VAT Reclaim on Tradeshows and Conferences

VAT incurred while participating in tradeshows and conferences in Europe is, in most cases, refundable to the North American company. In order to secure the refund, the applicant must make sure that they receive original invoices from the vendors in Europe. The invoices, including the hotel invoices, must be issued to the applicant's business address in North America. If the U.S. company is the organizer of the tradeshow/conference event in Europe, and fees are collected, registration at the planning stage for VAT may be required in order to get the refund.

Euro VAT Refund is highly specialized in assisting North American companies in reclaiming VAT incurred on tradeshows and conferences in Europe. Our services include working closely with the European vendors, when needed to get the correct VAT invoices that will qualify for a refund. We also assist companies in registration for VAT when required.

VAT and Corporate Meetings/ Conferences/Exhibitions

1. VAT Refund on business meeting; Fees are charged:
A foreign event planner and/or corporation producing a meeting, conference or exhibition in Europe is, in most cases, subject to Value Added Tax if any fees are to be collected for this event. This translates to mean that the foreign event planner and/or corporation is legally required to:

1. Register for VAT in the European country where the event takes place.
2. Assess (charge) VAT on all invoices issued regarding the event (i.e. to the corporate client/conference attendees/sponsors).
3. Deduct the VAT paid on most invoices to the European vendors.

If the foreign event planner/corporation does not comply with EU VAT laws, they will:

· Incur a tax penalty for violation of VAT laws, if discovered.
· Decrease their profit margin because none of the VAT incurred from the European vendors will be refundable.

Note that most attendees/sponsors representing business entities worldwide are able to reclaim the VAT charged for the event.

VAT registration must be done at the planning stage of the event.

2. VAT refund on business meeting; No fees are charged:
If no fees are to be collected for the corporate meeting/conference/exhibition taking place in Europe, the VAT incurred from the European vendors can in most cases be reclaimed without prior VAT registration. The event planner/corporation must make sure to collect original invoices (no faxed copies) that are issued to the planner's company name and address in North America. The original invoices must be submitted to the local EU VAT authorities.

3. VAT refund on incentive trips:
In general, VAT is not refundable to a corporation that organizes an incentive trip for their employees or contracted sales people. The incentive trip may certainly be a corporate expense but, in most cases VAT legislation disallows VAT refund on the services since no business was conducted.

The VAT rules related to European meetings are very complex, and vary from country to country. Canada requires the event planner to contact the hosting hotel before the meeting to request an exemption from paying GST. Contact Euro VAT Refund to get the VAT details related to your event.