Public User Guide

For
Event Clearance System

National Informatics Centre

Department of Electronics & Information Technology

Ministry of Communications & Information Technology, New Delhi

(Version 1.2, April 2018)

TABLE OF CONTENTS
 Public User Guide for Event Clearance

Sr No. Particulars Page No.

1. Inroduction 3
2. Genereal Instruction 3
3. Getting Started 4
4. User Registration 5
5. Log In 10
6. Online Application Form 12
7. Print Application 20
8. Event List 22
9. Communication with MHA for Cancellation or any 23
Other Reason
10. Extended Date of Event 24
11. Change Password 25
12. Logout 26

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 Public User Guide for Event Clearance

1 Introduction

Events Clearance System is a web based application which is used by an individual or

organizations to register and apply for the event registration to obtain event clearance
certificate from MHA. In general, the Event should be applied before 30 days. But in case
of Prior Reference Category (PRC) countries participants i.e. Afghanistan, Iraq, Pakistan,
Sudan, foreigners of Pakistani origin, Stateless persons, the Event should be applied before
60 days.
Applicant has to fill the event registration form which includes personal details, organizer
details, event details and funding details along with required documents.

There is a provision to save the application partially (in case applicant need to leave in
between), but once the application is submitted finally, there is no provision to modify the
event details, applicant can only make the request to cancel the event and extend the date
of the event.

Clearance certificate would be issued from MHA after verification.

2 General Instructions for Public

The organizers who want to organize International/National Events, first get registered
to get the User ID and Password.
To get registered click on Registration link on Home page or New user (Sign up) on Log
in page.
Already registered user can login by using their User ID and Password to do the further
communication about the events and get clearance from MHA.
Password must have minimum 8 characters and combination of atleast 1 uppercase
alphabet, 1 lowercase alphabet, 1 special character and 1 number.
Forget Password in case of user forgetting there password user can drop a email to
Demoforget-mha[at]gmail[dot]in .
Read instructions and notes carefully, shown on each web screen of online application.
Application for the Event should generally be made before 30 days of event. In case of
Prior Reference Category (PRC) Countries Participants i.e Afghanistan, Iraq, Pakistan,
Sudan, foreigners of Pakistani origin, Stateless persons, the Application should be made
60 days prior to the Event.
Once application is finally submitted to MHA ,it can not be changed afterward. User can
change only partialy filled application at later stage before final submission.

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 Public User Guide for Event Clearance

3 Getting Started

1. Click on any web browser (Internet Explorer, Google Chrome, Firefox Mozilla etc.)
available on the computer.
2. On the address bar please type URL https://conference.mha.gov.in/ and then press
“ENTER” key from your keyboard.
3. Then, the following Home page (Ref figure 1.1) of “International Events/Conferences “
website will open.

Click here for Registration

Click here
for Login
Click on respective link to read
FAQ, Dos, Don’ts and User manual
Mannual

Figure 1.1

4. Click on Login tab that will directed you on the Log in page of “Event Clearance System”
5. Click on Registration tab that will be basically first step for obtaining Event Clearance
Certificate.

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 Public User Guide for Event Clearance

4 User Registration

After clicking on the ‘Registration’ tab in previous screen (Fig 1.1), following screen will be
displayed.

Click here for Registration

Figure 1.2

Steps:

1. Click on New User (Registration) link in above screen (Figure 1.2).

2. Registration Form for Organization and Individual will be same except organizer specific
details.

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 Public User Guide for Event Clearance

After clicking on New User (Registration) link in previous screen, following window will be pop
on the screen.

Applicant need to
provide answers either
“Yes” or “No” by
clicking on respective
radio button.

Click here to proceed

Note: Applicant must satisfy at least one condition given above by clicking on corresponding “Yes”
radio button in order to proceed on registration form screen. In case applicant click on “No” Radio
button and then click on Proceed button, a letter regarding eligibility of applicant will be displayed
on the screen as shown below (Fig 1.4).
Figure 1.3

Figure 1.4

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 Public User Guide for Event Clearance

4.1 Registration Form (For Organization)

After clicking on Proceed button in previous screen, following screen of ‘Registration Form’
will be displayed. Now, fill up the registration form as given below

Select Organizer
type as
“Organization”

Select Organization Type

Fill the Registration Press refresh

Form and click on button if “Access
“Submit” button Code” is not clear
Enter Access Code here
Figure 1.5

Steps:

1. User need to select Organizer type as “Organization” from the drop down button in the
above screen under “Personal detail” sub section.
2. Fill up the requisite information in the form (i.e. Personal details, organization details,
Contact Details etc.)
3. Enter Access Code as shown in the image.(Ref figure-1.5)
4. Once user filled the Registration Form on behalf of an organization, click on “Submit”
button.
5. User Id and password will be approved and activated by MHA (Ministry of Home Affaire)
that will be intimated to user on his/her provided email id.

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 Public User Guide for Event Clearance

4.2 Registration Form (For Individual)

An Individual who himself/herself is the organizer of event will fill up the Registration Form
as shown in below screen.

Select Organizer
type as “Individual”

Fill the Registration

Form and Submit
Figure 1.6

Steps:

1. User need to select Organizer type as “Individual” from the drop down button in the
above screen under “Personal detail” sub section.
2. Fill up the requisite information in the form.
3. Enter Access Code as shown in the image.(Ref figure-1.6)
4. Once user filled the registration Form, click on “submit” button.
5. User Name and Password will be approved and activated by MHA (Ministry of Home
Affaire) that will be intimated to user on his/her provided email id.

Note: Remember your ‘User id’ and ‘Password’ for future login on the Event Clearance System.

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 Public User Guide for Event Clearance

OTP Verification

User need to verify his registered email id through OTP verification facility. Once user click on
OTP Verification link shown in Fig 1.2, following screen will be displayed (Fig 1.7). User will enter
his user id, OTP and access code and click on Confirm OTP button in order to verify his registered
email id provided at the time of filling user registration form.

Click here to
Resend OTP
on registered
email id
Enter user id, OTP and access
code in respective boxes and
click on Confirm OTP button

Figure 1.7

User will click on Resend OTP link in case he has not received OTP on his registered email id.
After clicking on Resend OTP link a window will be pop up on the screen where he will be asked
to enter his user id. After click on Get OTP button, user will receive OTP on his registered email
id.

Enter user id and click

on Get OTP button

Figure 1.8

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 Public User Guide for Event Clearance

5 Log In

Registered user can login by using their User ID and Password to Apply Online
communication about the events and get clearance from MHA.

Click here if “Access

Code” is not clear

Click here if not

registered earlier

Enter user id, Password, Access code

and then click on “login” button.

Figure 1.9

Steps:

1. Read “Instruction To Use” carefully.

2. Click on “Login” tab given on the homepage of website(Ref figure 1.1)
3. Log in page will be open as show in above (Ref figure 1.9.)
4. Enter user name & password, provided while filling up the registration form.
5. Enter the Access Code as displayed on the Login form.
6. Click on “Login” button.

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 Public User Guide for Event Clearance

After successful Log in, following screen will be displayed.

Click here to apply for new Event

Figure 1.10

Once user/applicant click on “Click here to Apply New Event” link, a pop up window will be
displayed on the screen.

Applicant need to
provide answers
either “Yes” or “No”
by clicking on
respective radio
button.
Click here to proceed

Note: Applicant must satisfy at least one condition given above by clicking on corresponding “Yes”
radio button in order to proceed for Online Event Application Form.

Figure 1.11

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 Public User Guide for Event Clearance

6 Online Application Form

Online Event Application Form is divided into 5 main sections.

1. Organizer Details 2. Event and participant List 3. Funding Details

4. Upload Documents 5. Submit application
Each section will be displayed on the screen under their respective tab.

6.1 Organizer Detail

The first tab after log in is “Organizer Details” as shown in below screen (ref. figure-1.6). User can
update organizer’s address and contact details while filling online application for event
registration.

Enter/update
Organizer
Details and
click on
update data Click here to
button go to Next
tab
Figure 1.12

Steps:

1. Fill up/update the requisite information fields under “Organizer Details” tab in above
screen (ref figure-1.6).
2. Now, Click on “Update Data” button.
3. Message “Data has been saved successfully” will be displayed in case information is
updated successfully.
4. Click on next button icon to go on next tab.

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 Public User Guide for Event Clearance

6.2 Event and Participant Details

After Clicking on next button in previous screen (Ref figure-1.12), below screen will be
displayed under “Event and participant Details” tab as shown below (Ref. figure-1.13).

Select nature of event

by click on drop down
button

Enter Event and

venue details & Click
on “Save” button

Figure 1.13

Steps

1. Fill up the requisite information in the form under ‘Event Detail’

2. Specify nature of the event by selecting suitable entry from drop down list i.e.
 Conference
 Religious
 Seminar
 Sports Event
 Workshop

3. Once all details of event and venue are filled in their respective fields, click on “Save”
button.

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 Public User Guide for Event Clearance

Note: Application for the Event should generally be made before 30 days of Event. In case of Prior Reference
Category (PRC) Countries Participants i.e. Afghanistan, Iraq, Pakistan, Sudan, foreigners of Pakistani origin, Stateless
persons, the Application should be made 60 days prior to the Event.

6.3 Upload PRC/NON PRC Participant List

Participant list is of two types

Prior Reference Category (PRC): Participant from Afghanistan, Iraq, Pakistan, Sudan,
foreigners of Pakistani origin and Stateless persons come under this category.

PRC list of participants will be uploaded by user in any nature of event.

Non Prior Reference Category (Non PRC): Participant of Countries other than PRC
Countries comes under this category.

Click on “update”
button to save any
update under event Click here to download
details the Participant Sample
list.

Click here to
Click on “yes” radio button in case
Select List type upload PRC list
participants from PRC Category
PRC/Non PRC

Click here to Click here to

go back go next

Figure 1.14

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 Public User Guide for Event Clearance

Enter the details of

Participants as required.

Figure 1.15

Click here to
Convert File to
XML

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 Public User Guide for Event Clearance

Figure 1.16

Steps

1. Select the List type (PRC/Non PRC).

2. Download the sample participant list.
3. Open the excel file and fill the participants details in the list (Fig. 1.15).
4. After filling the details as given in the Excel Sheet, Click in the above given button Convert
To XML (Fig. 1.16).
5. The file will be saved on the user desktop location.
6. Click on Choose file button to browse PRC list of participants in Xml file format saved
on the desktop.
7. Click on upload button to upload the selected list/ file.
8. Once PRC/Non PRC list is uploaded successfully, it will be displayed on the last sub
section of screen. The screen is shown below.

Uploaded PRC List

Figure 1.17

9. Click on next button icon to go on next tab .

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 Public User Guide for Event Clearance

6.4 Funding Details

After clicking on next button in previous screen (Figure 1.17) new screen will be opened under
Funding Details tab. User will enter details like funding type, funding source, name of
organization, address etc.

Enter Funding Click here to

Details and Click here to upload delete record of
click on “Save funding Authority particular funding
Data” button Approval Document. organization

Click here to view

uploaded
document
Figure 1.18

Funding type can be fully or partial. It is possible that multiple organizations (domestic/
international) are funding for the same event. User can enter multiple funding organization here
along with uploading of funding authority approval document of respective organization.

Steps

1. User will fill up the requisite information in the form.

2. User will upload the funding Authority Approval Document of respective organization.
3. Now, User will save the funding details by clicking on Save Data button
4. Records of each funding Organization for a particular event will be shown in the table
on lower part of the screen.
5. Click on next button icon to go on next tab.

Note: In Case of Self-Funding (Funding Organization Type) the address details are not required.

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 Public User Guide for Event Clearance

6.5 Upload Documents

After clicking on next button in previous screen, user will be directed to Upload Document
screen. Based on the nature of event, user will upload here the copy of the clearance/approval
recomedation letter from ministry or any other government agencies. i.e

 MEA(Ministry of External Affairs) Political Clearance

 Other approval obtained from any government agency
 Approval letter from Ministry of Youth Affairs & Sports (Mandatory for sports event only)

Click here to select

document for upload
Click here to
upload document

Click here to select

document for upload

Click here to remove

uploaded document

Figure 1.19

Steps:
1. Click on “Choose File” button in above screen (ref. figure-1.19) to browse and select
letter/document from the system
2. Click on “Upload” button to upload the letter/document.
3. User can also remove the already uploaded file by clicking on “Remove” Button.
4. Click on next button icon to go to next screen.

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 Public User Guide for Event Clearance

6.6 Final Submit

After clicking on next button in previous screen, user will be directed to Final Submit tab
screen. Screen is shown below:

Click here to
submit self-
declaration and Review application
undertaking and then click on
“Final Submit” button

Figure 1.20

Steps

1. User will review and verify the application content before final submission.
2. User will give self declaration and undertaking by clicking on check box.
3. Finally user will click on “Final Submitt” button

Note: Once application is finally submitted to MHA ,it can not be changed afterward. User can
change only partialy filled application at later stage before final submission.

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 Public User Guide for Event Clearance

7 Print Application

After final submission of application in previous screen, user is now able to print the application
in below screen.

Click on “print
Application”
button to
generate the
application in
printable
format
printable
format
Figure 1.21

Steps

1. Click on “Print Application” button to generate the application in the printable format.

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 Public User Guide for Event Clearance

After clicking on “Print Application” button in previous screen, application will be generated and
displayed on screen in printable format as show in below screen

Figure 1.22

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 Public User Guide for Event Clearance

8 Event List

User can perform the following task under Event List

1. Check Event Application Status.
2. Complete the Partial filled application.
3. Apply for extenstion.
4. Communication with MHA(Through Message) for cancellation of Event or any other
reason.
5. Apply for new Event.

Check current MHA File status Click here for

sending message
to MHA

Click here to
edit application

Click here to apply for new Event

Figure 1.23

Steps:

1. User log into the Event Clearance System by his/her user name password.
2. Event list will be displayed immideate after log in.
3. MHA File status for all event applications will be displayed under “Complete Applications”
table in above screen(Ref. figure 1.23)
4. User can also edit and complete his/her incomplete application by clicking on “edit”
button under In-complete applications table.
5. Click on “Click here to Apply New Event” link shown at the bottom of the above screen.

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 Public User Guide for Event Clearance

9 Communication with MHA for Cancellation or any Other Reason

After clicking on Message button shown in previous screen ,below screen will be displayed(ref
figure-1.24). Here user can communicate with MHA in case of Event Cancellation or any other
reason for a perticular event. User can also raise request to MHA for the extension of event date
in case there is any change.

Select message
type as “Cancell-
ation” or “other” Enter message/
Remarks here

Click here for Choose file to

Click here to event date upload
send Message extension

Figure 1.24

Steps:

1. Select Message type as “Cancellation of Event” or “Other’ by clicking on “Message Type”

Drop down button under “Compose/ Send Message” sub section of the screen(ref figure
1.24).
2. Enter Message/ Remark in the text box.
3. Click on “Choose File” button to browse and select the file(pdf) for upload.
4. Click on “Send” button
5. In case there is need to extend event date and duration, click on “Extend Date” link.

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 Public User Guide for Event Clearance

10 Extend Date of Event

After clicking on “Extend Date” link in previous screen, following screen will be displayed.
From here user can send message to the MHA for the extension of event date/duration.

Enter extended
date of event

Click here to Enter reason Choose file to

send message to extend upload

Figure 1.25

Steps:

1. Enter Event Duration (From date, to date).

2. Enter Remarks/messages to extend the Event date in the text box
3. Click on “Choose File” button to upload any supporting document.
4. Click on “Send” button to send the message, other wise clik on “cancel” button.

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11 Change Password

Once user log in to the application, “Change Password” button will be visible to him/her
on top right corner of each screen (Ref figure 1.26).

Click here to change password

Figure 1.26

After clicking on “Change Password” , the following screen will be pop up on screen.

Figure 1.27

Steps:

1. Enter old Password, New Password and Confirm Password in respective text boxes.
2. Click on Submit button to change password
3. Password must have minimum 8 characters and combination of atleast 1 uppercase
alphabet, 1 lowercase alphabet, 1 special character and 1 number.

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 Public User Guide for Event Clearance

12 Logout

“Logout” button will be visible to user on each screen of online event clearance system.
User can click on Logout button on top right corner of each screen as show in below
screen.

Click here to log out

Figure 1.28

User will be exit from the Event Clearance System after clicking on Logout button
following screen will be displayed to user.

Figure 1.29

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