Quick Guide: How the GST Bachat Utsav (Sept 22–29) Will Affect Tech Fest & Startup Booth Costs

Planning an event this festive week?

If you manage a tech fest or run a startup booth, festival season means two things: more visitors and more costs. The GST Bachat Utsav (Sept 22–29, 2025) is a government-backed awareness push on GST compliance and offers. Event teams now ask: can I save money on booth rent, AV gear, or logistics during this week? And how do I measure those savings quickly?

This guide helps you decide fast. You will get a simple calculator, a step-by-step checklist, and negotiation tips. There is also an easy spreadsheet you can download and use right away. Ready to estimate real savings and make a quick call? Let’s go.

What the GST Bachat Utsav means for events (short version)

The campaign highlights GST rules and pushes businesses to issue proper GST invoices and show correct tax treatment. It can also encourage vendors to offer short promotions or "GST-conscious" discounts. For events, the main effects are:

1. Vendors may offer festival discounts or bundled rates.
2. Vendors will emphasize GST invoices to registered businesses.
3. If you are GST-registered, you can plan to claim input tax credit (ITC) on eligible spends.
4. Unregistered buyers or individuals cannot claim ITC — GST paid is a cost to them.

Important: the campaign itself does not automatically cut GST rates. Savings come from vendor discounts, better invoicing (ITC), or short-term offers. Always confirm details with your vendor and your accountant.

Three quick ways events can save during the campaign

1. Get the right invoice (claim ITC). If your event entity is GST-registered, a tax invoice lets you claim ITC on eligible purchases. That reduces the effective cost of the item.
2. Negotiate festival discounts. Vendors may run offers or bundle deals in the festival week. Ask for a GST-inclusive promo and compare final payable.
3. Bundle and schedule smart. Combining booth rental with AV or logistics can unlock package discounts. Ask vendors for a single GST invoice covering the bundle.

Which approach works best depends on whether your company is GST-registered and the vendor’s willingness to discount. Ask the right questions. Save time. Save rupees.

Calculator & how to use it (simple walkthrough)

I made a spreadsheet to estimate GST-driven savings on common event costs: booth rental, AV/tech rental, logistics, and staffing. It shows:

1. GST amount for each line item.
2. Price including GST.
3. Any vendor discount you enter.
4. Final payable amount.
5. Effective cost if your business is GST-registered and can claim ITC.

Download the spreadsheet: Download the GST Bachat Utsav Calculator

How to use the sheet (3 steps)

1. Fill Item, Qty, Unit Price (excl. GST) and GST Rate (%) for each vendor line.
2. Enter Vendor Discount (%) if the vendor offers a special price during Sept 22–29.
3. Set “GST Registered” to Yes if your event entity is GST-registered. The sheet then shows your effective cost (assuming you can claim ITC).

The sheet also has notes reminding you to check with your accountant. It keeps the math clear: GST is often recoverable for registered businesses, but not for unregistered buyers.

Example scenarios — see the difference

Example A: Startup booth (GST-registered)

1. Booth rent (3 days): ₹50,000 + 18% GST = ₹59,000.
2. AV rental: ₹16,000 + 18% GST = ₹18,880.
3. Logistics: ₹7,000 + 18% GST = ₹8,260.

If vendor offers a 10% festival discount on AV only:

1. AV final payable = ₹18,880 - 10% = ₹16,992.

If registered: You can claim ITC on the GST portion. Your effective cash out for a GST-able item equals the price excluding GST (₹ amount before GST), so the "cash cost" is lower than the invoice total. Use the spreadsheet to see exact numbers.

Example B: Non-registered pop-up vendor

1. Same prices, but no ITC. GST is a final cost. Discounts matter more here because you can’t recover GST later.

Which side are you on? Registered or not? That changes your decision.

Step-by-step checklist for event managers

Use this checklist two weeks before the festival and again during Sept 22–29.

Pre-event (10–14 days)

1. List all vendors (booth, AV, lights, chairs, logistics, catering).
2. Ask each vendor for a GST invoice sample and confirm GSTIN.
3. Use the spreadsheet to model costs and savings for each vendor.
4. Identify vendors offering festival discounts and note the discount expiry date.

During contract signing

1. Ask for a single consolidated invoice where possible (booth + AV) to simplify ITC claims.
2. Confirm the GST rate on each service (some services may attract different GST rates).
3. Add a clause for festival discount and payment terms (advance vs on-delivery).

On the event day

1. Check that invoices list GSTIN, invoice number, GST rate, and GST amount.
2. Record all transaction IDs and receipts in one folder for easy accounting.
3. If a vendor refuses to provide a GST invoice, consider an alternate supplier.

How to negotiate festival discounts — script and tips

Vendors get many inquiries during festivals. Be clear and kind. Use this short script.

Script:

Tips:

1. Offer quick payment (advance) in exchange for a small discount.
2. Ask for bundled pricing (booth + AV + lights). Bundles often get better margins.
3. For small vendors, suggest a short loyalty deal for future events.

Negotiation works best when you show you can book quickly. Quick cash helps vendors say yes.

Pitfalls to avoid

1. Assuming GST rate drops. The campaign promotes awareness. It does not change GST rates.
2. Missing invoice details. A wrong or missing GSTIN can mean no ITC. Always verify invoice details.
3. Counting on discounts that aren’t documented. Get a written quote with the festival discount so there are no surprises.
4. Forgetting non-GST costs. Transport tolls, local permits, or service charges may not carry ITC or may be billed differently.

A little caution here avoids big headaches later.

Simple on-the-day accounting flow

1. Receive invoice and check GSTIN and GST amount.
2. Record invoice number, vendor name, amount, and GST in your event ledger.
3. Take a photo of the invoice and save it to your event folder.
4. Reconcile payments at the end of the day and prepare vendor payment drafts.

This simple habit makes post-event accounting much faster.

When the spreadsheet will help most

1. Quick comparisons between two or more vendors.
2. Deciding whether to accept a festival discount or push for more.
3. Estimating your event’s cash flow when GST is included vs excluded.
4. Determining the effective cost if you can claim ITC.

Use the spreadsheet to run 2–3 “what if” scenarios: what if vendor gives 5% discount? 10%? No discount? See the net impact.

Final practical tips — save small, save often

1. Book early in the festival window. Vendors may run limited-time stock or offers early.
2. Ask for consolidated bills. One invoice for all services reduces admin time.
3. Use the spreadsheet during vendor calls. It gives you a quick answer and shows you are prepared.
4. Consult your CA for ITC questions. This guide helps with planning, but a tax pro will confirm the final treatment.

Small events live on small margins. The festival week is a chance to save and streamline.

Conclusion — Make a quick decision with clarity

GST Bachat Utsav 2025 can help event teams find savings, but the real benefit comes from two things: clear invoices and smart vendor talks. Use the calculator to compare offers fast. Ask for GST invoices if you are registered. If you are not registered, push for vendor discounts instead.

Ready to estimate your event savings? Download the spreadsheet, plug in your quotes, and run a quick scenario. You will know in minutes whether the festival week gives you a real saving — or just noise.

Download the spreadsheet and start your comparison now: Download the GST Bachat Utsav Calculator

Good luck with your tech fest. Save smart. Run smooth.