Event planning: budget, VAT and contracts

Updated March 2026 - A corporate event, trade fair or ticketed format should be managed as a profit center, not just as a communication expense. The key issues are budget discipline, correct VAT treatment and clear supplier contracts.

Include direct costs, indirect internal costs and a contingency line. In practice, a 5% to 10% buffer is usually necessary to absorb technical changes, capacity adjustments or additional logistics.

There is no single "event VAT rate". In France, the applicable rate depends on the exact nature of the flow:

• ▸20% for most services and alcoholic beverages
• ▸10% for certain catering and accommodation transactions
• ▸5.5% for certain admission rights to eligible performances

If your event mixes ticketing, sponsorship, catering and technical services, several VAT regimes may apply at the same time. See also our guides on VAT returns, VAT for SMEs and restaurant VAT.

Your supplier agreements should clearly define:

• ▸scope and deliverables
• ▸timing and milestones
• ▸pricing, deposits and reimbursable costs
• ▸liability and insurance
• ▸cancellation, postponement and force majeure

French vigilance obligations may also apply when dealing with suppliers and subcontractors.

We can review your budget assumptions, VAT mapping and supplier contracts before the event goes live.

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The safest sequence is simple: budget first, VAT qualification second, contracts third. That is how you protect both margin and compliance.

Planning an event in France?
We can review the structure before you commit the spend.

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