How to register to organize an exhibition fair in Vietnam?

Article overview

Registering to organize an exhibition fair is an important first step to realizing successful commercial events. This article will guide you through the registration process, types of fairs, traders’ obligations, and important notes, helping you organize an exhibition fair smoothly and effectively.

Register to organize an exhibition fair in Vietnam
Register to organize an exhibition fair in Vietnam

Types of exhibitions and fairs in Vietnam

Exhibition fairs are an important bridge between businesses and consumers, contributing to promoting trade activities and economic development. In Vietnam, there are many different types of exhibition fairs, serving different purposes and participants:

Domestic exhibition fairs: Organized by Vietnamese businesses, to promote domestic products and services.

  • Held at a specific location within Vietnamese territory.
  • Comply with regulations of the local Department of Industry and Trade.
  • Minimum registration period is 30 days before the opening date.

International exhibition fairs: With the participation of foreign businesses, expanding international cooperation opportunities.

  • Held at a specific location within Vietnamese territory.
  • Comply with regulations of the local Department of Industry and Trade.
  • Minimum registration period is 30 days before the opening date.

Specialized fairs: Focus on a specific industry, for example: medical equipment fairs, agricultural products fairs.

General fair: Displaying many types of items, serving many different industries.

Registration process for organizing exhibition fair

Prepare documents

To register to organize an exhibition, customers need to prepare documents including:

  • 01 Register to organize trade fairs and exhibitions according to Form No. 10, Appendix issued with Decree 81/2018/ND-CP.

The content of registration for organizing trade fairs and exhibitions is specified in Clause 6, Article 29 of Decree 81/2018/ND-CP (amended by Clause 4, Article 21 of Decree 17/2020/ND-CP), include:

  • Name and address of the enterprise organizing the trade fair or exhibition;
  • Name and theme of the trade fair or exhibition (if any);
  • Time and location of trade fairs and exhibitions;
  • Expected scale of trade fairs and exhibitions;
  • Organizing the display of counterfeit goods and goods that violate intellectual property rights; The organization of awards, quality certificates, titles of goods and services, certificates of prestige, titles of businesses, organizations or individuals participating in trade fairs and exhibitions; the organization of trade fairs and exhibitions on behalf of the province or city.
Registration documents for exhibition fairs in Vietnam
Registration documents for exhibition fairs in Vietnam

Application process

Pursuant to the provisions of Article 29 of Decree 81/2018/ND-CP, the process of submitting and processing registration documents for trade fairs and exhibitions in Vietnam includes the following 2 steps:

Step 1: Submit application:

You can submit registration documents to competent authorities including:

  • Department of Industry and Trade where trade fairs and exhibitions are organized in Vietnam;
  • Ministry of Industry and Trade for trade fairs and exhibitions abroad.

How to apply: 3 ways:

  • Submit directly to the Department of Industry and Trade where the fair is held or the Ministry of Industry and Trade;
  • Send by mail;
  • Submit online through the public service system (if any).

Registration deadline:

  • Maximum (earliest) 365 days and minimum (latest) 30 days before the opening date for trade fairs and exhibitions in Vietnam;
  • Maximum (earliest) 365 days and minimum (latest) 45 days before the opening date for trade fairs and exhibitions abroad.

The registration deadline is determined based on the date of receipt recorded on the postal bill of lading or equivalent forms in case of sending by post, based on the date recorded on the document receipt in this case. Submit directly or based on the date recorded on the system in case of submission through the online public service system.

Step 2: Get results:

The competent state management agency shall respond in writing to confirm or disconfirm the registration for organization of trade fairs and exhibitions within 07 working days from the date of receipt of complete and valid documents.

In case of non-confirmation, the competent state management agency must clearly state the reason. The content of confirmation or non-confirmation is made according to Form No. 11 or Form No. 12, Appendix issued with Decree 81/2018/ND-CP.

Obligations of traders to organize trade fairs and exhibitions

Within 30 days from the end of a trade fair or exhibition, traders and organizations engaged in trade-related activities must submit a document according to Form No. 14, Appendix issued with Decree 81/2018/ ND-CP reports to state management agencies on the results of organizing trade fairs and exhibitions according to the registered and confirmed contents.

Trade fairs and exhibitions held in Vietnam must meet the following requirements:

  • Goods at trade fairs and exhibitions must be displayed and introduced in standard booths (size 3mx3m) or areas equivalent to many standard booths;
  • There are full services including: Electricity, water, security, sanitation.

The organization of trade fairs and exhibitions in Vietnam on behalf of provinces and cities must meet the standards prescribed in Clause 11, Article 29 of Decree 81/2018/ND-CP and the standards according to regulations. Decision of the People’s Committee of provinces and cities.

What to do after the end of the exhibition fair in Vietnam
What to do after the end of the exhibition fair in Vietnam

Long Phan’s registration service for organizing exhibition fairs in Vietnam

With experience and reputation in the field of consulting, Long Phan provides a full package exhibition registration service in Vietnam, helping customers save time and costs, while ensuring fully comply with the provisions of law.

Long Phan’s services include:

  • Consulting on types of exhibitions, registration processes, and related issues.
  • Support in preparing complete and accurate registration documents.
  • Representing customers to submit documents and work with competent authorities.
  • Monitor progress and notify customers of results.
  • Support in applying for licenses and other necessary documents.

Organizing exhibition fairs is a commercial activity that requires professionalism and compliance with regulations.  Let Long Phan accompany customers, helping customers register to organize exhibitions successfully and bring the highest efficiency.  Contact hotline 0906735386 immediately for advice and quotes!