A US-based non-profit organisation planned to host a three-day event in the UK in May 2025. As the organisation had no prior UK VAT obligations, they needed specialist advice to understand what was required before the event took place and how to remain compliant.
The organisation approached SimplyVAT in July 2024 to understand the VAT implications of organising and running the event in the UK. Their key priorities were:
Compliance missteps could have led to penalties and missed chances for VAT refunds.
Running an event in another country can create unexpected VAT obligations, especially when the organisation has not traded or held events there before. The organisation needed clarity on whether UK VAT registration was required, how its transactions should be treated, how invoices should be issued, and which event-related costs could be eligible for VAT recovery.
Following a detailed consultancy session, SimplyVAT guided the organisation through the VAT registration process, provided detailed advisory on the correct treatment of all event-related transactions, and mapped out a clear strategy for maximising eligible VAT recovery.
SimplyVAT supported the organisation throughout the full lifecycle of the project, beginning with UK VAT registration and continuing with ongoing VAT guidance before and during the event. After the event, SimplyVAT prepared and submitted the VAT return and managed the VAT repayment claim submitted to HMRC.
When HMRC opened a repayment verification review after the VAT return was submitted, SimplyVAT’s Audit Team took over the case. The team responded to HMRC’s enquiries, compiled the supporting documentation required, and managed all correspondence with HMRC on behalf of the client.
Throughout the process, SimplyVAT maintained open communication, delivering actionable advice and full-service support from registration through to VAT return filing.
With SimplyVAT’s guidance, the organisation was fully UK VAT compliant and reclaimed £65,293.89 in VAT on event expenses. The comprehensive support ensured all transactions were treated correctly and that the organisation was prepared for any regulatory scrutiny. The HMRC investigation began in October 2025 and was successfully concluded in November 2025, making it one of the quickest repayment investigations of this nature to be resolved. HMRC accepted the VAT repayment claim in full, confirming a refund of £65,293.89, which was then paid promptly with no delays.
With SimplyVAT managing the VAT compliance and audit process from start to finish, the organisation was able to focus on delivering its event while its UK VAT obligations were handled by specialists.
This case study shows how seeking VAT advice during planning can set an organisation up for success. Whether an organisation is planning an event, expanding into a new market, or responding to a tax authority enquiry, specialist VAT support can help reduce compliance risk and improve the chances of a successful outcome.
By seeking advice before the event took place, the organisation was able to meet its UK VAT compliance requirements and apply the correct VAT treatment to its transactions. Their preparation put them in place to recover £65,293.89 of eligible UK VAT and efficiently handle the HMRC repayment investigation.
