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Service for organizing international conferences license in Vietnam

Nowadays in the international integration and increased connectivity background, many international seminars and conferences are taking place in Vietnam. However, there are many risks such as the affecting security or the organization of illegal conferences without state management in this field. Therefore, Vietnamese law has regulations requiring licenses when organizing international conferences. In the article below, Viet An Law will provide clients with information about the service for organizing international conferences license in Vietnam.

Service for organizing international conferences license in Vietnam

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    Overview of the License to organize international conferences

    Information Content
    Legal basis –  Government Decision 06/2020/QĐ-TTg on organization and management of international conferences and seminars in Vietnam.

    – Official dispatch 825/2020/BNG-CNV attaching Government Decision 06/2020/QD-TTg.

    Licensing authorities –  Prime Minister

    –  People’s Committee

    Licensing fee No licensing fee
    Service fee According to the quote for each conference
    Time to complete 15-40 days
    Method to submit the dossier –  Online

    –  Direct

    Special seminars under the management of the Prime Minister –  International conferences and seminars whose participants are heads or officials at ministerial level or equivalent or higher from countries, territories, and international organizations.

    –   International conferences and seminars have topics relating to some important issues such as national sovereignty, security, national defense, ethnicity, religion, human rights, or the scope of state secrets according to the law on protecting state secrets.

    What are the international conferences?

    Clause 1, Article 2 of Decision 06/2020/QD-TTg has a regulation: An international conference is a conference with foreign elements, organized in the form of a direct meeting on the territory of Vietnam, or in the online form with at least one bridgehead in Vietnamese territory.

    International conferences include:

    • Conferences organized by Vietnam agencies with foreign participation or sponsorship.
    • Conferences organized by foreign agencies.

    Licensing authority

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

    Prime Minister

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

    • International conferences and seminars whose participants are heads or officials at ministerial level or equivalent or higher from countries, territories, and international organizations.
    • International conferences and seminars have topics relating to some important issues such as national sovereignty, security, national defense, ethnicity, religion, human rights, or the scope of state secrets according to the law on protecting state secrets.

    Agencies, units, and organizations that are not the Prime Minister

    Subjects with authority to decide on the organization of international conferences of their agencies and localities and license the following organizational units to organize international conferences in cases not falling under the Prime Minister’s authorization:

    • Agencies, units under the authority of the competent entities;
    • Vietnamese and foreign agencies and organizations authorized to operate by competent entities’ agencies;
    • For associations, social funds, and charity funds established according to Vietnamese law, the competent person is the Head of the state management agency in charge of the industry and field of operation of the association or social fund, charity fund according to the list prescribed by the Ministry of Home Affairs.

    Dossier for a license to organize an international conference

    According to Clause 1, Article 4 of Decision 06/2020/QĐ-TTg, the application dossier includes:

    Document name Application forms Amount
    Application of organizing an international conference Original: 1

    Copies: 0

    Project to organize international conferences in Vietnam. Form 01 in Decision 06/2020/QD-TTg Original: 1

    Copies: 0

    Document having opinions of relevant agencies in case other legal regulations are required. Original: 1

    Copies: 0

    Agreement document to host international conferences and seminars (if any). Original: 1

    Copies: 0

    Procedures to apply for a License

    According to Article 4 and Article 5 of Decision 06/2020/QD-TTg and corrections in Official Dispatch 825/BNG-CNV, the procedure to apply for the license to organize international conferences is as follows:

    Step 1: Apply for the license to organize an international conference.

    The organizing unit sends the application license to organize an international conference to the office of the competent entities.

    Application deadline:

    • At least 40 days for international conferences under the deciding authority of the Prime Minister.
    • At least 30 days for international conferences under the deciding authority of the competent entities.

    Submission method:

    • Direct.
    • Online.
    • Postal services.

    Step 2: The competent authority receives the documents and collects opinions from relevant agencies.

    After receiving the dossier, the competent entities will seek written opinions from relevant agencies and localities. Specifically:

    For international conferences under the Prime Minister’s authority:

    • Obtain written opinions from the Ministry of Foreign Affairs; Police; relevant agencies and localities. This agency or locality must respond in writing within 15 days from the date of receiving the written request.
    • After receiving full written opinions from the Ministry of Foreign Affairs; Police; Relevant agencies, localities, and competent entities submit the dorries to the Prime Minister for consideration and decision license to organize international conferences.

    For international conferences under the authority of the Prime Minister:

    • Get written opinions from relevant agencies and localities.
    • The agency or locality receiving comments must respond in writing within 15 days from the date of receiving the written request.

    Step 3: The competent authority responds to the applicant and relevant agencies

    After receiving full written opinions from relevant agencies and localities, the competent entities:

    • For international conferences under the Prime Minister’s authority: Respond in writing to the organizing unit, also send it to the Ministry of Foreign Affairs, the Ministry of Public Security, and relevant agencies and localities to coordinate.
    • For international conferences under the Prime Minister’s authority: Respond in writing to the organizing unit, and send it to relevant agencies and localities to coordinate management.

    Results of implementing administrative procedures: Document which replies the organizing unit license to organize an international conference.

    Note

    • Fee license to organize an international conference: No fee.
    • Time limit to process: 15 or 40 days (depending on which competent entity’s agency receives the dorries and documents).
    • International press conferences are not considered international conferences.
    • The unit organizing the international conference is responsible for reporting to the competent entities’s agency the results of organizing the international conference within 15 days from the end of the international conference. Besides, they have to send it to the Ministry of Foreign Affairs for international conferences under the Prime Minister’s authority to synthetic.

    Several recent international conferences in Vietnam

    • The 14th international scientific conference on the East Sea with the theme “Sea of ​​Peace – Sustainable Recovery”, organized by the Diplomatic Academy in coordination with organizing units in November 2022;
    • International water industry conference: “Promoting integration of practical needs in smart water governance” organized by Informa Markets Vietnam in collaboration with the Southeast Asia Water Science, Environment and Earth Sciences Network and the International Groundwater Organization for Sustainable Development held in October 2023;
    • International Scientific Conference “Vietnam in partnership with giants: opportunities and challenges” (Vietnam in partnership with giants: opportunities and challenges) held at the National Economics University in October December 2023;
    • International conference with the theme “Vietnam – Japan relations: 50 years of review and new vision and development orientation” Ho Chi Minh National Academy of Politics in collaboration with the Japanese Embassy in Vietnam Nam held in January 2024.

    Service for applying license in Vietnam of Viet An Law

    • Consulting on conditions, documents, and procedures to apply license to organize international conferences;
    • Support in drafting documents and consulting on license application documents;
    • Representing clients to carry out procedures to apply for licenses to organize international conferences at competent state agencies;
    • Advise the unit during the process of organizing international seminars and reporting after the end of the seminar.

    To receive advice and support to License to organize international conferences, please contact Viet An Law Firm for the best support.

    Disclaimer: This article was last updated in April 2024. Laws may have changed since then. Please contact Viet An Law to confirm the information in this article is current and for any legal assistance.

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