Examination and Approval of Foreign Institutions Independently Organizing or Co-Hosting Foreign-Related Economic and Technology Exhibitions in Hainan Free Trade Port
Name of the competent department: The Hainan Provincial Department of Commerce
Code of implementing entity: 11460000008173846K246012100900002
Handling period specified by law: 30 workdays
Explanation of the handling period specified by law：
The application of an exhibition independently organized or co-hosted by a foreign institution for the first time should be completed within 30 working days upon acceptance of application documents; The application for non-first-time exhibition should be completed within 20 working days upon acceptance. The acceptance time should be calculated from the date when application materials are complete.
Consultation at the window：
Comprehensive Window, 1st Floor, Hainan Government Affairs Service Center, No.3 Wuzhishan South Road, Haikou City, Hainan Province (no specific window number distinction)
Time for receiving at the window：
8:00-12:00 and 14:30-17:30 from Monday to Friday (except for statutory holidays)
Consultation phone： 0898-65328982： 0898-65306231
Complaint phone： 0898-12345
Document References
(1) "The State Council's Reply on Approving the Temporary Adjustment and Implementation of Relevant Administrative Regulations and Documents of the State Council in Pilot Areas for Comprehensively Deepening the Innovative Development of Service Trade" (State Council [2021] No. 94).
(2) "Decision of the State Council on the Establishment of Administrative Licenses for Administrative Examination and Approval Items Really Needed to Be Retained" (State Council Order No. 412, 2004) Item 179: Approval of projects for holding foreign economic and technology exhibitions in China.
(3) "Notice of the General Office of the State Council on Strengthening the Management of Holding Foreign Economic and Technology Exhibitions in China" (General Office of State Council [1997] No. 25).
(4) "Interim Measures for the Administration of Holding Foreign Economic and Technology Exhibitions in China" (Department of Foreign Trade, Ministry of Commerce [1998] No. 325).
(5) "Notice on Reaffirming and Clarifying the Relevant Provisions on Holding Foreign economic and Technology Exhibitions in China" ((Department of Foreign Trade, Ministry of Commerce [2001] No. 651).
(6) Announcement of the Ministry of Commerce (No. 10, 2011).
(7) "Decision of the State Council on Canceling and Decentralizing a Batch of Administrative License Items" (State Council [2019] No. 6).
(8) "Notice of 20 Departments including the Ministry of Commerce on Several Measures to Promote Trade Liberalization and Facilitation of Hainan Free Trade Port" (Free Trade Zone and Port Construction Coordination Department of the Ministry of Commerce [2021] No. 58).
Application Conditions:
1、For foreign institutions holding foreign-related economic and technology exhibitions independently:
(i) The foreign institution must be legally registered in the country where it is located (the registration documents of the foreign institution and the certification of the institution by the Chinese embassy or consulate in the country where it is located must be provided).
(ii) Foreign institutions must have the ability to undertake civil liability independently.
(iii) If two or more foreign institutions are to jointly host th e foreign-related economic and technology exhibitions, the major organizer shall perform applicant duty for the approval.
(iv) Application materials shall be submitted at least 6 months in advance for the first time and at least 3 months in advance afterward.
2、For foreign institutions co-hosting foreign-related economic and technology exhibitions:
(i) The foreign institution must be legally registered in the country where it is located (the registration documents of the foreign institution and the certification of the institution by the Chinese embassy or consulate in the country where it is located must be provided).
(ii) The co-hosting institution must have the ability to undertake civil liability independently.
(iii) If a foreign institution cooperates with or entrusts a domestic partner to jointly host a foreign-related economic and technology exhibition in Hainan Free Trade Port, the major organizer shall perform applicant duty for the approval.
(iv) If the domestic co-host is an enterprise legal person, the business scope on the business license must cover exhibition, exhibition services and other relevant contents. If it is a social organization or Government-sponsored Institution with legal person status, the business scope of the legal person registration certificate held must cover exhibition, exhibition services and other relevant contents.
(v) Application materials shall be submitted at least 6 months in advance for the first time and at least 3 months in advance afterward.
Application Materials:
1 Letter of application
Click Blank Sample
Mandatory
Original electronic edition
Prepared by the applicant
To explain the apply reasons, it is required to affix the application with the official seal or the signature of the legal representative of the apply unit (signature of the legal representative of the apply unit is acceptable for foreign institution, the same below)
2 Application form
Click Blank Sample
Mandatory
Original electronic edition
Prepared by the applicant
The application form must be filled in accurately and completely with concise and to the point exhibition content, and shall be affixed with official seal or legal representative signature of the apply unit.
3 Organizer registration documents
Mandatory
Original electronic edition
Issued by government departments (the supervision department of the market or civil departments)
If the exhibition is held independently by a foreign institution, the registration documents of the foreign institution and the certification of the institution by the Chinese embassy or consulate in the country where it is located shall be provided. If the exhibition is held jointly, the registration documents of the foreign institution and the certification of the institution by the Chinese embassy or consulate in the country where it is located, as well as the business license of enterprise legal person, registration certificate of social organization or government - sponsored institution with legal person status, and Organization code certificate of domestic co - host according to its business nature shall also be provided.
4 Agreement among all hosts
not Mandatory
Original electronic edition
Prepared by the applicant
If there are two or more hosts, a joint agreements signed by all the hosts should be provided.No provision is required in case of sole host.
5 Agreement between Host and Organizer
not Mandatory
Original electronic edition
Prepared by the applicant
If there are two or more hosts, the host and organizer protocol signed by all the organizers jointly or separately with the hosts should be provided. No need to provide if there is no organizers.
6 Proof of Change of Host
not Mandatory
Original electronic edition
Prepared by the applicant
If the host of previous exhibitions no longer participates in hosting this exhibition, it should provide corresponding certification materials and affix the official seal or signature of the legal representative. No need to provide if there is no change in the host; if a new host is added, the materials should be provided in accordance with the requirements of items (4) and (5).
7 Exhibition Information
Mandatory
Original electronic edition
Prepared by the applicant
Information of exhibition organizational structure, investment, and promotion; List of overseas exhibitors, including the company's Business license, address, country, etc. List of buyers, including name, nationality, Business license, address, etc.
8 Exhibition Emergency Plan
Mandatory
Original electronic edition
Prepared by the applicant
It should include specific security measures and make clear who is responsible, with the official seal of the Host or the signature of the legal representative.
9 Exhibition Intellectual Property Rights (IPR) Protection Scheme
Mandatory
Original electronic edition
Prepared by the applicant
Specific IPR protection measures such as cracking down on infringements and fake and shoddy products should be included. IPR protection offices should be set up at the exhibition site to carry out IPR protection assistance, reporting complaints and handling complaints, etc. The official seal of the host or the signature of the legal representative should be affixed.
10 Approval of the Previous Session of the Exhibition
Mandatory
Original and Copy
electronic edition
Issued by government departments (The Hainan Provincial Department of Commerce)
For subsequent sessions of an exhibition, if the previous session did not apply for approval according to the provisions, an explanation document should be attached.
Steps Approver Consultation phone Application Time Limit
1 Acceptance
Chen Caishu 0898-65306231
1 workday
2 First examination
Liu Jiancai
18 workdays
3 Examination
Fu Jun
0898-65225773
5 workdays
4 Decision making
Cui Jian
5 workdays
5 Accreditation and delivery
Chen Caishu
0898-6530623
11 workdays
FAQ
1 Q Whether foreign institutions can independently organize foreign-related economic and technology exhibitions in the People's Republic of China?
A At present, foreign institutions are only allowed to independently hold foreign-related economic and technology exhibitions in the Hainan Free Trade Port.
2 Q Will the Department of Commerce of Hainan Province accept the application materials if it is submitted later than the specified time limit due to special reasons?
A Application materials shall be submitted at least 6 months in advance for the first time and at least 3 months in advance afterward. Applications materials submitted later than the specified time limit must be supported by a explanation statement. If the situation is really special, we will conduct online examination according to the regulations and issue the approval document as soon as possible. To ensure that the eligible exhibitions obtain the approval document in time, the organizers are requested to submit the application materials according to the specified time limit.
3 Q Can application materials be submitted in languages other than Chinese or English?
A Only Chinese or English application materials will be accepted. Application materials in other languages must be translated into Chinese or English.
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