Comprehensive Guide to Obtaining an International Conference Permit

An International Conference Permit is required when businesses plan to publicize an event, sell tickets, or invite foreign speakers before receiving formal approval. This process generally requires securing a Decision on Permission to Organize an International Conference or Seminar in Vietnam under Decision No. 06/2020/QD-TTg, with dossiers submitted at least 30 or 40 days before the event, depending on the competent authority.

To avoid event suspension, cancellation expenses, and reputational exposure, businesses should assess the event format, sponsors, speaker backgrounds, presentation materials, and Legal Updates with support from Long Phan Consulting.

Understanding the Legal Nature and Obligations of an International Conference Permit

An international conference permit in Vietnam should not be mistaken for a mere administrative formality. For businesses, this Decision approving the organization of an international conference or seminar serves as a mandatory risk-control point that must be satisfied before publicizing the event, executing venue contracts, inviting guest speakers, or accepting foreign sponsorship.

An event does not automatically qualify as an “international conference” simply because foreign nationals are in attendance. However, when an event involves foreign elements—such as the organizing entity, participants, funding sources, or an online format with at least one connection point within Vietnam—the organizing unit must evaluate its obligations according to Clause 1, Article 2 of Decision No. 06/2020/QĐ-TTg.

Indicators Requiring Regulatory Evaluation

Businesses must identify and address the following criteria to determine if they are subject to this licensing procedure:

• Events organized by Vietnamese agencies or organizations involving foreign individuals or entities.
• Events receiving financial, material, or resource support from foreign sources.
• Events directly organized by foreign organizations within Vietnam.
• Online events featuring connection points in Vietnam that involve foreign elements regarding content, speakers, or participant composition.

Proactive assessment allows businesses to clarify their legal obligations before any media campaigns commence. Failure to conduct this evaluation may result in the event being classified as improperly organized, potentially leading to administrative sanctions or forced suspension.

Exceptions to the International Conference Licensing Mechanism

Not every activity involving foreign elements requires a formal international conference permit in Vietnam. Businesses must accurately classify their event types to avoid unnecessary filings or, conversely, failing to satisfy other specialized regulatory requirements.

Decentralization of Approval Authority for International Conferences

Determining the correct approving authority is the decisive factor in the timeline for obtaining an international conference permit in Vietnam. Submitting an application to an improper agency can cause significant delays in the review cycle, necessitate the re-submission of the Event Organization Scheme, and negatively impact media scheduling.

Authority is currently decentralized based on the nature of the event, thematic content, and the professional rank of invited guests. While sensitive content remains under the jurisdiction of the Prime Minister, the majority of commercial events are processed by relevant Ministries, government agencies, or provincial-level People’s Committees.

Organizations should perform a thorough jurisdictional analysis before finalizing event dates. This assessment establishes the foundation for determining filing deadlines, the appropriate receiving agency, and the strategy for justifying content.

Events Subject to Prime Minister Approval

Events under the jurisdiction of the Prime Minister involve high levels of policy, security, or foreign affairs risk. Businesses must avoid treating these applications as routine commercial events, as the scope of review and criteria for assessment are significantly more stringent.

The following thematic groups require scrutiny at the highest level of government:

• Content concerning national sovereignty, borders, maritime territory, or territory.
• Content involving security, national defense, or social order and safety.
• Content related to ethnic groups, religion, or human rights.
• Content categorized as state secrets or presenting risks of disclosing protected information.

Events within these categories must be processed under the authority of the Prime Minister, pursuant to Point b, Clause 1, Article 3 of Decision No. 06/2020/QĐ-TTg. For businesses, the primary risk lies not in the event title, but in the actual substance of the discourse and the materials disseminated to the public.

Authority of Provincial People’s Committees and Line Ministries

The vast majority of international conferences dedicated to commerce, education, research, investment promotion, or specialized media do not fall under the purview of the Prime Minister. In such cases, businesses must identify the appropriate governing body based on the event’s location, sector, and organizing entity.

Categories typically governed by ministerial or local authorities include:

• Commercial, investment, educational, scientific, technological, or corporate management seminars that do not feature sensitive content.
• Events organized by businesses, associations, universities, research institutes, or foreign organizations operating locally.
• Conferences and seminars featuring foreign Ministers (or equivalent rank) or international organizations following the updated decentralization criteria.

For standard events, authority is determined under Clause 2, Article 3 of Decision No. 06/2020/QĐ-TTg. Specifically, events featuring Ministers or equivalent ranks are currently governed by the decentralization provisions in Clause 1, Article 16 of Decree No. 134/2025/NĐ-CP. This structure allows businesses to expedite processing; however, applicants must still submit a clear Event Organization Scheme, a specific guest list, and a robust content control plan.

Transitional Regulations for Events Featuring High-Level Officials

Decree No. 134/2025/NĐ-CP introduces significant shifts in authority regarding events featuring foreign officials of Ministerial rank or equivalent. The primary objective of this reform is to further decentralize approval power to Ministries, central government agencies, and provincial authorities.

Businesses must be mindful of two transition scenarios:

• Applications reported to the Prime Minister by the governing body before July 1, 2025, will continue to be processed under the previous procedures and are not automatically required to be re-filed.
• Applications arising after July 1, 2025, involving Ministers or equivalent ranks will be subject to the new decentralized mechanism, directing them to the corresponding competent authorities.

Decree No. 134/2025/NĐ-CP took effect on July 1, 2025, according to Clause 1, Article 22 of the Decree. For large-scale event projects, this transition date directly influences the “legal Gantt chart.” Businesses must verify filing dates, application statuses, and the receiving agency to avoid misdirection of authority.

Structure of the Organization Scheme and Valid Licensing Dossier

The dossier for an international conference permit in Vietnam serves more than just administrative purposes; it acts as a comprehensive evidentiary document proving the legality of the event’s theme, guest list, funding sources, and the organizer’s capacity for risk management.

Businesses should prepare documentation with the intent of facilitating immediate review, rather than merely meeting minimum disclosure requirements. The core components of the dossier are defined in Point a, Clause 1, Article 4 of Decision No. 06/2020/QĐ-TTg:

• Official letter requesting permission to organize the international conference or seminar.
• Event Organization Scheme based on Form 01, issued alongside Decision No. 06/2020/QĐ-TTg.
• Written opinions from relevant authorities if specialized legislation mandates such consultation.
• Written approval of the policy to host the international conference, if applicable.

For non-governmental projects, businesses should not assume that prior project approval equates to automatic authorization for the event. If a standardized Form 01 Scheme is absent, or if the project approving agency differs from the event licensing authority, the procedure must still be executed in accordance with Point b, Clause 1, Article 4 of Decision No. 06/2020/QĐ-TTg.

>>> See more: Who is eligible to rent official residence? Conditions for renting official residence?

Core components of legal documentation

A valid application must help government agencies clearly identify who is organizing the event, for what purpose, if there are any international elements involved, and what management risks are involved. For businesses, missing any piece of information can lead to requests for additional information, delaying the event’s progress.

The documents requiring review include:

• Request for permission letter: The name of the organizing unit, the event’s objectives, time, location, scale, and the request for approval from the competent authority must be clearly stated.
• The project proposal follows Form 01:This is the central document describing the purpose, content, participants, speakers, funding sources, and organizational responsibilities.
• Expert opinion document: If the event is related to a sector with specific management requirements, the business needs to prepare written opinions from the relevant authorities.
• Document approving the bid to host the event: This document needs to be added if the event requires prior approval of the hosting plan before it can be held.

Businesses should check the guidelines of the respective receiving agency before choosing whether to submit their application in person, online, or by mail.

Explanation of content and funding risks in the organizational plan.

The event proposal should not be drafted as an event introduction. It is a legal document for the competent authority to assess content risks, funding sources, guest list, and document review responsibilities.

The items requiring thorough explanation include:

1. Purpose and theme of the workshop: The topic must be specific, avoiding general descriptions like “international cooperation” or “sustainable development” without explaining the scope of the content.
2. List of speakers and foreign guests: Providing identifying information, job title, expertise, and role involved is necessary to reduce the risk of being asked for additional information.
3. Foreign funding and grants: Businesses need to be transparent about the source of funds, sponsors, forms of sponsorship, and accountability for the use of funds in the program.
4. Documents, reports, and presentations: The organizing unit is solely responsible for the legality and confidentiality of any materials released before, during, and after the event.
5. Content risk management plan: There needs to be a mechanism to control changes in topic, speaker statements, presentation materials, and media content.

The obligation to organize the event in accordance with the approved content and plan is stipulated in Point a, Clause 2, Article 4 of Decision No. 06/2020/QD-TTg. Therefore, businesses should view the plan as a legally binding commitment, not a document that can be arbitrarily changed during the event’s operation.

>>> See more: Food Safety Certificate consulting service in Vietnam

Procedure and Legal Timelines for Administrative Review

The procedure for obtaining an international conference permit in Vietnam must be integrated into the event schedule as an independent legal milestone. Businesses should avoid treating this as a post-event check, especially after speakers, venues, and media budgets have already been finalized.

The standard procedure comprises four distinct phases:

1. Dossier Preparation: The business completes the official request letter, the Event Organization Scheme, specialized documentation, and the policy hosting approval (if required), pursuant to Point a, Clause 1, Article 4 of Decision No. 06/2020/QĐ-TTg.
2. Submission to Competent Authorities: The file is submitted to the direct management agency of the competent decision-maker, corresponding to the ministerial, sectoral, or provincial level.
3. Consultation Phase: If content appraisal is required, the receiving agency consults relevant departments, as per Clause 1 and Clause 2, Article 5 of Decision No. 06/2020/QĐ-TTg.
4. Formal Written Response: The competent authority aggregates feedback and provides a written response to the organizer, as stipulated in Clause 2, Article 5 of Decision No. 06/2020/QĐ-TTg, as rectified by Official Dispatch No. 825/BNG-CNV.

For businesses, the primary operational risk involves time management. If the dossier is submitted too close to the event date, requests for supplementary documentation can render the planned event timeline unfeasible.

Dossier Submission and Consultation with Security Agencies

The consultation phase is the stage most difficult for businesses to control within the licensing process. Therefore, the Event Organization Scheme must be sufficiently clear to prevent the receiving agency from requiring multiple rounds of clarification.

Businesses should proactively prepare explanatory dossiers regarding speakers, funding sources, themes, and publication materials. This approach minimizes delays when state agencies require further risk assessment.

The preparation timeline should be carefully planned to avoid missing the event deadline

International event schedules must be built backward from the legal timeline, not just from the venue rental date or media launch date. A safe management approach is to lock down the licensing timeline before significant costs are incurred.

The key control points include:

• Documents falling under the authority of the Prime Minister must be submitted at least before the planned date of the event.40 days, according to point a, Clause 1, Article 4 of Decision No. 06/2020/QD-TTg.
• Documents falling under the jurisdiction of ministries, departments, or local authorities must be submitted at least before the planned date of the event.30 days, according to point a, Clause 1, Article 4 of Decision No. 06/2020/QD-TTg.
• Events attended by officials at the ministerial level or equivalent will be granted permission within a period not exceeding…20 daysfrom the date of receipt of complete documents, according to Clause 2, Article 16 of Decree No. 134/2025/ND-CP.
• In cases where approval or disapproval is requested for hosting an event attended by ministerial-level officials, the processing time shall not exceed…30 days from the date of receipt of complete documents, according to Clause 2, Article 17 of Decree No. 134/2025/ND-CP.

Businesses should add a buffer time for revising the plan, adding speakers to the list, and adjusting communication materials. Without this margin, the cost of canceling, changing venues, or postponing the campaign could far exceed the initial compliance costs.

Commercial Risks and Sanctions for Procedural Violations

Violating the procedures for obtaining an international conference permit in Vietnam can disrupt an entire event campaign. Risks extend beyond merely having a dossier returned; they encompass the costs of venue cancellation, ticket refunds, speaker scheduling changes, and reputational damage among partners.

Competent authorities reserve the right to recommend the suspension of any conference or seminar upon detecting signs of violation. Organizations and individuals that facilitate unauthorized events may face consequences under the laws governing administrative sanctions, as stipulated in Clause 3, Article 7 of Decision No. 06/2020/QĐ-TTg.

Businesses must treat licensing as a prerequisite for event operation rather than a post-media administrative task. The more parties involved, the higher the level of damage should an event be suspended.

Legal consequences of communicating and selling tickets before the permit is issued

Early media coverage often creates reverse commercial pressure on the legal department. Once tickets have been sold, venue contracts signed, or speakers announced, the ability to adjust documentation to government requirements is significantly reduced.

The behaviors that need to be monitored before written approval is granted include:

• Run public ads: Promoting topics, foreign speakers, or international programs before obtaining permission may indicate that the organization is proceeding ahead of schedule.
• Sell ​​tickets or accept paid subscriptions :Businesses may incur obligations to refund, compensate, or modify contracts if applications are not approved within the deadline.
• International Speaker Announcement :If the actual list differs from the proposed plan, the reviewing agency may request further clarification on the list of participants.
• Signing a site commitment agreement without any legal contingency clauses: Financial risk increases if the lease agreement does not include licensing conditions.

When there are signs of illegal organization, the management agency may propose suspension or administrative sanctions in accordance with Clause 3, Article 7 of Decision No. 06/2020/QD-TTg.

The approved event plan serves as the legal operating standard for the event. Businesses should not unilaterally change the content, materials, or participants without reassessing the licensing risks.

Situations that are likely to lead to suspension include:

• Change the presentation topic: The new topic involves sensitive issues related to security, religion, ethnicity, or human rights, but these are not reflected in the Proposal.
• Add foreign guests or officials: Changing the guest’s rank may alter the criteria for eligibility and the requirements for evaluation.
• Release of off-file documents: The organizing unit is solely responsible for the legality and confidentiality of documents, reports, and presentations, in accordance with Clause 2, Article 4 of Decision No. 06/2020/QD-TTg.
• No post-workshop report: The organizational results report must be submitted within the specified time from 15 days since the conclusion of the conference or workshop as stipulated in point c, Clause 2, Article 4 of Decision No. 06/2020/QD-TTg.

Post-licensing operational discipline is just as important as the application phase. A small change to speakers, materials, or sponsorship can lead to additional accountability obligations.

International Conference Permit Application Service at Long Phan Consulting

The procedure for obtaining an international conference permit requires businesses to simultaneously control the authority, documentation, content, sponsorship, and organizational schedule. Long Phan Consulting assists clients in building a compliance process from the event design phase to post-permit reporting.

The service is implemented with a focus on reducing the risk of rejection, event suspension, or cancellation fees. The emphasis is on standardizing the organizational plan, protecting legal arguments, and controlling the actual operational aspects.

Legal due diligence and document structuring preparation:

• Assess the conditions, foreign factors, and permit requirements to determine the correct jurisdiction for handling the case.
• Drafting and standardizing the plan for organizing international conferences and seminars.
• Provide advice on the structure for disclosing funding sources, foreign sponsorships, and accountability for the use of event budgets.

Legal representatives handle specialized administrative procedures:

• Representatives submit applications for international conference permits through the appropriate channels of the competent authority.
• The representative will work with and provide explanations to the Ministry of Foreign Affairs, the Ministry of Public Security, the relevant ministries, or the provincial People’s Committees when assessment is required.
• Provide support for urgent processing of applications requiring additional information, adjustments to the project plan, or those where the initial jurisdiction was incorrectly determined.

Operational risk management after licensing and deposit reporting:

• Review presentation content, distribution materials, speaker lists, and event coordination scripts.
• Review legal compliance for media campaigns, ticket sales, sponsorship deals, and venue rental agreements.
• Support in preparing the organizational results report within the deadline.15 daysAfter the conference or seminar has concluded.

Your company can submit event documents, proposed projects, or speaker lists via email: info@longphanpmt.com Or contact Long Phan via Zalo: (+084) 0906.735.386 for a preliminary assessment.

Frequently Asked Questions Regarding International Conference Permits

Compliance risk management is a top priority for protecting brand reputation when conducting large-scale international outreach events. Mastering the legal regulations concerning the “International Conference Permit – Dossier & Procedures” will empower boards of directors to proactively prevent the risk of event suspension. The following in-depth insights are designed to resolve the most practical challenges faced by businesses today.

Conclusion

An international conference permit in Vietnam is a critical legal condition that must be secured before a business publicly announces an event, invites speakers, accepts sponsorship, or executes commercial commitments. In essence, businesses must prepare a dossier to obtain a formal decision authorizing the organization of the event, while strictly adhering to jurisdictional authority, filing timelines, and the approved Event Organization Scheme. Deviations regarding topics, guest lists, funding sources, or the timing of media outreach may lead to event suspension and damage to your reputation. Contact our Hotline at 1900636389 for dedicated support from Long Phan Consulting Company.