Circular No. 09/2013/TT-BYT dated March 29, 2013 of the Ministry of Health guiding the organization and management of international medical conferences and seminars in Vietnam

THE MINISTRY OF HEALTH

Circular No. 09/2013/TT-BYT of March 29, 2013, guiding the organization and management of international medical conferences and seminars in Vietnam

Pursuant to the Government’s Decree No. 63/2012/ND-CP of August 31, 2012, defining the functions, tasks, powers and organizational structure of the Ministry of Health; 

Pursuant to the Prime Minister’s Decision No. 76/2010/QD-TTg of November 30, 2010, on organization and management of international conferences and seminars in Vietnam;

At the proposal of the director of the International Cooperation Department;

The Minister of Health promulgates the Circular guiding the organization and management of international medical conferences and seminars in Vietnam.

Chapter I

GENERAL PROVISIONS

Article 1. Scope of regulation

1. This Circular regulates international medical conferences and seminars involving foreign entities, organized in the form of face-to-face meeting in the Vietnamese territory or video conferencing with at least one point in the Vietnamese territory (below referred to as international seminars for short) including:   

a/ International seminars organized by Vietnamese agencies or organizations with the participation or financial assistance of foreign parties;

b/ International seminars organized in Vietnam by foreign agencies or organizations.

2. This Circular does not apply to international press conferences and international seminars under the management of provincial-level People’s Committees.

Article 2. Subjects of application

1. Units of the Ministry of Health.

2. Units attached to the Ministry of Health.

3. Foreign health agencies and institutions which have been licensed to operate in the Vietnamese territory by competent Vietnamese authorities.

4. Vietnamese professional health associations.

Chapter II

COMPETENCE, DOSSIERS OF REQUEST, PROCEDURES FOR REQUESTING PERMISSION TO ORGANIZE INTERNATIONAL SEMINARS

Article 3. Competence to permit organization of international seminars

1. International seminars defined in Clause 1, Article 3 of the Prime Minister’s Decision No. 76/2010/QD-TTg of November 30, 2010, on organization and management of international conferences and seminars in Vietnam are subject to permission of the Prime Minister.

2. The Minister of Health shall decide on permission to organize international seminars other than those specified in Clause 1 of this Article and organized by agencies defined in Article 2 of this Circular (below referred collectively as international-seminar organizers).

Article 4. Dossier of request for permission to organize international seminars

1. Official letter requesting permission to organize an international seminar.

2. Scheme on organization of the international seminar with the following details:

a/ Reason for organization, title and purpose of the seminar;

b/ Time and venue of the seminar; sightseeing and survey places (if any);

c/ Organizational form and technology (in case of organizing video conferencing);

d/ Content, agenda and activities on the sidelines of the seminar;

dd/ Organizers: Vietnamese agency, foreign agency, financing agency (if any);

e/ Participants:  number and structure of delegates, including Vietnamese delegates and delegates with foreign nationality;

g/ Funding source and detailed tentative budget for organizing the seminar: Applicable to all international seminars falling under the deciding competence of the Prime Minister and international seminars falling under the deciding competence of the Minister of Health and organized by international-seminar organizers defined in Clauses 1 and 2, Article 2 of this Circular.

Article 5. Procedures for requesting permission to organize international seminars

1. International-seminar organizers shall send dossiers of request for permission to organize international seminars as prescribed in Article 4 of this Circular to the Ministry of Health (the International Cooperation Department) within the following time limits:

a/ At least 60 working days before the expected date of organizing the international seminar, for international seminars falling under the deciding competence of the Prime Minister;

b/ At least 35 working days before the expected date of organizing the international seminar, for international seminars falling under the deciding competence of the Minister of Health.

2. Within three working days after receiving a dossier of request for permission to organize an international seminar (the time of receipt of the dossier is determined according to the incoming correspondence seal of the International Cooperation Department), if having no request for dossier modification and supplementation, the International Cooperation Department shall make a document to send this dossier to relevant units in the Ministry of Health for opinion.

3. Within five working days after receiving a dossier of request for permission to organize an international seminar (the time of receipt of the dossier is determined according to the incoming correspondence seal of the unit), the consulted units shall issue written replies regarding their consent to or refusal of permission to organize the international seminar, clearly stating the contents which need to be completed in this dossier. In case of refusal, they shall clearly state the reason.

4. Within three working days after receiving the written replies of the units specified in Clause 6 of this Article (the time of receipt of official letters is determined according to the incoming correspondence seal of the International Cooperation Department), the International Cooperation Department shall summarize the opinions and submit them to the Minister of Health for consideration and decision:

a/ To consult the Ministry of Foreign Affairs, for international seminars falling under the deciding competence of the Prime Minister;

b/ To grant permission to organize the international seminar, for those falling under the deciding competence of the Minister of Health.

If the Minister of Health refuses to consult the Ministry of Foreign Affairs or does not grant permission to organize the international seminar, the International Cooperation Department shall send a written notification to the international-seminar organizer, clearly stating the reason.

5. Within three working days after receiving the written reply of the Ministry of Foreign Affairs (the time of receipt of the official letter is determined according to the incoming correspondence seal of the International Cooperation Department), the International Cooperation Department shall:

a/ Prepare a dossier of request for permission to organize an international seminar and submit it to the Minister of Health for consideration and decision to submit to and request permission of the Prime Minister in case the Ministry of Foreign Affairs agrees to the organization of the international seminar.  The time of submission and the dossier to be submitted to the Prime Minister for permission to organize an international seminar must comply with Point b, Clause 1, Article 4 of Decision No. 76/2010/QD-TTg;

b/ Issue a written reply on the refusal to grant permission to organize the international seminar, if the Ministry of Foreign Affairs disagrees to the organization of the international seminar, to the agency in charge of organizing the seminar.

6. Within three working days after receiving the opinion of the Prime Minister (the time of receipt of the official letter is determined according to the incoming correspondence seal of the International Cooperation Department), the International Cooperation Department shall send a written notification of the opinion of the Prime Minister regarding the organization of the international seminar.

Chapter III

MANAGEMENT OF ORGANIZATION OF INTERNATIONAL SEMINARS

Article 6. Responsibilities of the International Cooperation Department

1. To act as the focal point to advise and assist the Minister of Health in the uniform management of international medical seminars in Vietnam and carry out procedures of granting permission to organize international medical seminars in Vietnam.

2. To perform the tasks specified in Clause 3, Article 5 of Decision No. 76/2010/QD-TTg.

3. To provide guidance for international-seminar organizers on procedures for applying for entry and exit visas for international visitors to enter Vietnam to participate in international seminars or conferences, and to supervise the implementation of these procedures.

4. To review the organization and management of international seminars under the management competence of the Ministry of Health and sending review reports to the Ministry of Foreign Affairs for reporting to the Prime Minister before December 31 every year.

Article 7. Responsibilities of international-seminar organizers

1. To organize international seminars according to approved contents and within 15 working days after the closing of international seminars to report results of those international seminars according to the form provided in Appendix 1 to this Circular to the Ministry of Health (the International Cooperation Department).

2. To manage the organization of international seminars, content of speeches, content of public information and other publications to be circulated at international seminars; to take responsibility for contents of documents, materials, figures, reports, presentations and publications circulated before, during and after international seminars.

3. To strictly comply with the law on protection of state secrets and regulations on public information.

4. To detect and take timely handling measures against individuals and organizations that commit acts in violation of law or contrary to the provisions of this Circular when organizing international seminars.

5. In case an international seminar sees complex developments, to immediately report them to agencies competent to permit the organization of international seminars for timely direction and handling.

6. To take responsibility for carrying out procedures to apply for entry and exit visas for international visitors in Vietnam to participate in international seminars as prescribed by law and guided by the Ministry of Health (the International Cooperation Department).

7. To have specific plans on collaboration with functional agencies to ensure security for organizing international seminars.

8. To summarize the organization of international seminars of their units and report it to the Ministry of Health (the International Cooperation Department) according to the form provided in Appendix 2 to this Circular before December 31 every year.

9. To comply with regulations on expenditure, payment and financial finalization as prescribed by law.

Chapter IV

IMPLEMENTATION PROVISIONS

Article 8. Effect

1. This Circular takes effect on May 15, 2013.

2. Circular No. 24/2001/TT-BYT of December 21, 2001, of the Minister of Health, guiding the organization and management of international conferences and seminars in Vietnam ceases to be effective on the effective date of this Circular.

Article 9. Implementation responsibility

The director of the International Cooperation Department, the chief of the Office and the chief inspector of the Ministry, directors and directors general of departments and general departments under the Ministry of Health, heads of agencies and units attached to the Ministry of Health, directors of provincial-level Health Departments, and heads of health establishments within other ministries and sectors shall implement this Circular.

Any problems arising in the course of implementation of this Circular should be reported to the Ministry of Health (the International Cooperation Department) for study and settlement.-

 Minister of Health
NGUYEN THI KIM TIEN

* All appendices are not translated.