Destination Management

Our close relationship with many hotel chains allows us to provide you with the best possible rates. We find the finest accommodation arrangements to fit your attendees' needs, whether it is a university dorm or a five-star property. With accommodation at a very good price, we guarantee that your attendees will reserve a room within your block, greatly increasing networking opportunities as well as reducing attrition risks.

Accommodation management includes:

• Organisation of allotments in hotels of the required categories
• Negotiation on rates and contractual stipulations
• Creation of an online hotel booking form
• Description of hotels on the conference homepage
• Indication of location of hotels on a city map within the homepage
• Group bookings
• Sending of booking contracts to the companies
• Entering data on special requests of individual guests and data amendment
• Reservation of VIP rooms (speakers, committee, etc.) and negotiation with the hotels on possible "upgrades" and "complementary rooms"
• Confirming reservations to the participants via e-mail, fax or mail
• Invoicing (credit card guarantee) to the participants or the companies
• Controlling of payments (credit card payment possible online)
• Continuous management of the room allotments
• Transmission of rooming lists to the hotels
• Set up of hotel desk at conference venue
• Settling of accounts with the hotels
• Presentation of booking statistics to the organisers

Our company services include the overall management of the exhibition:

• Concept creation
• Exhibition floor plans
• Exhibition manual
• Top quality supplier selection
• Allocation and sales of exhibition space and related services
• Communication with exhibitors
• On-site support
• Invoicing and organising of setting up and dismantling of exhibition

We manage a wide variety of social program activities. Our company will handle pre and post conference events, as well as all transportation.

Event Management

• Setting up and presenting a plan for the different social events
• Coordinating and running the event
• Negotiating with the different providers (event venues, catering, artists, etc.)
• Drawing up of detailed plan including rehearsals for all performers
• Supervision of the event on site
• Supervision of tear down after the event

Social Tours

• Selection of interesting day or pre / post-congress tours suited to the participants and subject of the event
• Reservation of buses and / or destinations (museums, restaurants, etc.) included in the tour
• Allocation of suitable guides with the relevant local knowledge for each tour
• Set-up of tour desk at congress venue to sell additional tickets and provide information
• Coordination of all tours

Since we are well established on the market, doing more than 50 events a year, we feature with an extensive database of experienced guides, stewards and hostesses. Whether you are looking for a few proffesional hostesses speaking several languages or a large amount of helpers we can assist you with this matter as well.

We have contracted long-term partnership arrangements with major conference venues, hotel chains and independent resorts and hotels. The outcomes of this are better prices for our clients, standardised contracts that allow customization, reduction in liability, and a significantly streamlined negotiation process.

Venue handling administration includes:

• Selection and presentation of possible venues
• Negotiation on rates and conditions (ie. deposit payments, payment & cancellation conditions)
• Contracting the Venue or Hotel
• 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

With 10 years of experience on the market and a wide range of suppliers, we can fulfill any wish you may have. As your DMC partner, we coordinate all third party services to make your event exceptional. All logistics are coordinated by a dedicated project manager (your main contact), who will handle your event from beginning to end.

In addition to other DMC services, C-I offers the administration of VISA application support to your congress delegates. It also includes application to the Immigration Police, if applicable.

High standard delegate treatment is essential. We are ready to arrange VIP services at the airport, set up a regular hospitality desk in the arrival and departure hall at the airport and info desks in selected hotels.

We maintain a long term partnership with all major transportation companies in the Czech Republic. You can benefit from our market knowledge and buying power to achieve cost effective solutions. All related administration and logistics are naturally included in the package.