czech-in company presentation

CZECH-IN COMPANY PRESENTATION

www.czech-in.cz

1 CZECH-IN FACTS

2C

ZECH-IN SERVICES & BUSINESS

3 CZECH-IN TEAM

4 VENUE MANAGEMENT

5 BUDGETING

6 ONLINE REGISTRATION & ABSTRACTS HANDLING

7 IT & GRAPHICS

CONTENT

8 AV & TECHNICAL EQUIPMENT

www.czech-in.cz

9 EXHIBITION MANAGEMENT

10 SPONSORSHIP & FUNDRASING

11 STAFF

12 FOOD & BEVERAGE MANAGEMENT

13 SIGNPOSTING

14 ACCOMMODATION MANAGEMENT

15 SOCIAL PROGRAMME

CONTENT

16 MAIN REFERENCES

1) CZECH-IN FACTS

www.czech-in.cz

Founded: 2002

Business Activity: Congress, Event and Association Management

Annually organizes: 8 Congresses and 40 Conferences / corp. Events

Nr. of delegates per year: more than 15 000

Employees: 28 full time staff, 15 freelance staff

Offices: in Prague and in Brussels

Based in: Prague Congress Centre (PCC)

Member of: ICCA, MPI, PCB, ISO certified

CZECH-IN FACTS

2) CZECH-IN SERVICES

www.czech-in.cz

Congress & Institutional Event Management (PCO)

Destination Management Company (DMC)

Association Management (AMC) for national and international organizations

Full Event Management

Global Venue Search and Consultancy

Exhibition Management

Sponsorship & Grant Application Management, Consultancy

CZECH-IN SERVICES & BUSINESS

www.czech-in.cz

Institutional Event ManagementAssociation ManagementBusiness Event Management

CZECH-IN SERVICES & BUSINESS

3) CZECH-IN TEAM

www.czech-in.cz

CZECH-IN PROJECT TEAM STRUCTURE

PROJECT MANAGER

SPONSORSHIP&

FUNDRASINGREGISTRATION

IT&

GRAPHICACCOMMODATION

FINANCE &

ADMIN SUPPORT

ABSTRACTS HANDLINGEXHIBITIONSOCIALS

FACTS AND FIGURES:CZECH-IN has Team of 16 Project Managers and 12 Project Executives.The Production Team works together since the 2002 .

www.czech-in.cz

PROJECT MANAGEMENT INCLUDES:

Research and Planning

Financials

Coordination

Supervision

Operation

Post-event follow-up & Evaluation

FACTS & FIGURES:The Project Manager, assigned specifically for your event, will be your partner from start to finish, with a second team member fully briefed to cover any short absences of the Project Manager.

CZECH-IN PROJECT TEAM STRUCTURE

4) VENUE MANAGEMENT

www.czech-in.cz

Selection and presentation of possible venues.Conduct rate and condition (e.g. Deposit payments, payment & cancellation conditions) negotiations with the hotels and the conference venue.Conference room booking and invoicing.Room allocation (break out rooms, offices, exhibition, etc.)Selection and coordination of technical equipment for the conference.Logistical planning and coordination at the venue.On-site conference secretariat management.Planning and coordination of safety and security measures with local representatives.Layout, print and positioning of delegate and speaker signage.

FACTS & FIGURES:CZECH-IN is based in congress centre – full knowledge of the venue.CZECH-IN deals on daily basis with all in-house suppliers

VENUE MANAGEMENT

5) BUDGETING

www.czech-in.cz

Open accounting policy

Fixed fee for personnel costs

Fixed fee for organisation

Continuous budget updates

Strong buying power

FACTS AND FIGURES:CZECH-IN has preffered supplier contracts with most of the local suppliers –therefore we guarantee the best possible prices on the market.

BUDGETING

6) ONLINE REGISTRATION & ABSTRACTS HANDLING

www.czech-in.cz

Tailor made registration system: COVR

Online registration, on-site registration

Online abstract submission & evaluation

Online payments

Accommodation & Social program

FACTS AND FIGURES:Registration system was directly developed for PCO`s and associations.ESHRE 2006: 6500 registered delegatesFEBS 2009: 1548 submitted abstracts (650 in one day)

ONLINE REGISTRATION & ABSTRACTS HANDLING

7) IT & GRAPHICS

www.czech-in.cz

Creation & administration of website

Graphic logo creation

Graphic design development

DTP works

Printed materials production

Signposting

FACTS AND FIGURES:CZECH-IN has in house 5 staff on IT, graphic and design

IT & GRAPHICS

8) AV & TECHNICAL EQUIPMENT

www.czech-in.cz

Complete logistics and coordination ofthe suppliers, staff

Complete budgeting and consultancy on cost effective AV solution

Detailed know-how of the venue

Complete design and set up of the stage

Projection, sound, lights, simultaneous translation

Internet and intranet zones

FACTS AND FIGURES:CZECH-IN acts as the AV and Technical Management Company for L`ORÉAL Czech Republic.

AV & TECHNICAL EQUIPMENT

9) EXHIBITION MANAGEMENT

www.czech-in.cz

Creation of floor plans

Sale of the exhibition space

Registration of exhibitors

Co-ordination of stand builders, AV, furnishing & other suppliers

Assistance with freight, storage and warehousing arrangements

On-site assistance and supervision

Provision of skilled staff of all levels including security, hostesses, technicians, etc.

FACTS & FIGURES:CZECH-N is the permanent exhibition agent for the Drug Information Association: annual supply of 250 stands for exhibition (2010: Monaco; 2011 Geneva).The largest exhibition in PCC handled by CZECH-IN: ESHRE 2006 - 280 stands.

EXHIBITION MANAGEMENT

10) SPONSORSHIP & FUNDRASING

www.czech-in.cz

Research & acquisition of sponsorship

Invitation to industry & sponsoring packages

Communication with sponsors

Contracting and invoicing

24/7 assistance to sponsors

FACTS & FIGURES:Sponsorship manager at fixed fee.Detailed sponsorship and exhibition manual.

SPONSORSHIP & FUNDRASING

11) STAFF

www.czech-in.cz

Trained, multilingual and experienced staff

Staff allocation proposal

Interpreters, technicians, photographer, video recording, hostesses, helpers, security...

On-site coordination of the staff

Castings, pre-selections

FACTS AND FIGURES:During ESHRE Congress we provided the team of 95 hostesses for duration of 5 days.

STAFF

12) FOOD & BEVERAGE MANAGEMENT

www.czech-in.cz

Selection of catering services and / or coordination with exclusive caterers at the chosen venuePresentation of F&B suggestions Contract negotiations with catering servicesAllocation of catering areas (bars, buffets, staff areas...) and respective signageSupervision of all catering activities (coffee breaks, lunches, rauts etc.)Selection of restaurants for lunches and dinnersPrint-out of menus for lunches and dinnersPreparation of table plan in cooperation with the client (upon requirement)

FACTS AND FIGURES:Due to our long time business relationships we are able to negotiate the best prices for our clients. Furthermore our long experience gives us the possibility to save up to 20% on Food & Beverage items (for example: coffee breaks, lunches, evening events, etc.), if we can provide the venue/hotel/caterer with the exact number of guests.

FOOD & BEVERAGE MANAGEMENT

13) SIGNPOSTING

www.czech-in.cz

Detailed proposal of the Venue navigation

Graphics design development

Detailed know how of used Venues

Production of navigation system (printed/electronic)

Installation and dismantling, eco-friendly clean up

Complete logistic support and coordination of the suppliers

FACTS AND FIGURES:CZECH-IN since 2002 realized 45 congresses in PCC with the complete navigation system.

SIGNPOSTING

14) ACCOMMODATION MANAGEMENT

www.czech-in.cz

Long term contracts with all majors hotels

Assistance with individual and group accommodation

Continuous reporting and room block updates

Negotiating rates and contracting with hotels

Set up of hospitality desk in respective hotels

FACTS AND FIGURES:CZECH-IN enjoys a very close cooperation with major international hotels in all their destinations and through our contacts we will aim to receive the best possible prices and conditions for all participants.

ACCOMMODATION MANAGEMENT

15) SOCIAL PROGRAMME

www.czech-in.cz

Venue selection,

Complete event design for:Opening ceremonyPresidential receptionGala dinnerCultural evenings

Coordination of the catering services

Provision of entertainment, moderators, staff

AV and technical equipment

Pre & post Event Excursions and Guided Tours

FACTS AND FIGURES:CZECH-IN annually organises 50 events (30-6000 guests)

SOCIAL PROGRAMME

16) MAIN REFERENCES

www.czech-in.cz

EVENT WITH THE HIGHEST NR. OF PARTICIPANTS (6540 PARTICIPANTS)

22ND ANNUAL MEETING OF THE EUROPEAN SOCIETY OF HUMAN REPRODUCTION AND EMBRYOLOGY

MAIN INSTITUTIONAL EVENTS ORGANIZED BY C-I

ESHRE 2006

EVENT WITH THE LARGEST EXHIBITION (280 BOOTHS)

EVENT WITH THE HIGHEST NR. OF ABSTRACTS (1548 ABSTRACTS)

34TH CONFERENCE OF FEDERATION OF EUROPEAN BIOCHEMICAL SOCIETIESFEBS 2009

EVENT WITH THE HIGHEST NR. OF SPONSORS ACTIVITEIS AND SPONSORED ITEMS DURING THE EVENT

23RD INTERNATIONAL PAPILLOMAVIRUS CONFERENCE AND CLINICAL WORKSHOPHPV 2006

www.czech-in.cz

MAIN CORPORATE EVENTS ORGANIZED BY C-I

EVENT WITH THE LARGEST VENUE USED FOR GALA DINNER (02 ARENA)GALA DINNER WITH RICH SOCIAL PROGRAMM CVM SYMPOSIUM 2008

EVENT WITH THE HIGHEST NR. OF PARTICIPANTS (3000 PARTICIPANTS)

FASHION-SHOWS AND HAIRDRESSER SHOWREVLON 2009

EVENT WITH THE TOTAL INVESTMENT THAT WAS THE BIGGEST AND MOST SOPHISTICATED DIRECT FOREIGN INVESTMENT IN CENTRAL AND EASTERN EUROPE AT THAT TIME.

GRAND OPENING OF A NEW CAR FACTORYTPCA 2003

www.czech-in.cz

OTHER REFERENCES

www.czech-in.cz

OTHER REFERENCES