Procedures for applying for a license to organize international conference according to standards

License to organize international conferences is an important factor to help businesses ensure their events take place legally and professionally. Obtaining this license not only creates favorable conditions for implementing international exchange and cooperation activities but also enhances the reputation and image of the business in the international arena. This helps attract attention from potential partners and expand business opportunities.

Authorization to organize international conferences

The authority to allow the organization of international conferences is specified in Article 3 of Decision 06/2020/QD-TTg. Accordingly, there are two levels of authority:

1. Prime Minister:

• Allows the organization of international conferences and seminars with participants who are heads or officials at ministerial level or equivalent or higher of countries, territories, and international organizations.
• Allows the organization of international conferences and seminars with topics related to issues of national sovereignty, security, defense, ethnicity, religion, human rights or within the scope of state secrets.

2. Competent persons at agencies and localities:

• Heads of state agencies and organizations: Heads of state agencies or organizations under their management can decide to organize international conferences and seminars within their scope of responsibility.
• Subordinate agencies and units: These agencies and units can organize international conferences and seminars if permitted by competent persons.
• Vietnamese and foreign organizations: These organizations are only allowed to organize international conferences and seminars with the permission of competent persons.
• Head of state management agency of industry or field: For associations, social funds, and charity funds, the authority belongs to the heads of state management agencies corresponding to the industry or field of operation of the association or fund according to the list prescribed by the Ministry of Home Affairs.

Application for a License to organize an international conference in 2024

Regarding the application for a License to organize an international conference as prescribed in Clause 1, Article 4 of Decision 06/2020/QD-TTg, the unit wishing to organize an international conference or seminar needs to prepare the following documents:

• Official letter requesting permission to organize;
• The scheme is organized according to Model 01 attached;
• Document containing opinions of relevant agencies in case other legal regulations require;
• Written agreement to host international conferences and seminars (if any).

In addition, for approved programs and projects that organize conferences but do not have a Project according to Form 01, the organizing unit must carry out the permit application process before organizing international conferences and seminars.

Procedures for applying for permission and organizing international conferences and seminars

Pursuant to Article 4 of Decision 06/2020/QD-TTg regulating the process of applying for permission to organize international conferences and seminars in Vietnam, this process is carried out as follows:

Step 1: Submit application for permission to organize international conferences and seminars:

The organizing unit sends complete application documents to the competent authority:

• At least 40 days before the conference or workshop falls under the decision-making authority of the Prime Minister.
• At least 30 days in advance for conferences and seminars under the authority of the competent person to decide

Step 2: Conduct the conference:

• Implement conferences and seminars: Conduct according to approved content and Project; comply with current financial regulations.
• Responsible for content: Ensuring the content of documents, reports, presentations, and related materials released before, during and after the conference, and implementing regulations on protecting state secrets.
• Report results: Within 15 days from the end of the conference, send a report on organizational results to the competent authority, and at the same time send it to the Ministry of Foreign Affairs (for conferences under the jurisdiction of the Prime Minister). coating) for synthesis. Report according to Form 02 attached.

Note: For approved programs and projects that have the organization of international conferences and seminars but do not have a Project, or when the approving agency is not the competent agency or organizing unit, Officials still need to follow the above permit application process before conducting international conferences and seminars.

Support services and consulting on procedures for applying for a license to organize international conferences according to standards

To ensure that international conferences take place smoothly and according to regulations. Long Phan provides consulting services for licensing international conferences including:

• Consulting on regulations related to the organization of international conferences.
• Support the preparation and completion of necessary documents such as permission letters, organizational plans and related documents.
• Analyze and evaluate factors related to organizing the conference, including location, budget and necessary resources.
• Provides detailed instructions on the License application process, application submission time and necessary requirements from authorities.
• Monitor and update application processing status, ensuring that all necessary information is provided promptly.
• Consulting to resolve when disputes arise.

The procedure for applying for a license to organize an international conference is an important process, ensuring that events take place legally and professionally. Comply with regulations for effective conference organization. With a team of experts with many years of experience, Long Phan provides optimal support services to help make the process of applying for a License more convenient. Please contact the hotline 0906735386 for the best advice and support!