VAT Refunds on International Conferences and Exhibitions: A Guide for U.S. Businesses

U.S. companies attend thousands of conferences, trade shows, medical congresses, and exhibitions across Europe, the Middle East, and Asia each year. These events generate significant indirect tax costs, especially in countries where VAT or GST applies to registration fees, booth services, hotels, and supplier invoices.

While many firms treat these expenses as non-recoverable, most major jurisdictions offer a foreign VAT reclaim process. When approached correctly, U.S. organisations can recover a large percentage of their event spending through formal refund schemes.

This guide explains where VAT refunds are possible, what documents are required, and how U.S. companies can avoid the common errors that lead to rejections.

What Event Costs Usually Qualify for VAT Refunds?

1. Conference and Exhibition Registration Fees

Most events charge VAT on registration, admission, and delegate fees. These are among the easiest items to reclaim when the invoice includes:

• supplier VAT ID

• correct business name

• event description

• VAT amount shown separately

2. Booth and Exhibition Stand Costs

VAT is typically recoverable on:

• booth rental

• build and dismantle services

• stand design

• flooring and carpeting

• banner installation

• storage and handling

Incorrectly itemised packages may require supplier correction.

3. AV and Technical Services

Screens, speakers, microphones, projectors, wired internet, and dedicated lines all attract VAT in most markets. These costs accumulate quickly and are often missed.

4. Venue Services

Cleaning, security, event stewarding, electricity, power supply, and environmental fees can all form part of a valid claim.

5. Hotels and Travel-Related Costs

Refund eligibility varies by country, but hotel VAT is reclaimable in many European jurisdictions and the UK, provided invoices are compliant.

Where Can U.S. Businesses Claim VAT Back?

Common refund jurisdictions include:

• European Union (13th Directive refunds)

• United Kingdom (VAT65A claims)

• Switzerland

• Norway

• Canada (FCTIP for group travel and events)

• UAE (Business Visitor Refund Scheme)

Some countries, such as Japan and New Zealand, have limited recovery options and require specific contracting structures.

Documentation Requirements

Refunds depend heavily on documentation quality:

• Original or compliant electronic invoices

• Correct supplier VAT ID

• U.S. company name, not individual employees

• Clear description of services

• Proof of payment

• Event documentation (registration confirmation, exhibitor contract)

• Power of attorney for Antravia to act as refund agent

Packages labelled simply as “services” are rejected frequently.

Deadlines

• EU: typically 30 June of the following year

• UK: 31 December

• Switzerland/Norway: annual or periodic deadlines

• Canada FCTIP: statutory processing window

• UAE: varies by refund period

Missing a deadline usually prevents recovery.

Common Pitfalls

• Hotel invoices issued in an employee’s name

• No supplier VAT ID

• Mixed-service bundles without itemisation

• Event agencies billing incorrectly

• Services consumed in non-refund jurisdictions

• Late filing

How Antravia Helps

We support U.S. corporates by reviewing event invoices, correcting supplier documentation, preparing claims, and managing refunds across multiple jurisdictions. Our approach reduces VAT leakage and ensures companies recover eligible tax on conferences worldwide.

At Antravia, we specialize in guiding U.S. businesses through these intricacies to maximize returns. Initiate your 2025 claim assessment today with our complimentary eligibility review, just upload a sample invoice for tailored insights. Contact us

See our specialist pages
Global VAT Reclaim - Recover the Tax you’ve already paid abroad
UK VAT Reclaim for U.S. and Global Businesses
EU VAT Reclaim for U.S. and Global Businesses
UAE VAT Reclaim for U.S. and Global Businesses
International VAT Reclaim

Disclaimer:
Content published by Antravia is provided for informational purposes only and reflects research, industry analysis, and our professional perspective. It does not constitute legal, tax, or accounting advice. Regulations vary by jurisdiction, and individual circumstances differ. Readers should seek advice from a qualified professional before making decisions that could affect their business.
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