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Rules and procedures for organizing Lectures, Training ‎Courses and Meetings in the Kingdom of Saudi Arabia


Rules and Procedures for Organizing Lectures Training Courses and Meetings.

Chapter One: Introduction

Article 1: Definitions

The following terms and phrases, wherever mentioned herein, shall have the meanings assigned thereto unless the context indicates otherwise:

  1. KSA: Kingdom of Saudi Arabia.
  2. SECB:  Saudi Exhibition and Convention Bureau
  3. Organizer: A private sector institution or company; professional, medical, scientific, civil, charitable societies, chambers of commerce, public universities and institutes, and training centers in KSA.
  4. Competent Authorities:  Public entities related to lectures and training courses activities, such as Ministry of Education, Technical and Vocational Training Corporation, Saudi Commission for Health Specialties and others.
  5. Event\Events: In this document the term 'Event\Events' generally includes the following four types of business events:  Lectures, meetings, workshops and training courses.
  6. Lecture: An event with no less than ten attendees which takes place in a leased venue or outside the organizer's head office. Duration shall be no less than four hours and no more than one working day. One speaker gives a presentation or presents a paper on a specific topic.
  7. Meeting: An event with no less than ten attendees and takes place in a leased venue or outside the organizer's head office. Duration shall be no less than four hours and no more than (3) working days to discuss a specific topic. The meeting may be institutional or for associations.
  8. Workshop: An event with no less than ten attendees and takes place in a leased venue or outside the organizer's head office. Duration shall be no less than four hours and no more than (5) working days to discuss a specific topic, solve a problem or develop a product.
  9. Training Course: An event with no less than ten attendees, and takes place in a leased venue or outside the organizer's head office. This event is organized by an accredited training center, provides knowledge and skills to develop participant's abilities and participant is awarded a certificate. Duration shall be no less than four hours and no more than (15) working days, except qualification training programs approved by Technical and Vocational Training Corporation.

Article 2: Scope of Rules and Procedures

The following are excluded from rules and procedures:

  • Cultural events (religious and da'wa lectures, poetry evenings, plays, competitions, concerts, and social events), and subject to the procedures set out by Royal Order No. (5186) dated 15/4/1426 AH, and the Circular of Crown Prince, Deputy Prime Minister and Minister of Interior No. (164530) dated 18/9/1436 AH.
  • Events organized by embassies and diplomatic missions accredited in the Kingdom of Saudi Arabia, and subject to the procedures set out by Royal Orders No. (43857) dated 6/10/1432 AH and No. (7436) dated 21/10/1431 AH. 

Chapter Two: Rules for Organizing Events

Article 3: General Conditions

  1. Organizing events, which fall within the scope of this document, in KSA are prohibited without SECB licensing.
  2. Event shall be organized and operated in compliance with Islamic values, Sharia Law and general regulations of KSA.
  3. Event shall have an appropriate title that conforms to the Arabic language and public decency, taking into consideration all intellectual rights according to the applicable regulations. Arabic and English abbreviations may be used, provided that they express event content.
  4. After the end of the event, organizer may provide attendees with attendance certificate. In case the attendance certificate includes training hours, it requires the approval of these hours from relative public entities.
  5. Applicant (organizer) shall be in the capacity of the following categories:
  • Private Sector Companies and Institutions.
  • Licensed professional, medical, scientific, civil, charitable or cooperative societies.
  • Chambers of Commerce.
  • Public universities and institutes.
  • Training centers licensed by relative authorities.
  1. Prior to receiving a SECB license, all promotional activities for the conference are prohibited, including advertising of all forms. 
  2. Information provided in the license application must match the event (title, location, time and main topics).
  3. License shall not be assigned or sub-licensed to third parties. Subcontracting agreements may be concluded with other institutions to provide supply or market services.
  4. SECB shall hold no moral or financial liability in case the organizer fails to implement the rules and procedures.

Article 4: Event Venue

  1. Event shall only be held in hotels, exhibition and conference venues registered in SECB portal.
  2. Administrations of exhibition and conference venues shall only host events licensed by SECB.

Article 5: Event Program

  1. Event program shall be well prepared to ensure that the event's objective is fulfilled.
  2. Speakers should be carefully selected and registered in the program at least (20) days prior to the event, when choosing speakers ensure the following apply:
  • No criminal record or declared reservations.
  • Good conduct and behavior.
  • Is competent or experienced in the field to be discussed.
  1. There shall be no slurring of state symbols or policies; no discussion of any subjects related to policy, security, tribes or religion that may cause public distress or agitation; or lead to disturbance of public order.
  2. All Saudi regulations for intellectual property rights shall be observed with regards to the event.

Article 6: Accompanying Events

Tourism programs may be organized for participants in the event area and other areas within KSA, in cooperation with tour operators licensed by Saudi Commission for Tourism and National Heritage (SCTH). 

Article 7: Event Management

  1. Event Manager shall be experienced in event management.
  2. An electronic registration system shall be provided to register event participants. Registration shall include name, address, job and contact information. Participating in event is prohibited without registration.
  3. All employees and participants in the event shall wear ID cards indicating their names, jobs and affiliates.
  4. Provide an office for the executive management of the event equipped with telephone, fax and internet services. A full time official shall be appointed in the office during event work hours, whenever the number of attendance exceeds 200 persons.
  5. Provide a first aid room and a paramedic during event work hours, whenever the number of attendance exceeds 200 persons.
  6. Provide an information center for participants to answer their queries, whenever the number of attendance exceeds 200 persons.
  7. Providing a mechanism for receiving complaints/suggestions of participants.
  8. Smoking is strictly prohibited within all event facilities. Visible "No Smoking" signs shall be placed and a smoking area shall be allocated outside the event.
  9. Allocate two prayer areas for males and females.
  10. License number shall be placed on all advertising and promotional materials of the event.

     

Article 8: Ending and Evaluating the Event

The organizer is obligated to end the event at the time stated on the license, and submit a report to SECB within (15) days from the end date through SECB portal (www.secb.gov.sa). The event's detailed program shall be annexed to the report and include the following:

    1. The actual opening and end dates.
    2. Speaker or trainer name and contact information in case the event is a lecture or a training course.
    3. Number of individuals who participated in organizing the event.
    4. Total number of attendees from inside and outside KSA.
    5. Event's budget (total costs and revenues).
    6. General information about event results.

Chapter Three: Procedures for Licensing Events

Article 9: General Conditions for Issuing Event License

  1. Event licensing fees set by SECB Supervisory Committee shall be paid.
  2. Prior to obtaining the license, SECB shall contact public entities related to the specialization of the event (if necessary). In cases where the event deals with topics which directly discuss specialization and functions of that public entity. The recommendations and support of relative public entities are required. In case any of the entities disapprove the event, organizer shall be notified to communicate directly with that entity and convince it of  the feasibility of the event. 
  3. Organizer may charge an attendance fee after coordination with SECB, at least (5) days prior to the event.
  4. SECB may reject any application for organizing the event based on data related to the event's theme, scheduling or its conflict with other events; or based on instructions issued by relative authorities.
  5. Obtaining license does not relieve organizer from any legal or judicial liability or prosecution relating to others rights, if submitted by a third party\parties within or outside KSA before, during or after the event.

Article 10: Licensing Procedures for Lectures and Training Courses

  1. The organizer shall 'Register' and 'Update User Profile' on the SECB portal (www.secb.gov.sa), and then select "Licensing Lectures and Training Courses" from the "E-Services" drop down menu and fill in the application.
  2. Application for license for lecture or training course shall be requested through SECB portal at least (20) working days prior to organizing the event. Information provided in the license application must match the lecture or training course (title, location, time, topics, lecturer or trainer information) and attach the following documents: 
    • A copy of the venue's initial booking confirmation.
    • A copy of Technical and Vocational Training Corporation or Saudi Commission for Health Specialties approval, in case of the lecture or training course is accredited from these relative authorities or the approval from official entity that the event falls within its jurisdiction.

      Upon completing the application, SECB shall send a message confirming receipt. SECB shall review the application and documents and respond to the organizer with approval, rejection or conditional approval, within (7) working days.
    1. If SECB approves the application, organizer shall pay the service fees. SECB shall notify the organizer via email with the license.
    2. SECB shall provide all relative authorities with a copy of the license for arranging, supervising, monitoring and documenting any irregularities occurring during the lecture or training course, each within their field of competence.

Article 11: Licensing Procedures for Meetings and Workshops

  1. Organizer shall 'Register' and 'Update User Profile' on the SECB portal (www.secb.gov.sa), and then select "Licensing Meetings and Workshops" from the "E-Services" drop down menu and fill in the application.
  2. Application for license for meeting or workshop shall be requested through SECB portal at least (5) working days prior to organizing the event. Information provided in the license application must match the meeting or workshop (title, location, time, main topics) and attach the following documents: 
    • A copy of the venue's initial booking confirmation.
    • Upon completing the application, SECB shall send a message confirming receipt. SECB shall review the application and documents and respond to the organizer with approval, rejection or conditional approval.
    1. If SECB approves the application, organizer shall pay the service fees. SECB shall notify the organizer via email with the license.
    2. SECB shall provide all relative authorities with a copy of the license for arranging, supervising, monitoring and documenting any irregularities occurring during the lecture or training course, each within their field of competence.

Article 12: Modifying Dates, Venues or Topic

  1. In case of cancellation or modification of date or venue, organizer shall notify SECB through its portal within at least (5) working days prior to the lecture or training course and (24) hours prior to the meeting or workshop. Organizer shall clarify the reasons of such modification or cancellation and acquire SECB approval thereof.
  2. Upon obtaining the license, organizer may not be able to change the event's name, topic or aspects, and such change requires the submission of a new application.
  3. Upon obtaining the license, organizer may not be able to change the number of event's attendees or targeted segments, and such change requires the submission of a new application.

Chapter Four: Violations and Penalties

Article 13: Penalties

In case of violation of the stipulated rules and regulations, violators of the provisions of Chapter Two of this agreement shall be punished by the following:

  1. If the violation is committed for the first time, SECB shall issue a written warning to the organizer requesting amendments during the event. Organizer shall sign a pledge not to repeat the violation in the future.
  2. If the violation is committed for the second time after receiving a written warning, the organizer shall be banned from organizing events for three months. If the organizer has received license for organizing events within the suspension period, they shall be canceled or postponed to after the suspension period.
  3. If the violation is committed for the third time, the organizer shall be banned from organizing events for six months. If the organizer has received license for organizing events within the suspension period, they shall be canceled, not rescheduled or postponed to after the suspension period.
  4. If the violation is committed for the fourth time, the organizer's registration in SECB portal shall be suspended, and organizer shall be prevented from organizing events. All licensed events shall be canceled. Organizer's registration in SECB portal may not be reinstated until at least one year after the date of suspension, provided that the organizer provides pledges not to repeat the violation and commits to additional requirements. Relative authorities shall be notified.

Article 14: Penalty and Appeal

  1. SECB shall recommend a penalty to the Chair of SECB Supervisory Committee or an authorized representative for approval.
  2. Violating organizer may appeal before the Chair of SECB Supervisory Committee within (15) days of notification date. SECB shall review the appeal and inform the organizer within (30) days.

If the appeal is rejected or the organizer is not informed, the violating organizer may file a claim before courts of jurisdiction in accordance with the regulations.

 
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