Destination Management

Allow C-IN to provide you with the highest level of local insight required to get the best out of your event in any destination.

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With over 12 years of experience in a wide range of events, we benefit from long term partnerships with pre-selected suppliers and partners around Europe. Whether you are looking for a local service partner for your congress or aiming for a special experience in your chosen location, trust C-IN to deliver top quality services with the highest level of insight into your destination.

Our DMC service includes:

HOTEL RESERVATION / ACCOMODATION

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, which greatly increases 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 based 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
  • Control 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

EXHIBITION

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
  • Setting-up and dismantling of the exhibition

SOCIAL PROGRAM

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 a detailed plan including rehearsals for all performers
  • Supervision of the event on site
  • Supervising the dismantling of 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 the congress venue to sell additional tickets and provide information

STAFF

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

VENUE HANDLING

We have contracted long-term partnership arrangements with major conference venues, hotel chains and independent resorts and hotels. The outcomes of these are better prices for our clients, standardised contracts that allow customisation, 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

SUPPLIERS COORDINATION

With 11 years of market experience and a wide range of suppliers, we can fulfil 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 the beginning to end.

VISA HANDLING

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

HOSPITALITY DESKS

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.

TRANSPORTATION

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.

 

C-IN team has extensive destination knowhow since 2002. Please contact us by emailing a request for proposal to dmc@c-in.eu or by calling our office at +420 261 174 301.

Company facts

IAPCO Member

ICCA member

ISO 9001:2008 Certificate

Core PCO for 5 European Associations

12 Years of Experience

Related references and multimedia

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Brüel & Kjær Regional Sales Meeting for Europe
28 February - 4 March 2011

I first got in touch with C-IN and Project Development Manager Pavel Susak in 2010 as we were hoping to organise an European Sales Meeting. At the time, I was also in touch with a number of other conference organisers, looking for the best offer. Unfortunately, due to the economic crisis, the Sales Meeting was postponed. So when I needed to find a partner to help organise a three-day Sales Meeting for over a 100 attendees in 2011, C-IN sprang to mind. I remembered Pavel and his super-efficient, friendly and accommodating attitude, so it was natural to get in touch with him again. He had obviously made an impression and I was not disappointed.

From the very first contact and correspondence, it was clear that C-IN were highly professional and knew what they were doing. We were presented with three good proposals and travelled to Prague to meet Pavel and visit the three hotel options, all suitable and within our requirements. We were well looked after - C-IN's friendly and personal service and attention was impeccable - nothing was too much trouble.

C-IN were responsible not only in helping us with hotel accommodation and meeting facilities but they also helped with arranging a social evening with a local flavour, food menus, shipping of demo equipment, travel to and from the hotel and a range of other things, too numerous to mention. Our demands were not always straightforward and there were a lot of last minute changes and extra requirements along the way, but each demand was met with patience and a positive attitude. When we tagged on an extra conference to take place in the same venue on the two days preceding our Sales Meeting and for some of the same attendees, the logistics became very complicated. However, our Project Manager Karel Jezek took it all in his stride and got the job done.

Karel was present and available during the whole five days and ready to take on any job or challenge - great or small.

The feedback from the attendees was overwhelmingly positive with everyone praising the level of professionalism and service provided by Karel and the hotel staff, ensuring the smooth running of our event.

It was a joy to work with C-IN and I highly recommend them. Indeed, I would not hesitate to work with them again should the occasion arise in the future.

Sheelagh Kononenko
Marketing/Sales Communication Manager
Brüel & Kjær Sound & Vibration Measurement A/S
Denmark

Brüel & Kjær Regional Sales Meeting for Europe
28 únor - 4 březen 2011

I first got in touch with C-IN and Project Development Manager Pavel Susak in 2010 as we were hoping to organise an European Sales Meeting. At the time, I was also in touch with a number of other conference organisers, looking for the best offer. Unfortunately, due to the economic crisis, the Sales Meeting was postponed. So when I needed to find a partner to help organise a three-day Sales Meeting for over a 100 attendees in 2011, C-IN sprang to mind. I remembered Pavel and his super-efficient, friendly and accommodating attitude, so it was natural to get in touch with him again. He had obviously made an impression and I was not disappointed.

From the very first contact and correspondence, it was clear that C-IN were highly professional and knew what they were doing. We were presented with three good proposals and travelled to Prague to meet Pavel and visit the three hotel options, all suitable and within our requirements. We were well looked after - C-IN's friendly and personal service and attention was impeccable - nothing was too much trouble.

C-IN were responsible not only in helping us with hotel accommodation and meeting facilities but they also helped with arranging a social evening with a local flavour, food menus, shipping of demo equipment, travel to and from the hotel and a range of other things, too numerous to mention. Our demands were not always straightforward and there were a lot of last minute changes and extra requirements along the way, but each demand was met with patience and a positive attitude. When we tagged on an extra conference to take place in the same venue on the two days preceding our Sales Meeting and for some of the same attendees, the logistics became very complicated. However, our Project Manager Karel Jezek took it all in his stride and got the job done.

Karel was present and available during the whole five days and ready to take on any job or challenge - great or small.

The feedback from the attendees was overwhelmingly positive with everyone praising the level of professionalism and service provided by Karel and the hotel staff, ensuring the smooth running of our event.

It was a joy to work with C-IN and I highly recommend them. Indeed, I would not hesitate to work with them again should the occasion arise in the future.

Sheelagh Kononenko
Marketing/Sales Communication Manager
Brüel & Kjær Sound & Vibration Measurement A/S
Denmark

9th European Urology Residents Education Pragramme (EUREP)
2 - 9 September 2011

Dear Monika,
It is always a great pleasure to work with you and we look forward to working with you for EUREP 2012 again.
Kind regards,
Claudia

Claudia Herrmann
Project Manager, Congress Consultants BV

9th European Urology Residents Education Pragramme (EUREP)
2 - 9 září 2011

Dear Monika,
It is always a great pleasure to work with you and we look forward to working with you for EUREP 2012 again.
Kind regards,
Claudia

Claudia Herrmann
Project Manager, Congress Consultants BV

International Society for Heart and Lung Transplantation - 32nd Annual Meeting & Scientific Sessions
18 - 21 duben 2012

Hello Martina,

I appreciate how fast you were to pay your invoice! I have also recommended your services to several of my colleagues, you've been one of the best DMC's I've worked with in quite a while! Greatly appreciate any insight that you can provide!

Alicia Schuster
HelmsBriscoe
Manager, Global Accounts

International Society for Heart and Lung Transplantation - 32nd Annual Meeting & Scientific Sessions
18 - 21 April 2012

Hello Martina,

I appreciate how fast you were to pay your invoice! I have also recommended your services to several of my colleagues, you've been one of the best DMC's I've worked with in quite a while! Greatly appreciate any insight that you can provide!

Alicia Schuster
HelmsBriscoe
Manager, Global Accounts

ICANN 44
24 - 29 červen 2012

Tomas:

It is with great pleasure that I write this email to you regarding Jana Dvorakova. She is a miracle worker !!

In three weeks time she managed to produce for us our Sponsor Booth set, our Registration system, our hosts and hostesses, music, entertainment, décor!!! Just amazing.

I say this with great joy as ICANN produces this meeting every 3.5 months in different parts of the world and this by far has been the most incredible delivery with not much time to do.

She is a prize so keep very good care of her!!!

Nancy Connolly Lupiano
Executive Producer
ICANN

ICANN 44
24 - 29 June 2012

Tomas:

It is with great pleasure that I write this email to you regarding Jana Dvorakova. She is a miracle worker !!

In three weeks time she managed to produce for us our Sponsor Booth set, our Registration system, our hosts and hostesses, music, entertainment, décor!!! Just amazing.

I say this with great joy as ICANN produces this meeting every 3.5 months in different parts of the world and this by far has been the most incredible delivery with not much time to do.

She is a prize so keep very good care of her!!!

Nancy Connolly Lupiano
Executive Producer
ICANN

Management of care for patient in late phase of dementia - role of palliative care
31. May 2012

Dobrý den.

Chci Vám ještě jednou moc poděkovat za pomoc při organizaci konference minulý čtvrtek, která má velmi pozitivní ohlasy z různých stran.

Můžu říct, že se povedla ke spokojenosti všech.

Děkuji za Vaše přispění.

S pozdravem.

Marta Duchoňová
personal assistent/congress co-ordinator
Czech society for palliative medicine CLS JEP

International Society for Heart and Lung Transplantation - 32nd Annual Meeting & Scientific Sessions
18. - 21. duben 2012

Dear Daniel.
It is my sincere pleasure to send you this letter commending the performance of you, your colleagues, and C-IN during our 22nd Annual Meeting and Scientific Sessions in April, 2012, at the Prague Congress Centre. From the beginnings of our interactions with you, your charming colleagues, and your company, through the planning process, the implementation process, and the final wrap-up, we experienced nothing but professionalism, competence, and a willingness to assist us in identifying and solving problems, to provide suggestions and alternatives, and to execute in a timely manner upon the final decisions made.

I have been involved in the planning and production of international congresses for our organization since 1992, in cities as diverse as London, Paris, Madrid, Vienna and Osaka, and I can state without qualification that the service you provided in helping to produce and deliver our meeting in Prague was by far superior to that we have experienced in any other city or at any other venue. You are all to be commended for your excellent work ethic, skill, and professionalism.

It was a great pleasure to work with all of you, and I hope we can soon return to Prague for our meeting and work with your again.

Please feel free to distribute this letter to any future customers considering engaging your services. I would be pleased to provide a verbal reference by telephone as well.

With all best wishes for the remainder of the year,
Amanda W. Rowe
Executive Director, ISHLT

International Society for Heart and Lung Transplantation - 32nd Annual Meeting & Scientific Sessions
18 - 21 April 2012

Dear Daniel.
It is my sincere pleasure to send you this letter commending the performance of you, your colleagues, and C-IN during our 22nd Annual Meeting and Scientific Sessions in April, 2012, at the Prague Congress Centre. From the beginnings of our interactions with you, your charming colleagues, and your company, through the planning process, the implementation process, and the final wrap-up, we experienced nothing but professionalism, competence, and a willingness to assist us in identifying and solving problems, to provide suggestions and alternatives, and to execute in a timely manner upon the final decisions made.

I have been involved in the planning and production of international congresses for our organization since 1992, in cities as diverse as London, Paris, Madrid, Vienna and Osaka, and I can state without qualification that the service you provided in helping to produce and deliver our meeting in Prague was by far superior to that we have experienced in any other city or at any other venue. You are all to be commended for your excellent work ethic, skill, and professionalism.

It was a great pleasure to work with all of you, and I hope we can soon return to Prague for our meeting and work with your again.

Please feel free to distribute this letter to any future customers considering engaging your services. I would be pleased to provide a verbal reference by telephone as well.

With all best wishes for the remainder of the year,
Amanda W. Rowe
Executive Director, ISHLT

European Paediatric Formulation Initiative (EuPFI) 4th Conference
19. - 20. září 2012

Hi Alena,

I hope you are OK, and the IMG has now returned to normal!

Many many thanks for all your help during the Congress.
You were extremely helpful, professional and it was a joy to be on the receiving end of a very smoothly and efficiently organised event.

Have a good weekend,

Kind regards,

Deborah Johnson
Marketing & Business Development Manager
Fagron UK Ltd

European Paediatric Formulation Initiative (EuPFI) 4th Conference
19 - 20 September 2012

Hi Alena,

I hope you are OK, and the IMG has now returned to normal!

Many many thanks for all your help during the Congress.
You were extremely helpful, professional and it was a joy to be on the receiving end of a very smoothly and efficiently organised event.

Have a good weekend,

Kind regards,

Deborah Johnson
Marketing & Business Development Manager
Fagron UK Ltd

Annual meeting of ESPU-AAP
14 - 18 October 2015

I hereby certify that the C-IN Agency has been collaborating with our Department on the possibility to organize the Congress of the European Society for Paediatric Urology (ESPU) since 2011 and we are very satisfied with this collaboration. The agency prepared all important materials and the Board of ESPU has approved holding of the Congress of 2015 in Prague.
Moreover, it will be a joint meeting with Society for Paediatric Urology, American Association of Pediatric Urologists, American Academy of Pediatrics/Section on Urology, Society for Fetal Urology and International Children's Continence Society.
This promises to be one of the largest gathering of paediatric urologists from across all continents. The on-site visit of the ESPU Board has been successful and propositions of the agency mostly accepted. The information of the meeting has been prepared recently.

Radim Kočvara, M.D. Assoc. Prof.
Deputy of the Department of Urology
Head of the Division of Paediatric Urology

Annual meeting of ESPU-AAP
14. - 18. October 2015

I hereby certify that the C-IN Agency has been collaborating with our Department on the possibility to organize the Congress of the European Society for Paediatric Urology (ESPU) since 2011 and we are very satisfied with this collaboration. The agency prepared all important materials and the Board of ESPU has approved holding of the Congress of 2015 in Prague.
Moreover, it will be a joint meeting with Society for Paediatric Urology, American Association of Pediatric Urologists, American Academy of Pediatrics/Section on Urology, Society for Fetal Urology and International Children's Continence Society.
This promises to be one of the largest gathering of paediatric urologists from across all continents. The on-site visit of the ESPU Board has been successful and propositions of the agency mostly accepted. The information of the meeting has been prepared recently.

Radim Kočvara, M.D. Assoc. Prof.
Deputy of the Department of Urology
Head of the Division of Paediatric Urology

Dear Lenka,

It was a real pleasure to work with you. Thanks a lot for the brilliant support onsite and during the preparation of the event.

Kind regards, also from Conny,
Martin.
 

Dr. Martin Bornhöft
Geschäftsstellenleiter
Arbeitsgemeinschaft für Pharmazeutische Verfahrenstechnik e.V. 

October 19, 2015

Dear CZECH‐IN Team,

We would like to thank you for your significant contribution to one of the biggest Peadiatric Urology events that ESPU held in Prague between 14 ‐ 17 October, as a Joint Meeting with all of you together (ICCS, AAP/SOU, AAPU, SPU and SFU).

We were very happy with the level of professionalism and team work you have carried out before and during the Congress. Prague was a very good choice and working with you was a very good initiative of our Congress President Radim Kocvara. You should know that all the delegates left Prague with very good memories.

On behalf of the ESPU Board;

Gianantonio Manzoni, ESPU President

Serdar Tekgül, ESPU Secretary

Dear Mr. Karel Ježek, Martin Valter and Pavel Šušák.  

I would like to thank you for your contribution in organising the 26. Congress of the ESPU, a joint meeting with Sociey for Pediatric Urology, American Association of Pediatrics/Section of Urology, American Academy of Paediatric Urology, International Children´s Continence Society and Society for Fetal Urology, held in Prague Congress Centre between 14th and 17th of October 2015. This was one of the biggest Paediatric Urology event coming to 1200 participants from all over the world. The congress attendants have highly recognised the organisation of the venue and smoothly running scientific programme, high standard of the services and friendly social programme.

I appreciate very much your cooperation since the very beginning, preparation of the introduction and presentation materials, communacation with the ESPU office and your perfect professional work and commitment during the congress. I would like to thank all the staff that help to the very successful cource of the congress.

I wish you all the best in your professional and personal lide and many sotisfied clients and yttendants of the future congresses.  

Radim Kočvara
Congress President
Department of Urology
Charles University 1st Medical School
and General Teaching Hospital
Praha

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Contacts

CZECH-IN s.r.o.
5. kvetna 65
140 21 Prague 4
Czech Republic
phone: +420 261 174 301
fax: +420 261 174 307
e-mail: info@c-in.eu
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