person shall submit to the Prime Minister for consideration and decision to permit the organization of the international conference.

For the remaining cases, the receiving agency shall respond in writing to the organizing unit and send it to relevant agencies and localities for coordinated management.

Step 4: Conduct international conferences

After being permitted by the competent authority, the organizing unit is responsible for conducting the international conference according to the approved content and project; and strictly implementing current financial regulations.

At the same time, be responsible for the content of documents, reports, presentations, materials, and related data released before, during, and after international conferences and ensure compliance with regulations on protecting state secrets.

Step 5: Report on the results of organizing the international conference

Report to the competent authority the results of the organization of the international conference within 15 days from the end of the international conference.

Co-send to the Ministry of Foreign Affairs for international conferences under the Prime Minister’s authority to synthesize according to Form No. 02.

Some keynotes when using the service of granting License to organize international conferences in Vietnam

• There is no fee for applying for permission to hold an international conference. If service support is needed, a service fee must be paid to the Law Firm.
• If the organizing unit needs to apply for approval to host an international conference, the organizing unit and the agency of the competent person shall apply for approval to host the conference. After receiving approval from the competent person regarding the approval, the organizing unit is responsible for developing an organization plan and applying for approval from the competent person regarding the organization of the international conference.

Some typical international conferences have been held in Vietnam

APEC Summit 2017

APEC Vietnam 2017 is a series of conferences within the framework of the Asia-Pacific Economic Cooperation Forum (APEC) taking place from early December 2016 to November 2017 in Da Nang, Vietnam, and other major cities such as Hanoi, Nha Trang, Vinh, Ninh Binh, Ha Long (Quang Ninh), Hue, Can Tho, Ho Chi Minh City, Hoi An (Quang Nam) with the theme: “Creating new momentum, together fostering a common future”.

The highlight of the event is the APEC Economic Leaders’ Meeting or APEC Summit, which takes place on November 10 and 11 in Da Nang. This is the second time Vietnam has hosted APEC and organized this Summit, the first time was in 2006 in Hanoi.

World Economic Forum on ASEAN 2018

Identified as the most important diplomatic event in 2018, the World Economic Forum on ASEAN 2018 (WEF ASEAN 2018) held in Vietnam achieved important results.

The subcommittees have worked together in a harmonious, responsible, decisive, and creative manner. Although there were last-minute changes to the reception and welcome performance, the departments have promoted solidarity and responsibility to quickly and effectively resolve unexpected situations.

International scientific conference with the theme “Science with the development of physical strength and stature of Vietnamese people”

The international scientific conference with the theme “Science with the development of physical strength and stature of Vietnamese people” was held in Hanoi on October 21, 2023. The conference was held to discuss and report on solutions to implement Project 641 of the Vietnamese Government and to strengthen and expand international cooperation activities in the field of research and development of Science, Technology, and Sports.

The conference included presentations and discussion sessions by experts and scientists from Vietnam, Japan, China, Korea, Singapore, Taiwan, China, Cambodia, etc.

If you have any related questions or require an application for International Conference License in Vietnam, please contact Viet An Law for the best support!