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CZECH-IN COMPANY PRESENTATION. 1. c. Zech-in facts. 2. C. Zech-in services & business. 3. c. Zech-in team. 4. V. Enue management. 5. B. udgeting. 6. o. nline registration & abstractS handling. 7. i. T & graphics. CONTENT. 8. a. V & technical equipment. 9. e. - PowerPoint PPT Presentation
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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