What are the procedures for applying for a license to organize an international conference?

License to organize an international conference is a mandatory requirement when organizing events with foreign elements in Vietnam. In order for the conference to be a success and achieve its set goals, applying for a conference organization permit needs to be done effectively. Implementing correct procedures not only ensures legality but also contributes to the success of the conference. The article below by Long Phan will provide detailed instructions on the necessary steps in the process of applying for a license to organize an international conference.

What is called an international conference?

An international conference is an event with foreign elements held in Vietnam. According to Article 2 of Decision 06/2020/QD-TTg, international conferences include:

• Conferences are organized by Vietnamese agencies and organizations with foreign participation or sponsorship.
• Conference organized by foreign organizations in Vietnam.
• The form of organization can be a face-to-face or online meeting with at least one bridgehead in Vietnam.

Factors that determine international conferences:

• There is the participation of foreign delegates.
• Contains content related to international relations.
• Use foreign languages ​​in conferences.
• There is sponsorship or support from international organizations.

Correctly determining the international nature of the conference helps the organizing unit properly follow the permit application procedures according to regulations.

The organization of an international conference must be approved by any agency

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

The Prime Minister authorizes the organization of international conferences:

• There are participants who are heads or officials at ministerial level or higher from countries, territories, and international organizations.
• There are topics and content related to national sovereignty, security, defense, ethnicity, religion, human rights or state secrets.

Persons with authority to decide on the organization of international conferences of their agencies and localities and to authorize affiliated units to organize international conferences are not under the authority of the Prime Minister. Specifically:

• People’s Committees of provinces and centrally run cities.
• Ministries and ministerial-level agencies.

This regulation helps clearly decentralize approval authority, facilitating the process of applying for permission to organize international conferences.

Procedures for applying for a license to hold an international conference are in accordance with standards

Records and documents the organizational unit needs to prepare

According to Clause 1, Article 4 of Decision 06/2020/QD-TTg, the application for permission to organize an international conference includes:

• Official letter requesting permission to organize.
• The scheme is organized according to Model 01 attached to Decision 06/2020/QD-TTg.
• Document containing comments from relevant agencies (if required).
• Document agreeing to host the international conference (if any).

The organizational plan should clearly state:

• Purpose and meaning of the conference.
• Main topic and content.
• Time and location of the event.
• Composition and number of delegates attending.
• Funding and funding sources.
• Detailed organizational plan.

Preparing complete and detailed documents will help the approval process go faster and more smoothly.

Licensing application process

The process of applying for a license to organize an international conference is specifically stipulated in Clause 1, Article 4 and Article 5 of Decision 06/2020/QD-TTg as follows:

Step 1: The organizing unit sends the application for permission to the competent authority at least 40 days before the expected date of organization for the conference if under the authority of the Prime Minister, 30 days before the expected date of organization for the conference if it under the jurisdiction of the People’s Committees of provinces and centrally run cities; Ministries and ministerial-level agencies.

Cases falling under the Prime Minister’s permitting authority

Step 2: After receiving the dossier, the competent authority will seek written opinions from the Ministry of Foreign Affairs; Ministry of Public Security; relevant agencies and localities.

Step 3: The agencies receiving comments are responsible for responding within 15 days.

Step 4: The competent authority will submit it to the Prime Minister for consideration and decision

Step 5: After receiving all opinions, the competent authority will 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 coordination. management agreement

Cases that do not fall under the Prime Minister’s authorization

Step 2: After receiving the dossier, the competent authority will seek written opinions from relevant agencies and localities.

Step 3: The agencies receiving comments are responsible for responding within 15 days.

Step 4: After receiving all comments, the competent authority will respond in writing to the organizing unit.

Complying with the correct application process and deadline will help ensure the conference is held as planned.

The mechanism for inspecting and ensuring the operation of international conferences is approved

According to Point b, Clause 2, Article 7 of Decision 06/2020/QD-TTg, the responsibility for checking and ensuring that the activities of the international conference are approved belongs to:

• Ministers, Heads of ministerial-level agencies.
• Head of Government agency.
• Chairman of the People’s Committees of provinces and centrally run cities.

These agencies are responsible for:

• Check and ensure the conference is organized according to the approved content and project.
• Supervise the implementation of regulations on protecting state secrets.
• Check information and propaganda activities before, during and after the conference.
• Monitor, detect and handle violations (if any).

If signs of violation are detected, relevant agencies have the right to request suspension of the conference or handle it according to legal regulations.

This inspection mechanism is to ensure that the international conference takes place for its intended purpose, has approved content, and complies with relevant legal regulations.

Consulting on the application process to organize a quick and standard international conference in Long Phan

In case customers need to apply for a license to organize an international conference, they can consider Long Phan’s services. Long Phan provides consulting services on the procedures for organizing international conferences with specific contents:

• Consulting on determining the international nature of the conference to determine resolution authority.
• Instructions for preparing complete and correct application documents.
• Support in drafting documents and professional organizational projects.
• Answer questions and provide additional support and adjustment to documents when necessary.
• Support detailed organizational planning after licensing.

The license to organize an international conference is an important factor to ensure the legality of the event. Customers need to follow the process, prepare complete documents and submit the application on time. For detailed advice on procedures for applying for a license to organize an international conference, please contact Long Phan via hotline. 0906735386. We will assist customers in completing procedures quickly and according to regulations.