Decision No. 122/2001/QD-TTg On the organization and management of international conferences and seminars in Vietnam

DECISION OF THE PRIME MINISTER

On the organization and management of international conferences and seminars in Vietnam

PRIME MINISTER

Based on the Government Organization Law dated September 30, 1992;

At the proposal of the Minister, Head of the Government Organizational and Civil Servant Affairs Committee,

DECISION:

Article 1. International conferences and seminars regulated by this Decision are those organized or hosted by Vietnamese agencies and organizations with participation or sponsorship from abroad; or organized by foreign agencies and organizations in Vietnam (hereinafter referred to as international conferences and seminars).

Article 2. The subjects to which the provisions on organizing international conferences and seminars under this Decision apply include:

1. Vietnamese agencies and organizations:

a) Ministries, ministerial-level agencies, and agencies under the Government (hereinafter referred to as central agencies) and their affiliated units.

b) Provincial People's Committees and municipal people's committees directly under the Central Government (hereinafter referred to as localities) and their affiliated units.

c) Central agencies of people's organizations: including mass organizations, political-social organizations, social-professional organizations, and some other organizations.

2. Foreign agencies and organizations specified in this Decision are foreign agencies and organizations that have been permitted by competent authorities in Vietnam to operate within its territory.

Article 3. Authority to permit the organization of international conferences and seminars:

1. The Prime Minister permits the organization of the following international conferences and seminars:

a) High-level international conferences and seminars where participants are heads of state or government officials at the level of ministers or equivalent from countries and international organizations.

b) International conferences and seminars involving content related to political issues, ethnic issues, religious issues, national security, defense, and matters classified as state secrets.

2. Heads of central agencies and localities decide on the organization of international conferences and seminars by their agencies and localities and permit affiliated units, foreign agencies and organizations directly licensed by central agencies and localities to organize international conferences and seminars with content not covered by Clause 1 of Article 3 of this Decision, in accordance with the management authority and responsibilities of these agencies and localities as stipulated.

3. International conferences and seminars organized by people's organizations shall be implemented in accordance with the regulations of the Central Party Secretariat.

Article 4. Content of management of international conferences and seminars.

Central agencies and localities manage international conferences and seminars according to the following contents:

1. Submitting to the Prime Minister for permission or deciding to permit the organization of international conferences and seminars in writing based on reviewing plans, content, scale, number, and composition of delegates (domestic and foreign), time, location, and funding sources. Permission documents issued by the head of central agencies and localities are also sent to the Government Organizational and Civil Servant Affairs Committee for consolidation and monitoring.

2. Managing organizational work, speech content, publicity information content, and publications released before, during, and after international conferences and seminars.

3. Identifying and promptly taking measures to address individuals and organizations that violate laws or intentionally contravene the provisions of this Decision during the organization of international conferences and seminars.

4. Reporting annually on the situation of managing the organization of international conferences and seminars by central agencies and localities to the Government Organizational and Civil Servant Affairs Committee for consolidation and reporting to the Prime Minister (attached model).

Article 5. Responsibilities of the agency organizing international conferences and seminars:

1. Vietnamese agencies and organizations, when organizing international conferences and seminars, must comply with the following requirements:

a) Request permission from the competent authority specified in Article 3 of this Decision in writing at least one month before organizing international conferences and seminars under the Prime Minister's authority and 15 days for those under the authority of central agencies and localities.

The content of the request for permission must clearly specify:

Purpose of the conference, seminar;

Content of the conference, seminar;

Time and location for organization, tour and survey locations (if any);

Organizing entities: Vietnamese agencies, foreign agencies, sponsoring agencies (if any);

Participants: number and composition of representatives including both Vietnamese and foreign representatives;

Source of funds;

Opinion Opinion of relevant agencies (if any).

b) Prepare a budget according to financial management regulations for international conferences and seminars organized with domestic state budget funds. Implement regulations on expenditures and financial settlement.

c) Be responsible for the content of documents, reports, presentations, materials, and data at international conferences and seminars; content of publications issued before, during, and after the conferences and seminars.

d) Implement regulations on protecting confidentiality and information dissemination rules.

đ) Immediately report to the competent authority to promptly direct handling in cases where conferences and seminars have complex developments.

e) Submit a summary report on the results of the conference and seminar to the agency that approved its organization and the Government Conference Organizing Committee within one month after the conclusion of the conference and seminar (attached form).

2. Foreign agencies and organizations when organizing conferences and seminars must comply with the following provisions:

a) Request permission from the competent authority specified in Article 3 of this Decision in writing at least two months before organizing international conferences and seminars under the Prime Minister's jurisdiction and one month for those under central and local authorities' jurisdiction.

b) The content of the request letter must clearly specify:

Purpose of the conference, seminar;

Content of the conference, seminar;

Time and location for organization, tour and survey locations (if any);

Organizing entities and the number of foreign and Vietnamese representatives;

c) Comply with Vietnamese laws and regulations related to organizing conferences and seminars.

Article 6. Organization and management of international conferences and seminars:

1. Ministers, Heads of ministries equivalent to ministries, Heads of government agencies, Chairmen of provincial People's Committees directly under the Central Government are responsible for managing all international conferences and seminars mentioned in Article 1 and Clause 1 of Article 4 of this Decision.

2. The Government Conference Organizing Committee is the lead agency of the Government responsible for coordinating with relevant agencies, compiling, and reporting annually on the situation of international conferences and seminars of central and local agencies to the Prime Minister.

3. For international conferences and seminars involving areas managed by central or local authorities, the organizing agency must seek written opinions from these agencies or localities before submitting to the competent authority for approval. Agencies or localities providing opinions are responsible for replying in writing within fifteen days from the date of receipt of the request letter. If there is no reply beyond this period, it will be considered as agreement.

4. Competent authorities issuing licenses to foreign agencies and organizations are responsible for reviewing the content and activities related to international conferences and seminars proposed by these agencies and organizations before proceeding with procedures as stipulated in this Decision.

Article 7. Organizations and individuals violating the provisions of this Decision shall be subject to legal sanctions depending on the severity of the violation.

Article 8. This Decision replaces Decision No. 236/1999/QĐ-TTg dated December 24, 1999 of the Prime Minister and takes effect fifteen days after the date of signature.

Ministers, Heads of ministries equivalent to ministries, Heads of government agencies, Chairmen of provincial People's Committees directly under the Central Government are responsible for implementing this Decision./.