CIRCULAR

GUIDING ON ORGANIZATION, 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 Decision No. 76/2010/QD-TTg , of November 30, 2010, of the Prime Minister on organization, management of international conferences and seminars in Vietnam;

At the proposal of Director of international cooperation department;

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

Chapter 1

GENERAL PROVISIONS

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1. This Circular regulates activities of medical conferences and seminars involving foreign elements, organized in form of direct meeting in Vietnam’s territory or online form with at least a bridge head in Vietnam’s territory including:   

a. International conferences and seminars organized by Vietnamese agencies or organizations with participation or aids of foreign parties;

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

2. This Circular does not apply to the following cases:

a. International Press Conferences;

b. Organization of international conferences and seminars under management jurisdiction of provincial People’s Committee.

Article 2. Subjects of application

1. Units of the Ministry of Health.

2. Units affiliated the Ministry of Health.

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4. The health professional associations of Vietnam.

Chapter 2

COMPETENCE, DOSSIER OF, PROCEDURES FOR APPLYING FOR ORGANIZATION OF INTERNATIONAL CONFERENCES AND SEMINARS

Article 3. Competence in permission to organize international conferences and seminars

1. International conferences and seminars that fall in provision in clause 1 Article 3 of the Decision No. 76/2010/QD-TTg, of November 30, 2010, of the Prime Minister on organization, management of international conferences and seminars in Vietnam must apply for permission of the Prime Minister;

2. Leaders of the Ministry of Health shall decide on permission to organize international conferences and seminars that not fall in provision in clause 1 of this Article and organized by agencies, organizations, units that comply with Article 2 of this Circular (hereinafter abbreviated to agencies organizing international conferences and seminars).

Article 4. Dossier of applying for organizing international conferences and seminars

1. Official dispatch applying for organizing international conferences and seminars.

2. Scheme on organizing international conferences and seminars including the following contents:

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b. Time and locations organizing conferences and seminars; locations of sightseeing, survey (if any);

c. Organizational form and tecnology (in case of organizing online conferences and seminars);

d. Content, working program and activities on the sidelines of conferences and seminars;

dd. Members participating in organization: Agencies of Vietnam, foreign agencies, aid agencies (if any);

e. Participants:  Quantity and structure of delegates, including Vietnamese delegates and delegates with foreign nationality;

g. Funding source and detailed estimation for organizing international conferences and seminars: Applying to all international conferences and seminars under decision competence of the Prime Minister and just applying to international conferences and seminars which fall in decision competence of leaders of the Ministry of Health and are organized by agencies organizing conferences and seminars and being subjects specified in clause 1, clause 2 Article 2 of this Circular.  

Article 5. Procedures for applying for organizing international conferences and seminars

1. Agencies organizing international conferences and seminars shall send dossier of applying for organizing international conferences and seminars as prescribed in Article 4 of this Circular to the Ministry of Health (the international cooperation Department) according to the following time limit:

a. Not shorter than 60 working days before day is expected for organizing international conferences and seminars applicable to international conferences and seminars under decision competence of the Prime Minister;

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2. Within 03 working days after receiving dossier of applying for organizing international conferences and seminars (time of receipt of dossier is defined by seal of coming official dispatch of the international cooperation department), if no request for amending and supplementing dossier, the international cooperation department must have a document to send this dossier to consult with relevant units in agencies of the Ministry of Health.

3. Within 05 working days after receiving dossier of applying for organizing international conferences and seminars (time of receipt of dossier is defined by seal of coming official dispatch of unit), the consulted units must have a written reply regarding consent or non-consent for permission to organize international conferences and seminars and clearly state the contents need be finalized in this dossier.  In case of refusal, they must clearly state reason thereof.

4. Within 03 working days after receiving the written replies of units specified in point c clause 6 of this Article (time of receipt of official dispatch is defined by seal of coming official dispatch of the international cooperation department), the international cooperation department must summarize comments and submit to leaders of the Ministry of Health for consideration and decision:

a. Consulting with the Ministry of Foreign Affairs for organizing international conferences and seminars under decision competence of the Prime Minister;

b. Permitting to organize international conferences and seminars for cases under decision competence of leaders of the Ministry of Health.

If leaders of the Ministry of Health not agree to consult to the Ministry of Foreign Affairs or not permit to organize international conferences and seminars, the international cooperation department must have a written notice to agencies organizing conferences and seminars and clearly state reason thereof.

5. Within 03 working days after receiving the written reply of the Ministry of Foreign Affairs (time of receipt of official dispatch is defined by seal of coming official dispatch of the international cooperation department), the international cooperation department shall:

a. Prepare dossier of applying for organizing international conferences and seminars and submit it to leaders of Ministry for consideration and decision to submit and apply for permission of the Prime Minister in case the Ministry of Foreign Affairs agrees with organizing international conferences and seminars.  Time and dossier to submit the Prime Minister for permission to organize international conferences and seminars must comply with provision in point b clause 1 Article 4 of the Decision No. 76/2010/QD-TTg;

b. Have a written reply on non-consent in permission to organize international conferences for cases which the Ministry of Foreign Affairs disagrees with organization of international conferences to agencies presiding over organizing conferences and seminars.

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Chapter 3

MANAGEMENT FOR ORGANIZING INTERNATIONAL SEMINARS

Article 6. The responsibility of international cooperation Deparment

1. Being agency taking main responsibility, advising and assisting for the Minister of Health in unified management for international medical conferences and seminars in Vietnam and implementation of procedures for permission to organize international medical conferences and seminars in Vietnam.

2. Performing tasks specified in clause 3 Article 5 of the Decision No. 76/2010/QD-TTg.

3. Guiding for agencies organizing conferences and seminars of procedures for applying for issuing entry visa and exit for international visitors in Vietnam to participate in international conferences and seminars as well as supervising course of implementation of this procedures.

4. Summarizing situations of organization and management of international conferences and seminars under the management competence of the Ministry of Health and sending them to the Ministry of Foreign Affairs in order to report to the Prime Minister before December 31 every year.

Article 7. The responsibility of agencies organizing conferences and seminars

1. Performing the organization of conferences and seminars according to contents approved by competent authorities and reporting results of organization of international conferences and seminars according to the set form in Annex 1 promulgated together with this Circular to the Ministry of Health (the international cooperation Department) within 15 working days after ending the international conferences.

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3. Strictly performing provisions of law on protecting state secrets, provisions in information and propagation.

4. Detecting and having timely handling measures for individuals and organizations conducting acts violating law or in contrary to provisions of this Circular during course of organizing international conferences and seminars.

5. In case where the international conferences and seminars have complex situations arising, they must report immediately to agencies competent to permit organization of international conferences and seminars for timely directing and handling.

6. Taking responsibility for conducting procedures for issuance of entry and exit visa for international visitors in Vietnam to participate in international conferences and seminars as prescribed by law and guides of the Ministry of Health (the international cooperation department).

7. Having specific plans to coordinate with functional agencies to ensure security when organize conferences and seminars.

8. Summarizing situations of organization of international conferences and seminars of their units and reporting them to the Ministry of Health (the international cooperation department) according to the set form in Annex 2 promulgated together with this Circular December 31 every year.

9. Performing in accordance with regulations on expenditure, payment and finance finalization as prescribed by law.

Chapter 4

IMPLEMENTATION PROVISIONS

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

2. The Circular No. 24/2001/TT-BYT, of December 21, 2001, of the Minister of Health, guiding on 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 international cooperation Department, The Chief of Ministerial office, the Chief Ministerial Inspector, directors, directors general of departments under the Ministry of Health, heads of agencies, Ministerial-affiliated units, directors of the Health Department, Ministries, sectors shall implement this Circular.

In the course of implementation, any arising problems should be reported to the Ministry of Health (the international cooperation department) for study and settlement.

THE MINISTER OF HEALTH




Nguyen Thi Kim Tien

Thông tư 09/2013/TT-BYT hướng dẫn việc tổ chức, quản lý hội nghị, hội thảo quốc tế về y tế tại Việt Nam do Bộ trưởng Bộ Y tế ban hành