Open Forum

Hi all,

With the transition to virtual events, we're seeing attendees join our USA-produced events from all over the world. Traditionally, we charge fees based on the location that the live event takes place. For example, if the live event is in Mexico or Australia, we convert the USD amount and charge in Pesos (for MEX) or AUD (for AUS). We then charge a GST or HST based on the location. This is the required process set by our Accounting team. 

Ideally, we would charge only in USD for a virtual event that's produced in the States. That way we only have to create one Cvent event. However, we're getting push back from our International attendees who prefer to pay in their currency. If they paid in USD, their bank would charge a conversion fee that I've researched to be about 2.2% of the fee.  If we charge in AUD, they're paying GST/HST tax, which is sometimes as high as 13%. 

The question is, how are you all charging fees for a virtual USA event? Are you charging international attendees in USD or their own currency?

Thank you!
#ManagingVirtualEvents

------------------------------
Erin Casey
Communications and Registration Manager
SGII, Inc. dba SeneGence International
------------------------------

This is a great question! Although we haven't had any virtual paid events happen yet, we did use Cvent's CPS for our international in person event last fall where we collected in multiple currency. One benefit we saw is that the fees that are from Cvent, are taken on by us/client, and not the attendee. It also made reconciliation very easy and reporting was a breeze!

------------------------------
Beth Vriesen
Director, Support Services
ALTOUR
------------------------------

Original Message:
Sent: 09-23-2020 12:49
From: Erin Casey
Subject: GST/HST and Currency for Global Virtual Events

Hi all,

With the transition to virtual events, we're seeing attendees join our USA-produced events from all over the world. Traditionally, we charge fees based on the location that the live event takes place. For example, if the live event is in Mexico or Australia, we convert the USD amount and charge in Pesos (for MEX) or AUD (for AUS). We then charge a GST or HST based on the location. This is the required process set by our Accounting team. 

Ideally, we would charge only in USD for a virtual event that's produced in the States. That way we only have to create one Cvent event. However, we're getting push back from our International attendees who prefer to pay in their currency. If they paid in USD, their bank would charge a conversion fee that I've researched to be about 2.2% of the fee.  If we charge in AUD, they're paying GST/HST tax, which is sometimes as high as 13%. 

The question is, how are you all charging fees for a virtual USA event? Are you charging international attendees in USD or their own currency?

Thank you!
#ManagingVirtualEvents

------------------------------
Erin Casey
Communications and Registration Manager
SGII, Inc. dba SeneGence International
------------------------------

I agree with Beth, check out Cvents CPS it collects all currencies to make it easier on you.

------------------------------
Coy Rushton
Graphic Designer
Primary Residential Mortgage
------------------------------

Original Message:
Sent: 09-23-2020 12:49
From: Erin Casey
Subject: GST/HST and Currency for Global Virtual Events

Hi all,

With the transition to virtual events, we're seeing attendees join our USA-produced events from all over the world. Traditionally, we charge fees based on the location that the live event takes place. For example, if the live event is in Mexico or Australia, we convert the USD amount and charge in Pesos (for MEX) or AUD (for AUS). We then charge a GST or HST based on the location. This is the required process set by our Accounting team. 

Ideally, we would charge only in USD for a virtual event that's produced in the States. That way we only have to create one Cvent event. However, we're getting push back from our International attendees who prefer to pay in their currency. If they paid in USD, their bank would charge a conversion fee that I've researched to be about 2.2% of the fee.  If we charge in AUD, they're paying GST/HST tax, which is sometimes as high as 13%. 

The question is, how are you all charging fees for a virtual USA event? Are you charging international attendees in USD or their own currency?

Thank you!
#ManagingVirtualEvents

------------------------------
Erin Casey
Communications and Registration Manager
SGII, Inc. dba SeneGence International
------------------------------

We do use Cvent CPS. However, you cannot have multiple currencies on the same event in Cvent, which means we'd have to set-up multiple databases to collect multiple currencies.

------------------------------
Erin Casey
Registration
SGII, Inc. dba SeneGence International
------------------------------

Original Message:
Sent: 10-07-2020 06:21
From: Coy Rushton
Subject: GST/HST and Currency for Global Virtual Events

I agree with Beth, check out Cvents CPS it collects all currencies to make it easier on you.

------------------------------
Coy Rushton
Graphic Designer
Primary Residential Mortgage

Original Message:
Sent: 09-23-2020 12:49
From: Erin Casey
Subject: GST/HST and Currency for Global Virtual Events

Hi all,

With the transition to virtual events, we're seeing attendees join our USA-produced events from all over the world. Traditionally, we charge fees based on the location that the live event takes place. For example, if the live event is in Mexico or Australia, we convert the USD amount and charge in Pesos (for MEX) or AUD (for AUS). We then charge a GST or HST based on the location. This is the required process set by our Accounting team. 

Ideally, we would charge only in USD for a virtual event that's produced in the States. That way we only have to create one Cvent event. However, we're getting push back from our International attendees who prefer to pay in their currency. If they paid in USD, their bank would charge a conversion fee that I've researched to be about 2.2% of the fee.  If we charge in AUD, they're paying GST/HST tax, which is sometimes as high as 13%. 

The question is, how are you all charging fees for a virtual USA event? Are you charging international attendees in USD or their own currency?

Thank you!
#ManagingVirtualEvents

------------------------------
Erin Casey
Communications and Registration Manager
SGII, Inc. dba SeneGence International
------------------------------

Hi Erin, 

This is a great question! We are just keeping our whole event in USD and so far have not had too much push back. If your members are used to traveling across the world for your events and paying in the currency of that country, they *should* accept the conversion fees. A workaround idea:
Create your complete USA event including all website pages. Duplicate event and save for each country. Update the fees/taxes for that country accordingly. Then take the registration path link for each of those new events and paste them us buttons on your primary USA website pages. So for instance, if your attendees  click the "Register Now" button on the main webpage, it takes them to a page with multiple buttons: USA Attendees, Mexico Attendees, Australia Attendees etc. When they click Australia, it will take them to the Australian Cvent event. The only thing with this is that you have to use the link widget made to look like a button rather that the Registration Widget. 

Good luck with your virtual events!

------------------------------
Sharna Pascolo
Program Director
Texas Society of Architects
------------------------------

Original Message:
Sent: 09-23-2020 12:49
From: Erin Casey
Subject: GST/HST and Currency for Global Virtual Events

Hi all,

With the transition to virtual events, we're seeing attendees join our USA-produced events from all over the world. Traditionally, we charge fees based on the location that the live event takes place. For example, if the live event is in Mexico or Australia, we convert the USD amount and charge in Pesos (for MEX) or AUD (for AUS). We then charge a GST or HST based on the location. This is the required process set by our Accounting team. 

Ideally, we would charge only in USD for a virtual event that's produced in the States. That way we only have to create one Cvent event. However, we're getting push back from our International attendees who prefer to pay in their currency. If they paid in USD, their bank would charge a conversion fee that I've researched to be about 2.2% of the fee.  If we charge in AUD, they're paying GST/HST tax, which is sometimes as high as 13%. 

The question is, how are you all charging fees for a virtual USA event? Are you charging international attendees in USD or their own currency?

Thank you!
#ManagingVirtualEvents

------------------------------
Erin Casey
Communications and Registration Manager
SGII, Inc. dba SeneGence International
------------------------------