CPA for event businesses

Whether you run a foreign event agency with French operations, organise international events on French soil, or are an expat building a production company in France, accounting in the French event sector comes with specific complexity that requires a specialist. From the unique social regime for event workers to international VAT rules and French commercial payment terms, generic bookkeeping will not cover what you need.

One of the most significant French-specific challenges for event businesses is the regime des intermittents du spectacle. This special employment category covers technical and artistic professionals working in live events, television production, cinema and performing arts — including stage technicians, sound engineers, lighting operators, set builders and audiovisual professionals.

Intermittents work under fixed-term contracts (CDD d'usage) and access a dedicated unemployment fund (Unedic Spectacle). As their employer, you pay specific social contributions at different rates from standard French employment, and the payroll administration involves separate URSSAF declarations for annexe 8 (technical) and annexe 10 (artistic) workers.

For a foreign company operating in France, this means:

• Workers must be correctly classified as intermittents or standard employees — misclassifying them as auto-entrepreneurs creates serious legal exposure
• Payroll must be processed through French social security (URSSAF) with the correct regime
• Employer social charges for event workers add roughly 40-48% on top of gross salary, depending on the category

Our team handles intermittent payroll and ensures your declarations are filed correctly, so you can focus on delivering events rather than navigating French labour administration.

If you are a non-French company organising events in France, VAT quickly becomes complex. Under French and EU VAT rules:

• B2B services delivered in France are generally subject to French VAT at 20%, even when billed to a foreign client
• Cultural and sporting events may qualify for the reduced 5.5% or 10% rate, but the criteria are strict and the service must genuinely qualify
• Reverse charge mechanism: When you purchase services from French subcontractors (sound companies, caterers, venues), the reverse charge may apply depending on your French VAT registration status
• Intra-EU transactions: If your company is VAT-registered in another EU country, you need a French intra-EU VAT number and must handle French VAT reporting separately from your home country
• Non-EU companies: Non-EU event companies operating in France usually need a French fiscal representative to handle French VAT obligations

Getting this wrong can lead to double taxation, missed input VAT recovery, or penalties. We help international event operators structure their French VAT position from day one.

The French event market uses deposits (acomptes) and milestone invoicing heavily. Additional challenges apply for foreign operators:

• French payment terms: French commercial law caps standard B2B payment terms at 60 days (or 45 days end-of-month for some sectors). For public-sector events, the legal payment term is 30 days but delays are common
• Down payment enforceability: A deposit is only legally binding when properly documented in a signed contract or purchase order. For large corporate or public events, written acceptance documents protect your cash flow
• Currency exposure: Revenue from international clients in other currencies creates exchange rate exposure that must be managed and properly accounted for under French standards (PCG)
• French subcontractor payment: French law requires you to pay subcontractors within 30 days of invoice receipt — delays expose you to penalties

We help foreign event companies structure invoicing, deposits and collection processes to protect cash flow while staying compliant with French law.

Foreign event companies typically operate through one of these French structures:

• SAS (Société par Actions Simplifiee): The most common choice for international groups. Flexible governance, easy foreign shareholding, and standard French corporate tax rules apply
• SARL (Société a Responsabilité Limitee): Better suited to smaller operations with few partners; more rigid governance than SAS
• Branch office (succursale): Not a separate legal entity — the parent company bears direct liability. Simpler to set up but limited in scope
• Occasional service provision: Companies performing isolated events in France may operate temporarily under EU cross-border service provision rules, but this has time and frequency limits

Each structure has different tax, social and VAT consequences. We advise on the most appropriate structure based on your event volume, client base and risk profile.

French corporate income tax (impot sur les sociétés) applies at 25% on net profits (15% on the first 42,500 EUR for eligible SMEs). For event companies, key points include:

• Project costs — subcontracting, equipment hire, venue fees, intermittent payroll — are generally deductible
• Revenue recognition under French accounting standards (PCG) follows completion of delivery, not invoice date, which affects how project profitability reads at year-end
• Intra-group transactions with a foreign parent require transfer pricing documentation

We track project margins analytically so you can see — month by month — which productions actually generate profit after French costs are properly allocated.

We provide English-language accounting and advisory services to foreign event agencies, production companies and corporate event operators:

• Legal structure setup and French company registration
• VAT registration, French VAT returns and intra-EU VAT management
• Payroll for intermittents du spectacle and standard employees
• Project-level margin tracking and analytical bookkeeping
• Cash flow management adapted to the event production cycle
• Year-end accounts and French corporate tax filings

Working with a French chartered accountant who understands your international context avoids the translation losses that happen with generic French accountants unfamiliar with cross-border structures.

Background: Meridian Productions, a UK-based experiential events company, delivered a corporate product launch event for a French CAC 40 group in Paris. Production involved 8 technicians (lighting, sound, stage) hired locally for 3 days.

What they got wrong initially: Their HR team attempted to hire the 8 technicians as one-off freelancers, issuing purchase orders and expecting invoice payments. The technicians, all registered as intermittents du spectacle with Pôle Emploi, correctly indicated that the engagement triggered employer obligations under the intermittent regime — not a freelance contract.

Correct structure: Meridian needed either:

1. A French employer entity to directly hire the technicians under contrats à durée déterminée d'usage (CDDU — fixed-term contracts for intermittents), or
2. A French temporary staffing agency (agence d'intermédiation) certified to place intermittents, who would be the legal employer

Meridian used route 2 — a certified French production staffing agency handled the employment relationships. The agency billed Meridian for the total cost: gross wages (€9,600) + employer contributions at 63% for intermittents (€6,048) + agency fee (€1,800) = €17,448 total. The agency invoice was a deductible production cost for Meridian's French entity.

Had they tried to pay as individual freelancers: all 8 technicians could have been reclassified as employees, triggering URSSAF back-contributions + penalties of 40%, plus employee regularisation claims for holiday pay and seniority — potentially €30,000+ in unexpected liability.

French event companies and foreign operators with French productions need specific insurance coverage:

Annulation d'événement: event cancellation insurance covers revenue loss if a confirmed event is cancelled due to force majeure, venue failure, or key performer absence. Premiums typically range from 2–5% of event revenue. The insurance indemnity is taxable income in France if received — and must be correctly declared as such.

Responsabilité Civile Organisateur (RCO): mandatory for any public event in France (show, concert, exhibition). Covers third-party injury and property damage. Venue contracts typically require proof of RCO coverage before granting access.

Accounting treatment: insurance premiums are deductible operating expenses. Any self-insurance provision for uninsured risks (e.g., partial non-delivery coverage gaps) must be structured as a provision pour risque on the balance sheet — deductible only when the risk is probable and measurable.

Public-sector events (government conferences, municipal celebrations, EU institution events) represent a major share of the French events market. For foreign event companies:

Mandatory marche public thresholds: service contracts above €40,000 excluding VAT require a formal tender process (marché public). Below this threshold, direct purchase orders are permitted. Qualifying for public tenders requires up-to-date French administrative documents (certificats de situation fiscale, KBIS extract, insurance certificates — all in French).

Advance payments from public bodies: public sector clients may advance 5–30% of contract value under the avance obligatoire rules. This advance is a liability (not revenue) until the corresponding work is delivered. Treating it as revenue early distorts your reported results.

Slow payment reality: despite the 30-day legal limit for public entities, in practice French public bodies often pay in 45–60 days. Factor this into your French event company's working capital model.

Background: SummitBridge LLC, a New York-based B2B conference business, organised a two-day fintech summit at a Paris venue for 400 delegates. Total event revenue: €940,000 (delegate fees + sponsorship). Their French operations were structured through a French SAS.

Revenue: €940,000. French VAT at 20% = €188,000 VAT on outputs. Reverse charge on services bought from French suppliers (AV, catering, translation): €12,400 VAT self-assessed.

Main production costs:

• Venue hire (including technical infrastructure): €185,000
• Catering and hospitality: €72,000
• Speaker fees (3 US + 5 European): €98,000
• Marketing and promotion: €34,000
• Staffing (French employees + 8 intermittents du spectacle): €63,000 incl. charges
• Travel, accommodation, logistics: €28,000
• Insurance (annulation + RCO): €8,500
• Accounting, legal, translation: €14,200

Gross margin: €940,000 − €502,700 = €437,300 (46.5%)

French IS: after management fee to US parent (€85,000 arm's-length), taxable profit = €352,300. IS: €83,750. Withholding on US speaker fees (3 × €32,000 × 15% treaty rate): €14,400 — withheld by the SAS.

Key lessons: (1) management fee required a formal transfer pricing memo; (2) intermittents cost 63% employer charges vs the 45% budgeted; (3) VAT on delegate fees for the first 3 months was missed — fixed by retroactive VAT registration.

Foreign exhibitors at Paris shows (Porte de Versailles, Le Bourget, Villepinte) face specific costs:

• Booth rental VAT: 20%, fully recoverable if your French entity is VAT-registered. Non-registered foreign exhibitors pay this as a pure cost.
• Stand construction: French contractor invoice subject to 20% French VAT — recoverable for VAT-registered entities.
• Annual leave provisions: if your French event entity employs staff year-round, mandatory congés payés provision at 10% of gross wages must be booked monthly.
• TPTE: small per-operation transport levy at venue; track separately.

Getting VAT registration in place before the first event is almost always worth it — booth + stand construction on a €200K event recovers €40K in VAT.

Contact Hayot Expertise for event accounting support — 58 rue de Monceau, 75008 Paris | Free consultation