How do I reclaim VAT as a foreign company hosting an event in the Netherlands?

Hosting a corporate event, conference, or incentive program in the Netherlands as a foreign company often means spending a significant amount on Dutch VAT. The good news is that in many cases, that VAT is recoverable. The process for a VAT reclaim in the Netherlands can feel complex at first, especially if your company is not registered for VAT in the country, but it is entirely manageable when you follow the right steps in the right order.

This guide walks you through exactly how to recover Dutch VAT as a foreign company hosting an event in the Netherlands, from checking your eligibility to submitting your application and handling any follow-up. Whether you are planning a large-scale MICE event in Amsterdam or an executive retreat in The Hague, understanding your VAT recovery options can save your organization a meaningful amount of money.

What you need before filing a VAT reclaim

Before you begin the VAT reclaim process, it is important to understand what you are dealing with. Dutch VAT, known locally as BTW (Belasting over de Toegevoegde Waarde), is currently charged at a standard rate of 21% on most goods and services, with a reduced rate applying to certain categories. When your company pays invoices for venue hire, catering, accommodation, transport, or event services in the Netherlands, that VAT is embedded in the cost.

To file a successful VAT refund for your event in the Netherlands, you will need to have the following ready before you start:

• Your company’s VAT identification number from your home country
• Proof that your company is VAT-registered and engaged in taxable activities
• All original invoices from Dutch suppliers, correctly formatted with BTW details
• A clear record of which expenses relate to your business activities in the Netherlands
• Bank account details for the refund to be paid into

Check your eligibility for Dutch VAT recovery

Not every foreign company qualifies for a Dutch VAT recovery, so confirming your eligibility before investing time in the application is essential. The rules differ depending on where your company is based.

1. If your company is based in an EU member state, you fall under the EU VAT Refund Directive (Directive 2008/9/EC). This allows you to reclaim Dutch input VAT through your home country’s tax authority portal, using the electronic system linked to the Dutch Tax and Customs Administration (Belastingdienst).
2. If your company is based outside the EU, you may still be eligible under the 13th VAT Directive, but only if the Netherlands has a reciprocal refund arrangement with your country. You will need to check whether such an arrangement exists between the Netherlands and your home country.
3. Your company must not be VAT-registered in the Netherlands and must not have a fixed establishment there. If you are registered, a different process applies.
4. The expenses you are claiming must relate to activities that would be VAT-deductible if carried out in the Netherlands, meaning they must be connected to your taxable business operations.

Once you have confirmed your eligibility, you have a clear foundation to proceed. If you are uncertain about your status, consulting a Dutch tax adviser before moving forward is a sensible step that can prevent costly errors later.

Choose the right VAT reclaim route for your company

With eligibility confirmed, the next step is selecting the correct application route based on where your business is registered. Getting this right from the start avoids delays and rejected claims.

EU-based companies

If your company is registered in another EU country, file your refund claim through the online portal of your own national tax authority. The claim is submitted electronically and forwarded automatically to the Dutch Belastingdienst. The deadline for submitting claims for the previous calendar year is 30 September of the following year. So for expenses incurred in 2025, your deadline is 30 September 2026.

Non-EU companies

If your company is based outside the EU, you must submit your refund application directly to the Dutch Tax and Customs Administration. The application is made in writing, and the process is more manual than the EU route. The deadline and format requirements can vary, so confirming the current procedure with the Belastingdienst or a local tax representative is strongly recommended before you begin.

In either case, make sure you understand the minimum claim threshold. For annual claims, the minimum refundable amount is typically €50. For shorter claim periods within the year, the threshold is higher. Claims below these amounts will not be processed.

Gather and prepare your supporting documents

Prepare your documentation carefully, as incomplete or incorrectly formatted invoices are the most common reason VAT refund claims are rejected or delayed. Each invoice you include in your claim must meet specific Dutch requirements.

1. Confirm that every invoice is addressed to your company with your full legal name and address.
2. Check that each invoice clearly states the supplier’s Dutch VAT number (BTW-nummer), the VAT amount charged, and the VAT rate applied.
3. Verify that the invoice date falls within the claim period you are applying for.
4. Ensure the description of goods or services on each invoice is specific enough to demonstrate that the expense is business-related.
5. Translate any invoices that are required to be in Dutch or another specified language, if your tax authority or the Belastingdienst requests this.

Organize your invoices by category, such as venue costs, catering, accommodation, and transport. This makes it easier to complete the application form accurately and speeds up any review by the tax authority. Keep digital copies of everything, as originals may be requested during the review process. If you are planning a corporate event in the Netherlands, asking your suppliers upfront to issue compliant invoices will save you considerable time at this stage.

Submit your VAT refund application to the Dutch authorities

With your documents organized, you are ready to submit. The submission process differs slightly depending on your route, but the core steps are consistent.

1. EU companies: Log in to your home country’s tax authority portal and navigate to the VAT refund section for other EU member states. Select the Netherlands as the member state of refund and complete the electronic form, entering invoice details and amounts as required. Attach digital copies of invoices where the portal requires them (typically for invoices above €1,000 for goods or €250 for fuel).
2. Non-EU companies: Complete the paper application form (available from the Belastingdienst) and submit it along with original invoices and supporting documentation to the Dutch tax authority’s address for foreign VAT refunds.
3. Include a cover letter summarizing your claim, your company details, and the total VAT amount you are requesting. While not always mandatory, this can help the reviewer process your claim more efficiently.
4. Note your submission date and keep a confirmation of receipt. For EU submissions, the portal will generate a reference number. For paper submissions, send documents by tracked mail.

After submission, the Dutch tax authority has up to four months to process your claim. If they request additional information, they may pause this clock until you respond. Monitor your application status through your home country’s portal if you are an EU applicant, or follow up directly with the Belastingdienst if you submitted a paper claim. You can also explore our approach to event planning to understand how we help clients manage the full scope of their Netherlands events, including financial administration support.

Handle rejections and follow up on your claim

Rejections happen, and they are not always final. Understanding why a claim was rejected and how to respond gives you the best chance of recovering the VAT you are entitled to.

The most common reasons for rejection include invoices that do not meet Dutch formatting requirements, expenses that are deemed non-deductible (such as entertainment costs in certain circumstances), missing documentation, or claims submitted after the deadline. When you receive a rejection notice, read it carefully to identify the specific reason.

1. If the rejection is due to a documentation issue, gather the missing or corrected documents and submit a revised claim or a formal objection (bezwaar) within the timeframe specified in the rejection notice, typically six weeks.
2. If the rejection relates to the deductibility of a specific expense, seek advice from a Dutch tax specialist who can assess whether the expense genuinely qualifies and, if so, help you frame your objection correctly.
3. If your claim is partially approved, review which invoices were accepted and which were not, and decide whether the rejected portion is worth pursuing through the objection process.

If you do not receive a decision within the statutory timeframe, you have the right to submit a formal complaint or escalate through the appropriate legal channels. Keeping detailed records of all correspondence with the tax authority throughout the process is essential for any follow-up action.

How GO DMC helps with VAT reclaim support for events in the Netherlands

Navigating Dutch VAT recovery on top of organizing a successful international event is a significant administrative burden. That is where we come in. At GO DMC, we work closely with foreign companies hosting incentive programs, conferences, and corporate events across the Netherlands, and we understand that getting the financial details right is just as important as the event itself.

Here is how we support our clients through the process:

• Supplier invoice compliance: We work with a vetted network of Dutch suppliers who issue correctly formatted, BTW-compliant invoices from the start, reducing the risk of rejected claims.
• Expense categorization: We help you identify which event costs are likely to qualify for input VAT recovery in the Netherlands and which fall outside the scope of the refund scheme.
• Documentation support: We assist in organizing and compiling the paperwork needed for your application, saving your finance team significant time.
• Local knowledge: With over 35 years of experience in the Netherlands, we know the landscape, the regulations, and the right professionals to involve when specialist tax advice is needed.
• End-to-end event management: From venue selection across Amsterdam, Rotterdam, The Hague, and beyond, to sports hospitality and team-building, we manage every element so your team can focus on the event, not the administration.

If you are planning a corporate event or MICE program in the Netherlands and want to make sure your VAT position is handled correctly from day one, get in touch with our team and we will walk you through exactly how we can help.