Organising events? Take care of VAT at every stage

Planning a conference, concert, trade fair, artistic performance or training session in another EU country? Remember – VAT regulations in the event industry are specific and depend on the location where the event takes place. This means that you may require VAT registration in the country of the event.

When should you consider this?

• You sell tickets to a concert, conference or trade fair — to both private individuals (B2C) and businesses (B2B).
• You organise an event outside Poland — for example in France, Spain or Italy.
• You provide admission to events — the place of taxation is always the country where the event is held.

What does this mean in practice?

• VAT registration in the country where the event takes place.
• Settlement of local VAT according to applicable rates.
• Issuing invoices with local VAT — even for B2B clients (the reverse charge mechanism does not apply in this case).
• Filing local VAT returns.

Why should you address VAT early on?

• You mitigate the risk of additional costs related to report corrections and late fees
• You avoid financial penalties for failing to register for VAT
• You ensure smoother ongoing operations and avoid unnecessary complications with local tax authorities.

Focus on delivering the event — we will handle the formalities

Instead of monitoring changing regulations in each country, you can concentrate on what you do best. We will provide comprehensive VAT compliance support — regardless of where your event takes place.

Read more about our VAT compliance services

Sustainable events in practice, from concept to delivery

Event agencies, conference organisers, festivals, trade fairs and sports events share one common denominator: time pressure and multiple variables affecting delivery. Integrating sustainability principles into this environment supports better organisation, risk management and more predictable operational costs.

A systematic approach to subcontractor management

The success of an event depends on dozens — sometimes hundreds — of entities: venue managers, technical teams, scenography providers, staffing agencies, transport companies, print suppliers and partner zone operators. Without an appropriate management system, it’s easy to slip up — from documentation errors to issues during health and safety or labour inspections.

How do we support you?

• We offer assistance in analysing key operational and financial risks.
• We design supplier verification systems covering labour law compliance, social standards, procurement practices, waste management and carbon footprint considerations.
• We support the development of a Supplier Code of Conduct as part of contractual arrangements (including provisions on fuel consumption, energy sources, alternatives to single-use materials and minimum remuneration standards).

The result? Fewer unplanned costs and smoother cooperation with sponsors and partners.

ESG strategy for agencies and organisers

A sustainability strategy should both be consistent with your business strategy and actively support your company’s development. We design ESG strategies that work effectively in B2B, B2C and complex project environments.

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What do you gain?

• An ESG strategy with measurable objectives and a structured implementation roadmap, aligned with CSRD requirements ISO 20121, and rating platforms (e.g. EcoVadis, CDP).
• Policies and standards supporting conscious process management.
• Templates aligned with public procurement criteria and corporate briefs — ensuring that tenders reflect your actual ESG performance.

The result? Increased credibility with partners and a stronger position in tender procedures.

Event carbon footprint — measured, reduced, documented

The largest contributors to an event’s carbon footprint are participant and crew transport, catering services, and energy and material consumption. We support your organisation in calculating emissions and developing a practical greenhouse gas (GHG) reduction plan.

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How do we work?

• We calculate the carbon footprint in accordance with the GHG Protocol (Scopes 1, 2 and 3) for a single event, a series of events or the entire agency.
• We develop a tailored emissions calculator adapted to your event format (conference, outdoor festival, trade fair, roadshow, hybrid or online).
• We support the definition of a project-specific carbon budget — a GHG emissions limit per participant — and analyse alternative delivery scenarios.
• We design a reduction plan with realistic and implementable decarbonisation targets.

The result? Lower fuel and material costs, more predictable energy budgets, reduced waste volumes and credible sustainability reporting.

Why should you work with us?

At EFF, we combine ESG standards with practical experience in event operations. We understand what matters to stage managers, technical teams, catering providers and sponsors. We help agencies strengthen their position in tenders and support organisers in meeting requirements such as waste reduction, lower carbon footprint, improved participant experience and audit readiness.

EPR compliance for international events

Events coordinators manage dozens, if not hundreds of suppliers and attendees from across Europe and the world more broadly. If not managed carefully, this can result in EPR obligations and data falling through the cracks between each party. With our “one-stop-shop” approach to EPR compliance across the EU and UK, we help our clients in the events sector manage the increasing complexities of EPR regulation in this environment. Turn complexity into clarity with our structured, end-to-end support designed specifically the meet the unique compliance needs of the events industry.

Gain clarity on your responsibilities

Multiple parties supply materials at events: caterers, merchandisers, exhibitors, sponsors, and logistic providers among them. Determining who is legally the “producer” under EPR is thus more complicated than for a traditional brick and mortar business and can lead to hidden liabilities.

How you benefit:

• Remove uncertainty around obligations – We analyse your supply chain and identify exactly where you hold producer status across packaging, WEE, batteries, and more.
• Align responsibilities across suppliers – We review supplier contracts and help reassign responsibility correctly.
• Capture all relevant materials – We ensure all imports, branding activities, and on-site distribution are captured properly.

Result? You avoid hidden liabilities and ensure the right party is legally responsible in each EU and UK market.

Collect accurate packaging and material data

Waste audits from several major festivals show major data gaps: suppliers often cannot provide packaging wastes, material composition, or volumes. Exhibitors frequently submit incomplete or inconsistent information. This leads directly to non-compliance with EPR reporting requirements.

How you benefit:

• Standardise data from all suppliers – We provide structured data-capture templates for caterers, merch vendors, exhibitors, and logistics providers.
• Consolidate reporting for compliance – We turn supplier and waste data into regulator-ready reports for every EPR scheme.
• Fill unavoidable gaps reliably – We fill unavoidable data gaps using regulator-accepted estimation methodologies.

Result? You gain complete, audit-ready EPR datasets even when suppliers cannot provide the necessary information.

Manage high volumes of single-use packaging efficiently

European festivals and concerts generate 2-5 kg of waste per attendee, with 60-80% of that being single-use food and drink packaging, according to the AGF & European Festivals Association. This packaging is now regulated under national EPR schemes with rising fees – particularly for plastic and composite materials.

How you benefit:

• Clarify obligations for every material stream – We determine which items require registration under each country’s EPR scheme.
• Ensure accurate reporting – We collect, standardise, and prepare all packaging data for submission to relevant schemes.
• Centralise your EPR processes – We manage all submissions and communications with local Producer Responsibility Organisations (PROs) in one consolidated workflow.

Result? You stay fully compliant with high-volume packaging requirements, with minimal administrative effort.

Navigate regulatory complexity with confidence

Touring concerts, international exhibitions, and multi-country sporting events must comply with entirely different EPR rules in each country. What counts as “placing on the market”, required registration thresholds, reporting frequencies, and fee structures differ significantly.

How you benefit:

• Stay ahead of evolving rules – We monitor EPR laws across the EU and UK, helping you anticipate and adapt to change.
• Understand your legal obligations – We review your materials and processes to confirm which responsibilities fall to you in each market.
• Simplify multi-country registrations – We coordinate across all local PROs and submission deadlines, centralising all reporting so you have one consolidated output rather than multiple country reports.

Result? You achieve seamless multi-market compliance with minimal administrative burden.

Why work with us?

• Streamline your ESG and compliance needs with a single partner for a simpler, more integrated experience
• Personalized, proactive support from a dedicated SME-focused team
• Legal expertise in EPR, local laws, and international compliance
• Cost-effective, flexible solutions designed for growing businesses
• Scalable ESG services tailored to your operational needs and sustainability goals

Don’t let regulatory challenges slow down your growth. Contact us for a tailored consultation and start your journey towards streamlined cost-effective compliance.