Decision 729/QD-BNG 2020 administrative procedures for organizing international conferences in Vietnam

NEWLY ISSUED ADMINISTRATIVE PROCEDURES UNDER THE COMPETENCE OF THE MINISTRY OF FOREIGN AFFAIRS

(Attached to the Minister of Foreign Affairs’ Decision No. 729/QD-BNG of April 10, 2020)

PART I. LIST OF NEWLY ISSUED ADMINISTRATIVE PROCEDURES

PART II. CONTENT OF NEWLY ISSUED ADMINISTRATIVE PROCEDURES

I. Procedure for granting permission to organize international conferences and seminars under the competence of the Prime Minister

1. Implementation order: (Including the time and location for carrying out administrative procedures)

- Step 1: The organizing entity shall submit the dossier of request for permission to organize an international conference or seminar to the agency of the competent person. This must be done at least 40 days prior to the proposed date of organization of the event.

- Step 2: Upon receiving the dossier, the competent person shall seek opinions in written from the Ministry of Foreign Affairs, the Ministry of Public Security, and relevant agencies and localities. These agencies and localities shall provide a written response within no more than 15 days from the date of receipt of the written request.

- Step 3: After obtaining all written opinions from the Ministry of Foreign Affairs, the Ministry of Public Security, and relevant agencies and localities, the competent person shall submit it to the Prime Minister for consideration and decision on grant of permission to organize the international conference or seminar.

- Step 4: After receiving the Prime Minister's opinion, the competent person shall issue a written response to the organizing entity and send it to the Ministry of Foreign Affairs, the Ministry of Public Security, and relevant agencies and localities.

2. Method of implementation: In-person, via postal service, or online (depending on the agency of the competent person).

3. Components and quantity of the dossier:

3.1. Components:

3.1.1. Official dispatch requesting permission for organization.

3.1.2. Organization scheme according to Form No. 01 in the Prime Minister’s Decision No. 06/2020/QD-TTg of February 21, 2020 on the organization and management of international conferences and seminars in Vietnam.

3.1.3. Written documents with opinions from relevant agencies in cases required by other law regulations.

3.1.4. Written document with the approval of the policy of hosting the international conference or seminar (if any).

3.2. Quantity: One (01) set.

4. Time limit for resolution: None.

5. Subjects of administrative procedure implementation: Vietnamese agencies and organizations; foreign organizations.

6. Agency implementing the administrative procedure: Agencies of competent individuals, including: Ministries, ministerial-level agencies, government-attached agencies; People’s Committees of provinces and centrally-run cities.

7. Outcome of administrative procedure implementation: A written response to the organizing entity regarding the permission to hold the international conference or seminar.

8. Fees and charges: None.

9. Name of form and declaration: Form No. 01 on the scheme on organization of international conferences and seminars, attached to the Prime Minister’s Decision No. 06/2020/QD-TTg of February 21, 2020, on the organization and management of international conferences and seminars in Vietnam.

10. Requirements and conditions for implementing administrative procedure: International conferences and seminars under the competence of the Prime Minister, as specified in Clause 1, Article 3 of the Prime Minister’s Decision No. 06/2020/QD-TTg of February 21, 2020 on the organization and management of international conferences and seminars in Vietnam, include:

- International conferences and seminars attended by members that are heads of state or officials at the ministerial level or equivalent or higher from countries, territories and international organizations.

- International conferences and seminars with topics or content related to issues of national sovereignty, security, defense, ethnicity, religion, human rights, or matters within the scope of state secrets as prescribed by the laws on protection of state secrets.

11. Legal basis for implementing administrative procedure: The Prime Minister’s Decision No. 06/2020/QD-TTg of February 21, 2020 on the organization and management of international conferences and seminars in Vietnam.

II. Procedure for granting permission to organize international conferences and seminars not under the competence of the Prime Minister

1. Implementation order: (Including the time and location for carrying out administrative procedures)

- Step 1: The organizing entity shall submit the dossier of request for permission to organize an international conference or seminar to the agency of the competent person. This must be done at least 30 days prior to the proposed date of the event.

- Step 2: Upon receiving the dossier, the competent person shall seek written documents with opinions from relevant agencies and localities. These agencies and localities shall provide a written response within no more than 15 days from the date of receipt of the written request.

- Step 3: After obtaining all written documents with opinions from relevant agencies and localities, the competent person shall provide a written response to the organizing entity and simultaneously send the dossier to the relevant agencies and localities.

2. Method of implementation: In-person, via postal service, or online (depending on the agency of the competent person).

3. Components and quantity of the dossier:

3.1. Components:

3.1.1. Official dispatch requesting permission for organization.

3.1.2. Organization scheme, made using Form No. 01 in the Prime Minister’s Decision No. 06/2020/QD-TTg of February 21, 2020 on the organization and management of international conferences and seminars in Vietnam.

3.1.3. Written documents with opinions from relevant agencies in cases required by other law regulations

3.1.4. Written document with the approval of the policy of hosting the international conference or seminar (if any).

3.2. Quantity: One (01) set.

4. Time limit for resolution: None.

5. Subjects of administrative procedure implementation: Vietnamese agencies and organizations; foreign organizations.

6. Agency implementing the administrative procedure: Authorities of competent individuals, including: Ministries, ministerial-level agencies, government-attached agencies; People’s Committees of provinces and centrally-run cities.

7. Outcome of administrative procedure implementation: A written response to the organizing entity regarding the permission to hold the international conference or seminar.

8. Fees and charges: None.

9. Name of forms and declarations: Form No. 01 on the Scheme on organization of international conferences and seminars, attached to the Prime Minister’s Decision No. 06/2020/QD-TTg of February 21, 2020, on the organization and management of international conferences and seminars in Vietnam.

10. Requirements and conditions for implementing administrative procedure: International conferences and seminars other than those specified in Clause 1, Article 3 of the Prime Minister’s Decision No. 06/2020/QD-TTg of February 21, 2020 on the organization and management of international conferences and seminars in Vietnam, as follows:

- International conferences and seminars attended by members that are heads of state or officials at the ministerial level or equivalent or higher from countries, territories and international organizations.

- International conferences and seminars with topics or content related to issues of national sovereignty, security, defense, ethnicity, religion, human rights, or matters within the scope of state secrets as prescribed by the laws on protection of state secrets.

11. Legal basis for implementing administrative procedure: The Prime Minister’s Decision No. 06/2020/QD-TTg of February 21, 2020 on the organization and management of international conferences and seminars in Vietnam.

III. Procedure for approval of the policy of hosting international conferences and seminars under the competence of the Prime Minister

1. Implementation order: (Including the time and location for carrying out administrative procedures)

- Step 1: The organizing entity shall submit the dossier of request for the policy of hosting an international conference or seminar to the agency of the competent person

- Step 2: Upon receiving the dossier, the competent person shall seek written documents with opinions from the Ministry of Foreign Affairs, the Ministry of Public Security, and relevant agencies and localities. These agencies and localities shall provide a written response within no more than 15 days from the date of receipt of the written request.

- Step 3: After obtaining all written documents with opinions from the Ministry of Foreign Affairs, the Ministry of Public Security, and relevant agencies and localities, the competent person shall submit the dossier to the Prime Minister for consideration and decision on approval of the policy of hosting the international conference or seminar.

- Step 4: After receiving the Prime Minister's opinion, the competent person shall issue a written response to the organizing entity and send it to the Ministry of Foreign Affairs, the Ministry of Public Security, and relevant agencies and localities.

2. Method of implementation: In-person, via postal service, or online (depending on the agency of the competent person).

3. Components and quantity of the dossier:

3.1. Components: Official dispatch requesting the policy of hosting an international conference or seminar, clearly stating the reasons, objectives, topics, expected participants, and anticipated funding sources.

3.2. Quantity: One (01) set.

4. Time limit for resolution: None.

5. Subjects of administrative procedure implementation: Vietnamese agencies and organizations; foreign organizations.

6. Agency implementing the administrative procedure: Agencies of competent individuals, including: Ministries, ministerial-level agencies, government-attached agencies; People’s Committees of provinces and centrally-run cities.

7. Outcome of administrative procedure implementation: A written response to the organizing entity regarding the approval of the policy of hosting international conferences and seminars.

8. Fees and charges: None.

9. Name of forms and declarations: None.

10. Requirements and conditions for implementing administrative procedure: International conferences and seminars under the competence of the Prime Minister, as specified in Clause 1, Article 3 of the Prime Minister’s Decision No. 06/2020/QD-TTg of February 21, 2020 on the organization and management of international conferences and seminars in Vietnam, include:

- International conferences and seminars attended by members that are heads of state or officials at the ministerial level or equivalent or higher from countries, territories and international organizations.

- International conferences and seminars with topics or content related to issues of national sovereignty, security, defense, ethnicity, religion, human rights, or matters within the scope of state secrets as prescribed by the laws on protection of state secrets.

11. Legal basis for implementing administrative procedure: The Prime Minister’s Decision No. 06/2020/QD-TTg of February 21, 2020 on the organization and management of international conferences and seminars in Vietnam.

❖ Note:

- The request for approval of the policy of hosting an international conference or seminar is based on the needs of the organizing entity and not a mandatory procedure to be completed before applying for permission to organize the international conference or seminar.

- After obtaining approval of the policy of hosting the international conference or seminar, the organizing entity shall prepare a organization scheme and seek permission from the competent person to hold the international conference or seminar as prescribed.

IV. Procedure for approval of the policy of hosting international conferences and seminars not under the competence of the Prime Minister

1. Implementation order: (Including the time and location for carrying out administrative procedures)

- Step 1: The organizing entity shall submit the the dossier of request for approval of the policy of hosting an international conference or seminar to the agency of the competent person

- Step 2: Upon receiving the dossier, the competent person shall seek written documents with opinions from relevant agencies and localities. These agencies and localities shall provide a written response within no more than 15 days from the date of receipt of the written request.

- Step 3: After obtaining all written documents with opinions from relevant agencies and localities, the competent person shall provide a written response to the organizing entity and simultaneously send it to the relevant agencies and localities.

2. Method of implementation: In-person, via postal service, or online (depending on the agency of the competent person).

3. Components and quantity of the dossier:

3.1. Components: Official dispatch requesting the policy of hosting an international conference or seminar, clearly stating the reasons, objectives, topics, expected participants, and anticipated funding sources.

3.2. Quantity: One (01) set.

4. Time limit for resolution: None.

5. Subjects of administrative procedure implementation: Vietnamese agencies and organizations; foreign organizations.

6. Agency implementing the administrative procedure: Agencies of competent individuals, including: Ministries, ministerial-level agencies, government-attached agencies; People’s Committees of provinces and centrally-run cities.

7. Outcome of administrative procedure implementation: A written response to the organizing entity regarding the approval of the policy of hosting international conferences and seminars.

8. Fees and charges: None.

9. Name of forms and declarations: None.

10. Requirements and conditions for implementing administrative procedure: International conferences and seminars other than those specified in Clause 1, Article 3 of the Prime Minister’s Decision No. 06/2020/QD-TTg of February 21, 2020 on the organization and management of international conferences and seminars in Vietnam, as follows:

- International conferences and seminars attended by members that are heads of state or officials at the ministerial level or equivalent or higher from countries, territories and international organizations.

- International conferences and seminars with topics or content related to issues of national sovereignty, security, defense, ethnicity, religion, human rights, or matters within the scope of state secrets as prescribed by the laws on protection of state secrets.

11. Legal basis for implementing administrative procedure: The Prime Minister’s Decision No. 06/2020/QD-TTg of February 21, 2020 on the organization and management of international conferences and seminars in Vietnam.

❖ Note:

- The request for the policy of hosting an international conference or seminar is based on the needs of the organizing entity and not a mandatory procedure to be completed before applying for permission to organize the international conference or seminar.

- After obtaining approval of the policy of hosting the international conference or seminar, the organizing entity shall prepare a organization scheme and seek permission from the competent person to hold the international conference or seminar as prescribed.