The following event considerations should be known to event planners prior to staging their event.
Eventbrite Fees
Eventbrite charges a fee for the use of their services. If the event is free to attendees, then Eventbrite charges nothing. https://www.eventbrite.ca/fees/
Faculty Coordination with Finance
If you decide to proceed with Eventbrite, provide confirmation you have been in touch with your EO or Financial Officer.
Lead Time
Set up on Eventbrite at least 6 weeks ahead of the start of the event is advisable, and lead time will depend on type of event (eg., an hour-long seminar versus a 3 day conference).
Collecting Revenue
For University events, revenues must be deposited directly to the University’s bank account. This is to avoid personal liability for the organizer and to provide accountability for the event and the University. The bank account information for deposit is provided to Eventbrite by York University General Accounting and Treasury Department.
Charging HST
- Event revenues are taxable in Canada
- HST must be charged to attendees and remitted to CRA per University procedure
- HST consideration should be included in your event planning and pricing
- Questions concerning HST obligations and/or treatment are to be directed to Financial Reporting
Collecting Revenues Paid by US Entities & Form W-8BEN
- On-line completion of the W-8BEN may be necessary if your event includes US citizens as attendees that register from the US
- Amounts paid by US individuals or US organizations to an entity such as York University must be declared for IRS purposes if above a certain amount as will be indicated by Eventbrite.
- If you require this information, contact Treasury.