To all units:

Hosting or organizing a large international conference at Shenzhen University refers to conferences, forums, seminars, report meetings, exchange meetings, etc. held at our university in which participants come from three or more countries or regions (excluding Hong Kong, Macao and Taiwan), and whose topics are international in nature. Among these, if any participants come from Hong Kong, Macao or Taiwan, an application must be filed in advance (for details, see the official notice "Instructions for Units Hosting or Organizing Activities Involving Hong Kong, Macao and Taiwan" at https://www1.szu.edu.cn/board/view.asp?id=404123). The application procedures are as follows:

I. On-Campus Application

The hosting or organizing unit must submit an approval application to the university (OA system) more than six months before the conference, detailing the time, name, scale, purpose and significance of the conference; the source and arrangement of funds; the list and brief background information of overseas participants (Appendices 1–4; the content must be in Chinese, except for names of institutions and schools); a brief introduction to the international conference and relevant content popularization; and a brief introduction to the organizer. For participating scholars from Hong Kong, Macao and Taiwan, the scholar's personal resume and detailed itinerary in Shenzhen must be provided. If our university is the co-organizer, a letter of authorization from the organizing unit is required, which will be reported to the university leaders for approval after review by the International Exchange and Cooperation Office.

The list of required materials is as follows:

1. Large foreign-related activity application form (Appendix 1)

2. List of overseas participating scholars (Appendix 2)

3. Conference agenda (Appendix 3)

4. Conference introduction (Appendix 4)

5. Budget table (Appendix 5)

6. Introduction of the hosting and organizing parties (Appendix 6)

7. Application form for holding an international conference in Shenzhen (Appendix 7)

8. Request for instructions to be submitted to the Shenzhen Municipal Government for approval (content includes: the conference's host/organizer, time, venue, theme and introduction, significance and impact, number of participants, number of overseas participants, number of participants from Hong Kong, Macao and Taiwan, and budget and its sources) (Appendix 8)

While submitting via OA, please also send the above materials to Teacher ZHANG's email for timely verification: yyzhang@szu.edu.cn.

II. Approval by the Competent Authority at a Higher Level

After the on-campus approval is passed, the International Exchange and Cooperation Office is responsible for submitting the application for approval to the competent authorities at the higher (municipal and provincial) level. The materials required for submission include: application report, conference agenda, list of overseas participating scholars, budget table, etc. Since the approval time requires more than six months, all applying units are requested to prepare the relevant materials early.

III. Handling Entry Procedures for Participants

After the conference approval document is issued, the International Exchange and Cooperation Office will notify the hosting or organizing unit in a timely manner. The hosting or organizing unit shall issue formal invitations to the foreign participants so that they can apply for visas to come to China.

IV. Conference Preparation

The hosting or organizing unit must strictly prepare the conference in accordance with the requirements of the approval documents of the university and the competent authorities at higher levels, practicing economy and organizing the conference in a simple manner.

V. Post-Conference Summary

The collection, sorting, filing and archiving of international conference materials is the responsibility of the hosting (organizing) unit. Relevant written materials, important photos, speech recordings and videos produced during the conference shall be archived in a timely manner. After the conference, the hosting or organizing unit shall submit the International Conference Summary Report Form (Appendix 9) to the International Exchange and Cooperation Office for filing within one month.

International Exchange and Cooperation Office

Contact person: ZHANG Yiyin, 86932202