Event Permit Application Process

Organizing events for product marketing, brand image promotion, fashion shows, concerts, etc., cannot be done arbitrarily but must comply with the law on event organization. Therefore, the procedure for obtaining an event permit is always a top priority for individuals and businesses wanting to organize an event. To avoid violations and other unnecessary problems, please refer to the article below from HSV Media for more information on event organization procedures.

EVENTS REQUIRING PERMITS

Currently, all corporate events require permits from government agencies such as:

• Product launch press conference
• Running a roadshow
• Festival
• Exhibition
• Fashion show
• Performing arts
• Beauty contests
• Conferences, seminars, etc.

In addition, small, personal events such as weddings, birthdays, and parties do not require a permit.

EVENT LICENSING AUTHORITY

Based on the nature and scale of each event, it falls under the licensing authority of a specific agency, namely:

• For medium and small-scale domestic events, the Provincial People's Committee and the Department of Culture and Sports in the province or city where the event is held will be the agencies responsible for receiving and processing applications.
• For large-scale events held in two or more provinces or cities, the competent authority for issuing permits is usually the Ministry of Culture, Sports and Tourism, the Ministry of Industry and Trade, or the Ministry of Information and Communications, etc.

DEADLINE FOR SUBMITTING APPLICATIONS FOR EVENT ORGANIZATION PERMITS

Individuals or businesses intending to organize an event must submit an application for an event permit at least 10 days before the event. For fashion shows, beauty contests, and other events requiring design approval, the organizer must submit the application at least 30 days in advance.

APPLICATION FILE FOR PERMITS FOR SOME COMMON EVENTS

1. Organize musical performances.

The application for a concert permit includes:

• Application for permission to hold a performance: the application should clearly state the time, location, content of the performance, etc.;
• A notarized copy of the business license of the organizing entity;
• A contract for renting a venue to hold a music show;
• Lyrics transcript;
• Certificate confirming payment of copyright and performance rights fees.

2. Organizing exhibitions

The application for an exhibition permit includes:

• Application for permission to organize an exhibition: the application must clearly state the location, time, and content of the exhibition;
• List of works on display.
• List of the actual authors of the exhibited works;
• Exhibition venue rental contract;
• Sample invitation card for guests attending the exhibition.

3. Organize a fashion show.

The application for a fashion show permit includes:

• Application for permission to hold a fashion show;
• List of models and designers participating;
• Here are some examples of the outfits that will be showcased.
• Venue rental agreement;
• The rehearsal must be held at least 5 days before the fashion show takes place.

4. Hold a press conference.

The application for a press conference permit includes:

• Application for permission to hold a press conference;
• Business registration certificate of the enterprise or organization (02 notarized copies);
• Documents regarding the content and purpose of the press conference, performance permits, etc.

5. Organizing workshops and conferences

The application file for a conference/seminar permit includes:

• Legal documents confirming the legal status of the organization holding the seminar, such as: business registration certificate, business establishment decision, or a copy of the establishment certificate.
• Application for a permit to organize an event/conference.
• Copies of documents detailing the content of the event or project, and the workshop organization plan.
• Copies of documents related to the venue, and a letter of authorization from the client to the event organizer.

STEPS TO OBTAIN AN EVENT PERMIT

- Step 1: You need to prepare a complete set of documents, including all the necessary paperwork as required by law and appropriate for each specific type of event.

- Step 2: Submit the application to the competent authority. Proceed with submitting the application using one of the following methods:

• Submit directly at the headquarters of the competent authority.
• Submit via mail or online (depending on the agency, this method may be applicable).

- Step 3: The competent authority will review and assess the content of the application. If necessary, the competent authority will request approval of the event or program, or seek opinions from other relevant agencies and departments.

- Step 4: Receive the results of your event permit application.

On the scheduled date for receiving the administrative procedure results, you will go to the competent authority to collect your Event Organizing Permit. However, if the application is invalid or does not meet the licensing requirements, the competent authority will issue a written notice to the applicant.

SOME NOTES WHEN APPLYING FOR AN EVENT PERMIT

- During the event permit application process, unfavorable situations may arise, such as the need to revise the content or supplement the application. Therefore, you should not wait until the last minute to apply for the permit.

- Depending on the application, the authorities need time to review and approve the application, not to mention holidays and weekends, so you need to carefully research and plan your submission time to receive the permit according to your schedule.

Before submitting their application, individuals and organizations should visit the competent authority for guidance on the necessary procedures and requirements for organizing their event.

Through this article, HSV Media wishes to share with our customers information on how to apply for an event permit. HSV Media hopes you will gain more useful information and, from there, organize truly complete and successful events.

HSV Media – a leading professional event organizing company in Ho Chi Minh City.

Hotline:0362.209.208

government:hsvmedia.vn