License to organize international conferences – Documents & Procedures

A license to organize international conferences is one of the indispensable documents for agencies and organizations that want to organize international conferences in Vietnam. The licensing process includes many regulations on documents and procedures, requiring strict compliance to ensure the event is successful and legal. This article will provide detailed information about the regulations on licenses to organize international conferences, helping customers better understand the process and necessary steps to apply for a license.

Authorization to organize international conferences

According to the provisions of Article 3 of Decision 06/2020/QD-TTg, the authority to allow the organization of international conferences is determined as follows:

Workshop under the authority of the Prime Minister:

• International conferences whose participants are heads or officials at ministerial level or equivalent or higher from countries, territories, and international organizations;
• International conferences have topics and content related to issues of national sovereignty, security, defense, ethnicity, religion, human rights or are within the scope of state secrets according to the law on protection of state secrets.

Workshops fall under the jurisdiction of agencies and organizations other than the Prime Minister’s jurisdiction:

• Agencies and units under the authority of the competent person;
• Vietnamese and foreign agencies and organizations whose operations are authorized by competent persons’ agencies, except for the cases stated in Point c of this Clause;
• For associations, social funds, and charity funds established under the provisions of 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, social fund, and charity fund according to the list prescribed by the Ministry of Home Affairs.

Application for a license to organize international conferences

Dossier to apply for a license to organize international conferences is specified in Article 4 of Decision 06/2020/QD-TTg. The application includes the following documents:

• Official letter requesting permission to organize an international conference.
• Proposal for organizing international conferences according to Form 01 attached to Decision 06/2020/QD-TTg.
• Document containing opinions of relevant agencies in case other legal regulations require;
• Document agreeing to host the international conference (if any).

Preparing complete and accurate documents is an important factor for the licensing process to go smoothly. Customers should carefully review the necessary documents, ensuring compliance with regulations to avoid wasting time adding documents.

Procedures for applying for a license to organize international conferences

Procedures for applying for a license to organize international conferences are detailed in Article 5 of Decision 06/2020/QD-TTg and corrected by Official Dispatch 825/BNG-CNV of 2020. This process includes the following steps:

Step 1: Submit an application for permission to organize an international conference

The organizing unit sends documents to the competent authority. The submission deadline is at least 40 days for seminars under the Prime Minister’s authority and at least 30 days for the remaining cases.

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

For seminars under the authority of the Prime Minister, the competent person is responsible for:

• Opinions should be obtained from the Ministry of Foreign Affairs, the Ministry of Public Security and relevant agencies and localities. The time to respond to comments is no more than 15 days from the date of receipt of the written request.
• Submitted to the Prime Minister for consideration and decision;

For workshops not under the Prime Minister’s authority, get written opinions from relevant agencies and localities. The agency or locality receiving comments is responsible for providing written feedback within no more than 15 days from the date of receipt of the written request.

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

• For conferences under the authority of the Prime Minister: Respond in writing to the organizing unit, and send it to the Ministry of Foreign Affairs, the Ministry of Public Security and relevant agencies and localities for coordinated management.
• For conferences not under the Prime Minister’s authority: Respond in writing to the organizing unit, and send it to relevant agencies and localities for coordinated management.

Consulting services and guidance on applying for a license to organize prestigious international conferences

Applying for a license to organize an international conference can be difficult due to the complex process and strict documentation requirements. To ensure the process goes smoothly and effectively, customers can seek professional consulting services from Long Phan. Our services include:

• Consulting on licensing conditions for organizing international conferences;
• Consulting with competent authorities to allow the organization of international conferences;
• Consulting and guidance on drafting and completing applications for licenses to organize seminars;
• Instructions on the order and procedures for applying for a license to organize international conferences;
• Representing customers to quickly carry out procedures for applying for licenses to organize seminars;
• Consulting on solving problems that arise during the licensing process;
• Consulting and answering other issues related to organizing international conferences.

Hopefully this article has provided customers with useful information about regulations and procedures for applying for a license to organize international conferences in Vietnam. If you have any questions or need support, please contact Long Phan via the hotline: 0906735386 for advice and answers.