For most exhibitors and contractors who ship to overseas events, the customs clearance process for the UK is not much different to other countries; providing the correct procedures have been followed.
The customs clearance process can, in most cases, be instantaneous. Customers shipping their consignments for an event in the UK will be required to obtain an EORI number. You can apply for an EORI number here.
Giveaways, brochures and most marketing materials may be subject to customs duties and taxes. We recommend you speak with DSV or your chosen freight forwarder to check this prior to shipments being made.
For temporary imports, including exhibition stand materials, there are generally two options:
• A customs temporary import bond guarantee; or
• ATA Carnet
ATA Carnets may provide more flexibility on transport options, especially for stand-fitting materials.
DSV or your chosen freight forwarder can clear the goods as a temporary import using a customs bond facility or obtaining an ATA Carnet on behalf of the customer.
Guidance for contractors
If contractors are employed by an EU-based organisation, they will be able to carry out their business-related activities in the UK multiple times and stay for up to six months without applying for a visa.
Guidance for speakers
Any EU citizen coming to the UK to give a one-off or short series of talks or speeches can do so provided the talks are not part of a commercial event. That is where their activity will not make a profit for the organiser.
Guidance for delegates
For EU delegates there have been no changes to the visa requirements; they can visit the UK multiple times. This includes participating in business-related activities such as meetings, events and congresses.
For non-EU delegates, the current immigration rules will continue to apply. We strongly advise delegates to find out if they need a visa to enter the UK as early as possible, and should a visa be required, to apply as soon as possible because the process can take up to 20 working days.
For more information visit www.gov.uk/check-uk-visa
The place of supply for organisers managing events at Excel is classed as the UK, so you will need to register for VAT (supposing that you accrue a turnover of £85,000 or over within a 12 month period). Alternatively you can appoint a VAT Agent to help manage the VAT process.
The gov.uk website is the best reference for information about the current rules around UK VAT for events.
VAT will be incurred on most items of expenditure relating to the conference delivery, such as venue rental, AV, print, local business services etc. These can be offset against the income VAT collected, for example the mandatory VAT on registration fees.
Many restaurants now add a discretionary service charge to your bill but in places that don’t it is customary to leave a 10% to 15% tip (unless the service was unsatisfactory).
You are not expected to leave a tip in bars and pubs, when ordering a round of drinks.
If you take a boat trip on the Thames or guided tour around the city, you’ll find some guides and/or drivers encouraging a tip. Whether you pay is up to you. You can tip taxi drivers up to 10% but most people round up to the nearest pound.
