2

3

CONTENT

Ten Reasons Why Prague 4

Prague City Support 6

1. Letter of Intent & The Inviting Organizations 7

2. Letters of Support 11

3. Inviting Society & Proposed Organizing Committee 17

4. General Programme & Congress Format 19

5. Prague & Czech Republic 23

6. Prague: A Great Location in the Heart of Europe 29

7. Prague Congress Centre 35

8. Accommodation 44

9. Proposed Venues for Social Events 48

10. Cultural Events & Tours 54

11. Proposed PCO Support 60

12. Preliminary Budget 62

4

“You will fall in love with Prague

and its Art Nouveau masterpieces“

5

Ten Reasons Why Prague

1) Magical city

Magical atmosphere, masterpieces of Art Nouveau architecture, hundreds of galleries

and theatres, UNESCO World heritage sites.

2) Hundreds of years of academic tradition

The year 2014 marks more than 660 years

of academic tradition since the foundation of Charles University in Prague in 1348.

3) Excellent location and city accessibility

40 countries within a 3-hour flight.

4) Short-distance concept

Short distances and easy orientation makes

conferences in Prague comfortable for

delegates.

5) Václav Havel Airport Prague

Top-notch international airport awarded in 2011 and in 2014.

6) Potential for the best attendance

Many meetings held in Prague enjoy the

highest attendance.

7) Plenty of accommodation

More than 1 000 hotel rooms within

walking distance to the venue, almost

3 800 hotel rooms within 10 min of the venue.

8) Reasonable costs

Congress delegates enjoy very reasonable

prices in hotels and restaurants.

9) City support for the Congress

Prague supports congress organizers with

specific incentives (city transportation passes, social events, city light promotion,

etc.).

10) EPHAR Congress has yet to be hosted by the Czech Republic

So far, Prague and the Czech Republic

have not had the honour of hosting the EPHAR Congress.

6

Prague City Support

Grant 10 € per Delegate from the City of Prague The City of Prague provides grants for delegates under the following conditions:

at least 1 500 delegates, 50% delegates are foreigners

min. 2-night stay in Prague, up to 20 000 € total grant

FREE Passes for the Public Transport System at least 500 delegates, 20% delegates are foreigners

min. 2-night stay in Prague

Discounts on Tickets via Czech Airlines 10% discount in economy class

15% discount in business class

discounts for selected flights across the Sky Team Alliance

Rental of the Mayor's Residence for FREE capacity up to 150 delegates

convenient for social events for the EPHAR leaders, VIPs and congress guests

Rental of CITYLIGHTS to Promote the Congress

rental of rolling boards and city lights close to the meeting venue

Mayor Attendance at Welcome Ceremony

welcome ceremony with attendance of Prague’s Mayor or other representative of the City of Prague

Information Booth of Prague City Tourism for FREE

Prague City Tourism offers an information booth at the congress

7

1. Letter of Intent & The Inviting Organizations

Letter of Intent by the Inviting Society

8

Charles University in Prague

9

Czech Medical Association of J.E. Purkyně

10

11

2. Letters of Support

City of Prague

12

Prague Convention Bureau

13

CzechTourism

14

Czech Airlines - Official Carrier

15

Prague Congress Centre

16

17

3. Inviting Society & Proposed Organizing Committee

Inviting Society

The history of the Czech Society for

Experimental and Clinical Pharmacology

and Toxicology

The independent pharmacological society in

Czechoslovakia followed a similar pattern as in other countries and international bodies since it

developed as a branch of a physiological society and subsequently became independent.

The official founding of the Czechoslovak Physiological Society took place in 1951 and a

pharmacological committee was active since the very beginning, organizing annual

pharmacological symposia. In June 1959, the

Czechoslovak Pharmacological Society separated and sheltered within the National Medical

Association (founded in 1852). After the split of Czechoslovakia in 1993 into the two independent

countries, the Czech Republic and the Slovak Republic, the factual and legal continuity in the

field was taken over by the Czech Society for

Experimental and Clinical Pharmacology and Toxicology on the Czech side.

The tradition of Czech pharmacology as a

differentiated field, however, dates back to a

century prior. The University of Prague (Charles University), founded in 1348, provided individual

pharmacotherapeutic chapters within General Pathology and Therapy from the beginning of the

19th century and within Medical Physiology and

Medicinal Chemistry in the second half of the

century. The establishment of Pharmacology as

an independent discipline occurred between 1867 and 1883, one of the initiators being

Prof. Jan Evangelista Purkyně.

The National Society has been organizing a series of annual (at times even more frequent)

pharmacological conferences called the

Czechoslovak Pharmacological Days, very often with international participation. The tradition of

annual joint Czech-Slovak Pharmacological Congresses has been maintained also after the

split of Czechoslovakia. In 2014, there will be the

64th Congress of Czechoslovak Pharmacological Days. In 1961, the Czechoslovak Pharmacological

Society, was one of the associations which initiated the establishment of the IUPHAR. The

2nd World Pharmacological Congress took place in

Prague in 1963 with more than 1600 participants.

In 1963 the Czechoslovak Pharmacological Society also participated in the co-foundation of

the European Society of Drug Toxicity (the predecessor of today’s EUROTOX). Some of the

first European toxicological congresses took place

in Prague (1967), Karlovy Vary (1974) and later again in Prague (1995).

660+ Years of Academic Tradition in Central Europe They year 2014 marks the anniversary of more than 660 years of academic tradition in Prague

since Charles University, the oldest university

in Central and Eastern Europe, was founded in 1348.

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Proposed Congress President and Organizing Committee

Proposed Congress President

o Prof. MUDr. Ondřej Slanař, Ph.D.

Charles University, 1st Faculty of Medicine, Institute of Pharmacology, Prague

Proposed Local Organizing Committee We propose the following members for the Local Organizing Committee:

o Prof. MUDr. Vladimír Geršl, CSc.

Charles University, Faculty of Medicine, Institute of Pharmacology, Hradec Králové

o Prof. PharmDr. Petr Pávek, Ph.D.

Charles University, Faculty of Pharmacy, Department of Pharmacology and Toxicology, Hradec Králové

o Prof. MUDr. Stanislav Mičuda, Ph.D.

Charles University, Faculty of Medicine, Institute of Pharmacology, Hradec Králové

o Prof. RNDr. Pavel Anzenbacher, DrSc.

Palacký University, Faculty of Medicine and Dentistry, Department of Pharmacology, Olomouc

o Prof. MUDr. Alexandra Šulcová, CSc., FCMA

Central European Institute of Technology, Masaryk University, Research Group of Experimental and Applied Neuropsychopharmacology, Brno

o Prof. MUDr. Jiří Kassa, CSc.

University of Defence, Faculty of Military Health Sciences, Department of Toxicology, Hradec Králové

o Prof. MVDr. Pavel Suchý, Ph.D.

University of Veterinary and Pharmaceutical Sciences, Faculty of Pharmacy, Department of Human Pharmacology and Toxicology, Brno

19

4. General Programme & Congress Format

Proposed Scientific Programme The proposed scientific programme is composed

of 2-3 parallel sessions lasting for 3 full days of

plenary lectures, symposia, oral and poster presentations bracketed by a traditional opening

session, EPHAR President lecture, poster-winning ceremony and student teaching-covering

sessions.

The scientific programme proposal is neither

exhaustive nor limiting for the topics covered.

In 2020, the EU will celebrate 10+ years of

experience since the first advanced drug therapy

has been authorized according to Regulation (EC) No 1394/2007. The proposal is therefore partially

focused on advanced pharmacology, up-to-date technologies and experience with these medicinal

products. However, more classical

pharmacological research areas will also represent key topics within the congress

structure.

o Experimental and clinical pharmacology

- Focused sessions on selected major therapeutic areas (e.g. cardiovascular, respiratory,

musculoskeletal, etc.)

- Pharmacodynamics, pharmacokinetics, PK/PD

- Advanced therapy (cellular, tissue, gene/miRNA, DNA vaccines, etc.)

- Biological drugs

- Perinatal pharmacology

o Drug development

- Emerging drug targets and new therapeutics

- Emerging natural drugs

- Addiction

- Biomarkers in drug development

- Targeted drug delivery

- Joint sessions - interaction among representatives of academia-industry-regulators

- Pre-clinical toxicology

- Clinical toxicology

- New models in pharmacology and toxicology (cellular, GMO organisms, transgenic animals, etc.)

- Toxicological aspects of advanced therapy and biological drugs

o Overarching topics

- Translational pharmacology

- “-omic” technologies in pharmacological research

- Personalized pharmacotherapy

20

Proposed Congress Date & Format

Proposed date (2 alternatives):

July 5 – 9 / 12 – 16, 2020

Congress format:

21

Proposed Timeline of the Congress Organization

Specific Date Activity

5 – 9 or 12 – 16/7

2020 Date of the EPHAR 2020 Prague

06/2020 Late registration deadline

03/2020 Early registration deadline

02/2020 Abstract submission deadline (poster presentations)

08/2019 Launch of the pre-registration, website and social media updates

07/2019 Call for abstracts opens

07/2019 Webpage updates, launch of the online registration

07/2018 Launch of the fully informative website

07/2018 Promotion at the WCP 2018 Kyoto (IUPHAR)

05/2018 Full version of the EPHAR 2020 website, social media communication

12/2017 First negotiations with potential sponsors and exhibitors

06/2016 Promotion at the EPHAR 2016 Istanbul

05/2016 Detailed assignment of the positions and duties in the Local Organizing Committee (LOC) and Executive Committee (EC) and Scientific Advisory

Committee (SAC)

04/2016 Launch of the EPHAR 2020 website + social media

12/2015 Congress promotion plan and the schedule of the congress management activities

06/2015 Contract between hosting society and local PCO

08/2014 Reservation of the web domain www.ephar2020.org

07/2014 WCP 2014 Cape Town (IUPHAR): Prague selected the EPHAR 2020 hosting city

05/2014 Prague bid submission to EPHAR

04/2014 Optional reservation of the Prague Congress Center for the dates

5 – 9 and 12 – 16 July 2020

22

Policy of Support for Students and Young Researchers We realize that the support for students and young scientists to attend the congress is an integral part and a respected tradition of this event. As we understand that enough opportunities for young generation to educate themselves is a necessary prerequisite for further progress in many scientific disciplines, we suggest the following policy in terms of their support:

Reduced registration fees

Free registration for 40 students

Students & young researchers party

Scholarship of 500 EUR for 10 students

Awarded student’s posters All these benefits will be distributed primarily based on the scientific quality of contributions, but also taking into account the needs of students from countries with sub-optimal financial support of students/young scientists.

23

5. Prague & Czech Republic The Czech Republic provides an excellent example of European diversity: in one small area,

a number of completely diverse regions come

together, all easily within reach of one another. There are thermal springs in the west, mountains

and remarkable "rock towns" in the north, a wistful landscape of fishponds in the south, and

sunny vineyards in the southeast. Add to this the historic towns, unique castles and chateaux, spas

with centuries of tradition, thousands of

kilometers of excellently marked trails for hikers and cyclists, and great opportunities for business

meetings.

The Czech Republic offers:

Easy access by any means of

transportation

Safe country

Beautiful scenery

World renowned spa resorts

Reasonable prices; value for your money

Oldest university in Central Europe

13 UNESCO World Cultural Heritage sites

Those who want to get to know the Czech Republic more, thoroughly would benefit by

setting out on a journey through the other

beauties of the country, where an expedition into history, a wander through nature, a challenge on

the golf course or a relaxing spa awaits. Quite

simply, experiences that will never be forgotten...

Weather

Weather in late summer/early autumn in Prague is usually absolutely fine and beautiful. Some of

the bluest skies and crispest air are in September

and October. So, it's a great time to visit. Average temperatures in early September are between 14°

and 22°C.

Time Zone

The Czech Republic is on Central European Time – Greenwich Mean Time (GMT) plus 1 hour. From

April to October is the summer time, i.e. GMT + 2

hours.

Currency and Exchange Rates The official currency of the Czech Republic is the

Czech Crown = Česká koruna

(CZK = Kč).

The official exchange rates of the Czech National Bank in April 2014:

1 EUR = 27, 465 CZK

1 USD = 19, 847CZK 1 GBP = 33, 347CZK

24

Czech Republic is an Open Country

Delegates from 32 countries do not need their passports

Delegates from EU member states and countries within the Schengen Area (in total 32 countries)

do not need their passports to enter the Czech

Republic.

No visas for 71 countries

Delegates from the European Union, the

Schengen Area and from other 40 countries

worldwide (71 countries in total) do not need visas to enter the Czech Republic.

In case visas are required for people entering the

Czech Republic, the authorities are under

constant pressure to ensure visa formalities are kept to a minimum.

25

Prague as a Congress Destination

Prague is the most attractive tourist destination in the Czech Republic. The city of a

hundred spires on the River Vltava is known to people from around the world and is regularly voted among the ten most beautiful cities in Europe.

Prague is rich in architectural monuments, cultural heritage and historical sights, but at the

same time it is modern and dynamic.

The city is one of the best preserved cultural centres of Europe whose breath-

taking atmosphere is unforgettable. You can find

monumental historical palaces and townhouses standing next to the contemporary architecture.

All this together makes Prague an extraordinary attractive place worth seeing.

Besides the fact that Prague contains the residence of the President and Central

Government of the Czech Republic, it is also the seat of many international organizations and

representative offices (e.g. the headquarters of

the EU's satellite navigation system Galileo), as well as an important centre of science, culture

and education.

Prague is also often called “Golden Prague”, “The City of a Hundred Spires” and “The

Paris of the East”.

26

Prague is on the UNESCO World Heritage List The Historic Centre of Prague

Hradčany with Prague Castle

the Lesser Quarter

Old Town including the Charles Bridge and

Josefov

New Town and Vyšehrad

The above mentioned parts occupy an area of

866 ha and have been on UNESCO’s World

Heritage List since 1992.

The centre of Prague is characterised by winding alleys and constructions of all architectural styles

– Romanesque rotundas, Gothic cathedrals,

Baroque and Renaissance palaces, Art Nouveau, Classicist, Cubist and Functionalist houses and

modern buildings.

Tripadvisor: Prague is the 5th Best City in the World Prague is the 5th best city in the world according

to the renowned traveler portal Tripadvisor.com.

27

Art Nouveau in Prague Art Nouveau is richly represented in Prague's architecture. The list of buildings below is

intended to serve as a mere starting point for further exploration; Art Nouveau is the

predominant style of entire streets, for example,

Pařížská ("Paris") street in the Old Town, or Mánesova street in the Vinohrady district.

Art Nouveau is the last of the great universal

visual styles. Spread practically across the entire

Western world at the turn of the 19th and 20th

centuries, it left its mark in architecture, painting,

sculpture, and other genres.

As to where and with whom the style originated,

generally the Belgian architect Victor Horta is considered the style’s father, while the Czech

artist Alfons Mucha – who spent many years

working in France – is seen as another pioneer; indeed, Mucha’s celebrated poster designs for the

actress Sarah Bernhardt became synonymous with the style, which the French subsequently

dubbed “le style Mucha“.

28

29

6. Prague: A Great Location in the Heart of Europe

One of the Best Airports in the World

The airport earned this award for its technological

development and satisfaction on the part of its

customers as well as for its transparent and equal approach to all airlines and its incentive policy.

One of the most modern airports in the world

52 scheduled airlines

direct flights to 90 destinations in 38 countries

12 million passengers

20 min to the historical centre

Awards

In 2014, the airport achieved a significant acknowledgement of "Highly Commended Airport"

in the prestigious Routes Europe Marketing

Awards.

In 2011, the airport was awarded the prestigious Eagle Award by the International Air Transport

Association (IATA).

(Check at: http://www.iata.org/)

30

Czech Airlines as the Official Carrier

Czech Airlines, a member of Sky Team, is the Official Carrier for the majority of events

organized in Prague. Czech Airlines offers a comprehensive global route network linking

several major cities around the world with Prague.

Czech Airlines provide a discount of 10% off

applicable Economy Class fares and 15% off Business Class fares for congress delegates.

19 Major low-cost airlines flying to Prague from European

countries

There are 19 low cost airlines linking Prague with a number of destinations for very competitive rates:

31

Reach Prague Easily

By plane within 3 hours

3-hour flights or less from 40 countries

Country City Duration in hours Country City Duration in hours

Germany Berlin 1 hour Finland Helsinki 2 hours

Germany Frankfurt 1 hour United Kingdom London 2 hours

Germany Hamburg 1 hour Norway Oslo 2 hours

Germany Munich 1 hour Latvia Riga 2 hours

Austria Vienna 1 hour Italy Rome 2 hours

Italy Venice 1,25 hours Bulgaria Sofia 2 hours

Switzerland Zurich 1,25 hours Sweden Stockholm 2 hours

Netherlands Amsterdam 1,5 hours Bulgaria Burgas 2 hours

Belgium Brussels 1,5 hours Greece Athens 2,5 hours

Hungary Budapest 1,5 hours Spain Barcelona 2,5 hours

Switzerland Geneva 1,5 hours Ireland Dublin 2,5 hours

Denmark Kopenhagen 1,5 hours Turkey Istanbul 2,5 hours

France Paris 1,5 hours Ukraine Kiev 2,5 hours

Slovakia Kosice 1,5 hours Russia Moscow 2,5 hours

Poland Warsaw 1,5 hours Germany Stuttgart 2,5 hours

Italy Milan 1,5 hours United Kingdom Edinburgh 2,5 hours

Germany Düsseldorf 1,5 hours Poland Krakow 2,5 hours

Belarus Minsk 1,75 hours Spain Valencia 2,75 hours

France Lyon 1,75 hours Spain Madrid 3 hours

Romania Bucharest 2 hours Croatia Dubrovnik 3 hours

32

By car and train

From these selected European cities, the participants can easily and comfortably get to Prague by car and train: Vienna 3 hours

Bratislava 3 hours

Linz 3,25 hours

Wroclaw 3,5 hours

Munich 3,5 hours

Berlin 3,5 hours

Salzburg 4,5 hours

Frankfurt 4,5 hours

Budapest 4,5 hours

Strasbourg 5,5 hours

Innsbruck 5,5 hours

Cologne 6 hours

Hamburg 6 hours

Düsseldorf 6,5 hours

Ljubljana 6,5 hours

Zurich 6,5 hours

Zagreb 6,5 hours

By Car

Dresden 2,5 hours

Vienna 4,5 hours

Bratislava 4 hours

Munich 4,5 hours

Berlin 4,5 hours

Linz 5 hours

Nuremberg 5 hours

Wroclaw 5,5 hours

Salzburg 6,5 hours

Hamburg 7 hours

Budapest 7 hours

Innsbruck 7 hours

Cologne 7,5 hours

Warsaw 8 hours

Graz 8 hours

By Train

33

Road Access in the Czech Republic

The Czech Republic possesses one of the most advanced transport networks in Central and Eastern Europe. Its geographical position at the very centre of Europe makes it a natural crossroads for major transit

corridors. An extensive network of transport routes serves not only the Czech Republic but also links the country to neighbouring and other European states, and the density of the transport network ranks the

Czech Republic among the world’s most advanced countries.

Highways in Czech Republic

D1 motorway

D2 motorway

D3 motorway

D5 motorway

D8 motorway

D11 motorway

Expressways in Czech Republic

R1, R3, R4, R6, R7, R10

R35, R37, R43, R46

R48, R49, R52, R55 , R56 , R63

Map of Highways in Czech Republic

34

rank city

1. Munich

2. Helsinki

3. Vienna

4. Prague

5. Hamburg

6. Copenhagen

7. Frankfurt

8. Barcelona

9. Leipzig

10. Cologne

11. Rome

12. Bern

13. Paris

14. Brussels

15. Amsterdam

16. Warsaw

17. Oslo

18. Lisbon

19. Madrid

20. London

21. Budapest

22. Ljubljana

23. Zagreb

Prague Boasts One of the Best Public Transportation Systems in Europe

According to a test of 23 European cities, carried out by the

Federation Internationale de l'Automobile (FIA) during October December 2009, Prague ranks 4th overall in quality for European

Public Transportation Systems.

The Prague subway is comprised of 3 lines and 57 stops and is a

very efficient means of transportation.

Plan of Underground

35

7. Prague Congress Centre

The Prague Congress Centre (PCC) is one of many modern architectural landmarks in Prague

and the largest convention and culture centre in the Czech Republic.

It is located directly next to the Vyšehrad subway/underground station (only 2 stops from

the historical downtown) and with easy access to Prague’s main North-South motorway, making it

easy to transport even large exhibition items to

the exhibition venue.

Modern congress hall with stage and great

acoustic

Close to the city centre, 3 minutes by the

underground

Located right on the metro station and the

most important traffic route

Large conference capacity

1100 hotel rooms in walking distance, more

than 1,600 other rooms within 1 stop by the

underground

20 halls and 50 meeting rooms on 4 floors

Several thousand m2 of exhibition space

Up-to-date equipment, WI-FI internet access,

fully air-conditioned

All modern technical equipment available

Barrier-free access: all halls and meeting rooms

of PCC are fully accessible by the disabled

1000 parking spaces

Beautiful panoramic view of the Prague Castle

36

Location of the PCC It takes 30 minutes from the Prague Airport to get to the Prague Congress Centre by public transportation.

NO NEED FOR SHUTTLE BUSES

There is no need for a shuttle bus because the Prague Congress Centre is located 1 subway station (2 minutes) away from the historical centre.

37

Floorplans of the PCC

1st Floor

Ground Floor

38

3rd Floor

2nd Floor

39

Total. area

Theatre School Buffet Banquet s.q.m.

Congress Hall 1 - 4 2764 4 214,0

Congress Hall - parter 1 - 2 1775 2 688,0

Congress Hall - reduced parter 1 - 2 1370 2 088,0

Congress Hall-balcony 4 989 1 526,0

Forum Hall 2 - 4 1034 750 1200 600 1 873,4

Forum Hall - parter 2 648 450 800 430 1 077,4

Forum Hall-balcony 3 - 4 386 250 400 170 796,0

South Hall 3 600 480 900 420 1 003,0

Meeting Hall I 1 430 300 500 230 548,0

Panorama Hall 1 410 240 500 220 532,0

Congress Foyer 1st Floor A 1 700 150 640,2

Congress Foyer 1st Floor B 1 600 200 696,0

Congress Foyer 2nd Floor 2 2000 900 2 535,5

Forum Foyer 1st Floor 1 1000 300 1 194,0

Forum Foyer 2nd Floor 2 1150 300 1 447,0

Conference Premises FloorCapacity

Selected Capacities of the PCC for EPHAR 2020

40

Additional Capacities of the PCC

Total. area

Theatre School Buffet Banquet s.q.m.

Small Hall 0 300 220 350 190 411,0

Meeting Hall IV 2 240 150 250 110 276,4

Meeting Hall V 2 240 150 250 110 276,4

Conference Hall 4 220 170 240 130 352,3

North Hall 2 220 140 280 120 329,0

Club A 1 190 120 160 70 184,5

Club E 1 190 120 160 70 186,0

Club H 1 190 120 200 80 218,8

Chamber Hall 3 180 100 230 90 278,7

Terrace 1 2 160 120 240 100 263,0

Small Theatre 0 160 90 230 80 172,0

Terrace 2 2 120 90 200 80 230,0

Meeting Hall II 1 oval table 96,0

Meeting Hall III 2 round table 77,6

Club B 1 80 50 80 40 86,8

Club C 1 80 50 75 40 82,9

Club D 1 80 50 80 40 87,9

Small Meeting Rooms 1/2/3/4 15 - 50 15 - 35 16 - 67

Dressing Rooms 1/2/3/4 15 - 45 10 - 35 15 - 60

Congress Foyer Groundfloor A 0 1400 460 1 840,0

Congress Foyer Groundfloor B 0 1200 260 1 509,0

Congress Foyer 1st Floor A 1 700 150 640,2

Congress Foyer 1st Floor B 1 600 200 696,0

Congress Foyer 2nd Floor 2 2000 900 2 535,5

Congress Foyer 3rd Floor 3 1200 560 1 572,0

Congress Foyer 4th Floor 4 1200 560 1 569,0

South Foyer Groundfloor 0 600 90 977,0

Forum Foyer Groundfloor 0 750 220 1 086,0

Forum Foyer 1st Floor 1 1000 300 1 194,0

Forum Foyer 2nd Floor 2 1150 300 1 447,0

Forum Foyer 3rd Foor 3 600 220 677,0

ZOOM 1 700 280 747,0

Conference Premises FloorCapacity

41

42

Selected Congresses Planned/Organized in the PCC

43

XIV World Congress of Psychiatry (WPA 2008)

5 500 participants

NATO - The Summit of North Atlantic Alliance 2002

5 000 participants

European Society of Human Reproduction and Embryology (ESHRE

2006)

6 500 participants

International Bar Association Conference (IBA 2005)

4 600 participants

10th International Congress of Dermatology (ICD 2009)

4 000 participants

13th Congress of the European Society for Organ Transplantation

(ESOT 2007)

4 000 participants

20th World Conference Family Medicine - Care for Generations

(WONCA 2013)

3 600 participants

World Veterinary Congress (WVC 2013)

1 300 participants

44

8. Accommodation Prague has large capacities of all types of accommodation. Delegates can choose different

styles: from luxury five-star hotels to three-star

hotels (or two-star hotels and hostels). Most of the suggested hotels are easily accessible.

Accommodation Capacities of Prague

Total number of beds in all categories: 82 000 Total number of rooms: 37 000 Total number of hotels and amenities: 600

Total Number of Hotel Rooms Close to the PCC

More than 17,000

hotel rooms within walking distance or within 8 subway stations to the PCC

hotel rooms 2 - 5 subway stations

hotel rooms in walking distance/ 1 subway station

6,000 hotel rooms

6 - 8 subway stations

3,362

8,000

45

Selected Hotels within Walking Distance/1 Subway Station

Hotels Rooms and

Suites Distance to the Prague Congress Centre

Category *****

Corinthia Hotel Prague 544 walking distance

Le Palaise 72 walking distance/1 subway station

Sheraton 160 walking distance/1 subway station

Category ****

Holiday Inn PCC 251 connected with PCC

Rezidence Vyšehrad 27 walking distance

Coronet 30 walking distance

Vyšehrad 26 walking distance

Green Garden 55 walking distance

Park Inn Prague 210 walking distance

Seven Days 50 walking distance/1 subway station

Novotel 147 walking distance/1 subway station

Panorama Hotel Prague 450 walking distance/1 subway station

Ametyst 84 walking distance/1 subway station

Barcélo 213 walking distance/1 subway station

Archibald City 77 walking distance/1 subway station

1st Republic 42 walking distance/1 subway station

Clarion Prague City 64 walking distance/1 subway station

Raffaello 34 walking distance/1 subway station

Tyl 33 walking distance/1 subway station

Category ***

Inos 33 walking distance

Beránek 80 walking distance/1 subway station

Ibis Praha WS 181 walking distance/1 subway station

Luník 35 walking distance/1 subway station

City-Club 101 walking distance/1 subway station

Otar 40 walking distance/1 subway station

Oya 30 walking distance/1 subway station

Prague Centre 66 walking distance/1 subway station

St. George 56 walking distance/1 subway station

Andante 32 walking distance/1 subway station

Attic 36 walking distance/1 subway station

Pankrác 22 walking distance/1 subway station

Březina penzion 50 walking distance/1 subway station

Tivoli 31 walking distance/1 subway station

Total 3,362

46

Selected Hotels 2 – 5 Subway Stations Away

Hotels Rooms and

Suites Distance to the Prague Congress Centre

Category *****

Esplanade 64 2 subway stations

Palace 124 3 subway stations

Radisson Blue 211 4 subway stations

Boscolo Carlo IV. 148 3 subway stations

Grand Hotel Bohemia 78 4 subway stations

InterContinental 372 4 subway stations

Thalia 125 4 subway stations

President 99 4 subway stations

Kings Court 133 5 subway stations

Paris 92 5 subway stations

Hilton Prague 788 5 subway stations

Imperiál 126 5 subway stations

Hilton Old Town 305 5 subway stations

Marriott 293 5 subway stations

Category ****

Majestic Plaza 196 2 subway stations

Adria 88 2 subway stations

Ambasador - Zlata Husa 162 2 subway stations

Jalta 94 2 subway stations

K+K Hotel Fenix 130 2 subway stations

Yasmin 187 2 subway stations

Amarilis 65 2 subway stations

Liberty 32 2 subway stations

Ramada Grand Symphony 88 2 subway stations

Falkensteiner Hotel Maria Prag 109 2 subway stations

987 Prague Hotel 80 2 subway stations

Hotel Josef 110 2 subway stations

Belvedere 151 2 subway stations

Mucha 30 2 subway stations

Elephant 100 2 subway stations

Jurys Inn 214 2 subway stations

Crowne Plaza Prague Castle 138 2 subway stations

Century Old Town 174 2 subway stations

Grand Majestic Plaza 196 2 subway stations

Astoria 74 2 subway stations

Clarion Old Town 90 2 subway stations

Opera 67 2 subway stations

Maximilian 72 2 subway stations

Absolutum 32 2 subway stations

Plaza Alta Prague 87 2 subway stations

Expo 106 2 subway stations

47

Category ***

City Inn 64 2 subway stations

Ilf 200 3 subway stations

Chopin 80 3 subway stations

Alpin 38 3 subway stations

Harmony 60 4 subway stations

Cloister Inn 73 4 subway stations

City Centre 89 5 subway stations

Globus 151 5 subway stations

Merkur 53 5 subway stations

Atlantic 62 5 subway stations

Axa 134 5 subway stations

Central 68 5 subway stations

Ibis Praha Old Town 260 5 subway stations

Ibis Praha Karlín 210 5 subway stations

Rezidence Vysta 30 5 subway stations

Euro Hotel 204 5 subway stations

Total 7,606

Selected Hotels 6 – 8 Subway Stations Away

Hotels Rooms and

Suites Distance to the Prague Congress Centre

Category ****/***

Andel's 231 6 subway stations

Angelo 168 6 subway stations

Dorint Novotel Don Giovanni 397 6 subway stations

Mövenpick 435 6 subway stations

Olympik 319 6 subway stations

Top Hotel 1140 6 subway stations

Crowne Plaza 250 7 subway stations

Diplomat 398 7 subway stations

Clarion Congress Hotel Prague 559 8 subway stations

Duo Prague 575 8 subway stations

Ibis Praha Smíchov 226 6 subway stations

Total 4,698

48

9. Proposed Venues for Social Events

Proposed venue for the Welcome Reception: Prague Congress Centre

For your Welcome Reception we recommend using the Congress Hall Foyer on the 1st Floor A,

B. In case of higher participation there is also the

possibility to use the Forum Hall Foyer on the 1st and 2nd Floor.

Prague Congress Centre is modern and high-

quality technical equipped building. The PCC is

one of the dominant landmarks of the capital Prague with a wonderful panoramic view of the

Prague Castle. PCC offers many alternative ways of arranging the premises and excellent Czech

and international cuisine.

49

Proposed Venue for the Gala Evening: Municipal House

The most prominent Art Nouveau building in Prague stands on the site of the former Royal

Court palace, the residence of Kings between 1383 and 1485.

It was demolished in the early 1900s to be

replaced by the present cultural centre (1905 –

1911) with its exhibition halls and large auditorium, designed by Antonin Balsanek,

assisted by Osvald Polivka. The interior of the building is decorated with works by leading

Czech artists from the first decade of the 20th

century, including Alfons Mucha.

50

Proposed Venues for the Students and Young Researchers Party: Grand Monastery Restaurant

The restaurant is suitable for large and small groups owing to its segmented layout, and can

handle banquets, reunions, conferences, and

morning coffee breaks. We can also prepare buffets and cocktail parties for up to a thousand

guests.

The cuisine offered by the restaurant is an open

range, and includes traditional Bohemian specialities prepared according to age-old recipes.

51

Plzenska Restaurace In the basement of Prague’s Municipal House a beautiful Art Nouveau period Pilsen restaurant is

located.

If offers traditional Czech meals such as "fillet of

beef with cream sauce", "roast duck" or "roast pork, Czech breadcrumb dumplings and

sauerkraut", all washed down with a glass of Pilsner beer.

Every night, patrons eat and rejoice here to the

accompaniment of original Czech music with a

performance of traditional Czech folklore show. The Pilsen restaurant represents an ideal

restaurant for organizing a dinner for up to 350 people, gala dinner for 160 and buffet reception

for up to 400 guests.

52

Potential for Further Social Events: Art Nouveau French Restaurant The French Restaurant is located in the Municipal House, the most important Secession building in

Prague. It stands on the spot of the former Royal Court Palace, which served as a residence of

Bohemian kings between 1383 and 1485.

Beautiful decoration in Art Nouveau Style was

made by famous artists at the beginning of the 20th century, for example by the great Czech

artist Alfons Mucha, who was well-known in Europe, especially in France where he lived for a

long time.

Art Nouveau restaurant is a prestigious venue of

high quality cuisine and service. These values are proven and recommended by food critics,

gourmets, the general public as well as by numerous awards received. Overall the

restaurant's ambiance is enriched by live piano or

jazz music.

“French Restaurant – the jewel of European Art Nouveau”

53

54

10. Cultural Events & Tours

Cultural Events

The National Theatre The National Theatre in Prague, apart from the Czech Philharmonic and National Gallery, belongs

to the most important Czech cultural institutions

with a rich artistic tradition which was created and maintained by the most distinguished

personalities in Czech society.

The building, technically perfectly equipped

(electric illumination, a steel constructed stage), served without any extensive modifications for

almost 100 years before its reconstruction in 1977 - 1983.

Laterna Magica Laterna Magica is one of the famous attractions of Prague.

It is a special performance, which does not use words, only the combination of film projection

and life stage media like dance, sound, lights, pantomime, black-theatre, etc.

The Rudolfinum Home of the Czech Philharmonic and an

incomparably beautiful setting in the heart of

Prague for concerts, exhibitions and other social events.

The Prague Rudolfinum is a Neo-Renaissance

building of a multi-purpose cultural centre design,

which received its name after Rudolf, Austrian Prince Royal.

55

Prague State Opera Prague State Opera resides in the building which

was opened as a Prague German stage with the performance of Wagner's opera, The

Mastersingers of Nürnberg on January 5, 1888.

Nowadays, the stage of the Prague State Opera

offers the most famous opera performances, such as Nabucco, Aida, La Traviata, Rigoletto (Verdi),

Madama Butterfly (Puccini), The Magic Flute

(Mozart), Carmen (Bizet), etc.

St Nicolas' Church St Nicholas’ Church is a truly grandiose affair, not only boasting one the finest cupolas in town, but

a lovely façade and lavish, cherub-laden interior.

Indeed, such was the scale of Kristof Dientzenhofer's design that it took over 60 years

to build, with his son Kilian Ignaz (along with

Anselmo Lurago) having to complete the work.

The Krizik Fountain Krizik's Fountain is one of the most outstanding

sights and a further dominant of the Prague

Exhibition grounds.

It was built on the occasion of the Jubilee Exhibition in 1891 and it was reconstructed 100

year later. The effect of its performance is

ensured by a lot of water devices operated by 50 pumps and ending with nearly 3,000 jets. The

colour effects are created by 1,248 underwater multi-colour lights.

56

Tours

Sightseeing Tours in Prague The Prague Castle and the Royal Gardens Duration: 4 hours

A half-day sightseeing tour of the Prague Castle, the seat of Czech President, and its surroundings.

Prague´s Old Town and Jewish Town Duration: 5 hours This half-day walking tour will take you to the

ancient heart of the city – the Old Town, which

was settled more than 1000 years ago.

Art Nouveau Prague Tour Duration: 4 hours This tour gives you the chance to acquaint

yourself with the works of the great Czech artist Alfons Mucha.

Evening Jazz Boat Duration: max. 3 hours The river cruise includes a jazz concert and

dinner. You can admire Prague’s cultural,

historical and architectural jewels.

57

Sightseeing Tours Close to Prague Konopiště Chateau Duration: 4 hours This half-day tour takes you to the romantic

Konopiště Chateau located just 40 kilometres (27

miles) south of Prague.

Karlštejn Castle Duration: 4 hours Karlštejn is one of the most visited Czech castles.

This gothic castle with enchanting monumental

architecture is located only about 35 km southwest of Prague

Kutná Hora Duration: 5,5 hours Kutná Hora, a medieval centre of silver-mining was the second richest town of the Bohemian Kingdom.

Kutná Hora town has been registered on the UNESCO heritage list since 1995.

58

Sightseeing Tours within the Czech Republic The Pilsner Urquell Brewery and the Koněprusy Caves Duration: 9 hours Plzeň (Pilsen) is a beer town where the best

known Czech Pilsner Urquell beer has been produced. In Koněprusy the longest karst cave

system in the Czech Republic can be found.

Karlovy Vary and Moser Factory Duration: 9,5 hours Karlovy Vary is the most famous spa town in the

Czech Republic. This town and spa has been

popular also for the production of Moser’s world-famous Bohemian crystal along with local

production of china known as Karlovarský porcelán (Karlovy Vary porcelain).

Český Krumlov Duration: 10 hours

Český Krumlov, a medieval town in Southern Bohemia has kept its almost fairy-tale charm until today and

by right is registered on the UNESCO heritage list.

59

60

11. Proposed PCO Support GUARANT International is a Professional Congress Organizer (PCO) and a Destination Management

Company (DMC). We are leaders in organizing

congresses throughout Central and Eastern Europe. We employ 45 full-time and 30 external specialists to deliver the best services to our clients. For 23 years we have developed a network of quality suppliers and

partners to achieve the best results in organizing events.

We organize congresses and conferences of all dimensions, on national as well as international level. We are ready to organize the whole event all the way down to the smallest details. At the same time, in case of

your expectation, we are ready to provide selected services only based on your specification.

Facts & Figures

Leader in PCO/DMC services in the Czech

Republic

Established in Prague in 1991 – 23 years of

experience

Up to 100 congress events annually

Organizer of the biggest events in Prague,

over 20 managed congresses with 2 000 or

more delegates

45 internal + 30 external staff

Official partner of the Czech Government

for organizing hotel and accommodation

capacities during the Czech Republic’s

presidency of the European Union Council

during the first half of 2009

Contracted for events far in advance

A member of the ICCA (International

Congress and Convention Association)

61

62

12. Preliminary Budget Introduction

All budgeted rates are 2014 prices.

Estimated budget alternatives have been prepared for 1500 and 2000 participants.

Rates are excluding VAT, with the exception of registration fees, these include VAT.

All expenditure rates are originated in CZK, EUR exchange rate used is 26.

Proposed budget has been prepared in cooperation with our partnering PCO.

We counted 5% of costs for contingency and unexpected expenditures.

The inviting society assumes responsibility for the financial result of the Congress.

As per EPHAR guidelines, we expect the total financial balance shall be shared equally 1:1:1 by the

host society, the LOC and EPHAR.

Proposed Total Balance

Proposed Registration Fees

Categories Registration fee

Early 470 €

Standard 525 €

Late/Onsite 630 €

Early 315 €

Standard 420 €

Late/Onsite 470 €

Academic Registration

Student Registration

1500 participants 2000 participants

Total Income 866 826 € 1 071 938 €

Total Expenditures 682 374 € 825 367 €

Total Financial Balance 184 452 € 246 571 €

63

Proposed Total Income

Proposed Total Expenditures

Expenditures 1500 participants 2000 participants

Rental of Premises 137 890 € 171 927 €

Basic Technical Equipment 40 212 € 40 350 €

Exhibition and Sponsorship 4 231 € 4 231 €

Catering 104 538 € 139 154 €

Social Events 84 038 € 105 192 €

Students & Young Researches 29 177 € 33 177 €

Invited Speakers 40 385 € 40 385 €

PCO Fee 86 683 € 107 194 €

Promotion and Committees Expenses 41 538 € 41 538 €

Prints, Web, Graphics and Mailing 32 596 € 41 923 €

Abstracts 9 231 € 9 231 €

Awards 1 538 € 1 538 €

Meeting Secretariat 26 952 € 32 914 €

Bank Charges, Accounting 12 260 € 17 311 €

Contingency 31 105 € 39 303 €

Total Expenditures (excl. VAT) 682 374 € 825 367 €

Total Income 1500 participants 2000 participants

Registration Fees 569 638 € 762 354 €

Congress Dinner 37 188 € 49 584 €

Sponsoring 195 000 € 195 000 €

Exhibition 45 000 € 45 000 €

Grant by the city of Prague 20 000 € 20 000 €

Total Income (excl. VAT) 866 826 € 1 071 938 €

64

Attachments: detailed versions of the proposed budget Detailed Income for 1500 Participants

Item Number

Price per

person in €/

item incl. VAT

Total income in €

incl. VATTotal VAT

1. Registration Fees

Academic Registration 457 329,76 €

Early 400 470,00 € 188 000,00 € 32 636,80 €

Standard 600 525,00 € 315 000,00 € 54 684,00 €

Late / On site 80 630,00 € 50 400,00 € 8 749,44 €

Student Registration 112 307,76 €

Early 200 315,00 € 63 000,00 € 10 936,80 €

Standard 140 420,00 € 58 800,00 € 10 207,68 €

Late / On site 30 470,00 € 14 100,00 € 2 447,76 €

Speakers 0,00 €

Speakers 50 0,00 € 0,00 € 0,00 €

Registration Fees Subtotal 1500 689 300,00 € 119 662,48 €

2. Congress Dinner

Congress Dinner (50% delegates calculated) 750 60,00 € 45 000,00 € 7 812,00 €

45 000,00 € 7 812,00 €

3. Sponsoring

Platinum 1 75 000,00 € 75 000,00 € 0,00 €

Gold 1 55 000,00 € 55 000,00 € 0,00 €

Silver 1 35 000,00 € 35 000,00 € 0,00 €

Bronze 1 20 000,00 € 20 000,00 € 0,00 €

Additional 1 10 000,00 € 10 000,00 € 0,00 €

195 000,00 € 0,00 €

4. Exhibition

Exhibition (15 Exhibitors/9m2), only ehibition

space15 3 000,00 € 45 000,00 € 0,00 €

45 000,00 € 0,00 €

5. Grant

Grant by the Cty of Prague 1 20 000,00 € 20 000,00 € 0,00 €

20 000,00 € 0,00 €

994 300,00 € 127 474,48 €

25 851 800 CZK 3 314 336 CZK

Congress Dinner Subtotal

Sponsoring Subtotal

Exhibition Subtotal

Total estimated income in €

10 000,00 €

20 000,00 €

35 000,00 €

55 000,00 €

Total estimated income in CZK

866 825,52 €

22 537 464 CZK

45 000,00 €

45 000,00 €

37 188,00 €

37 188,00 €

195 000,00 €

75 000,00 €

260 316,00 €

41 650,56 €

52 063,20 €

48 592,32 €

11 652,24 €

569 637,52 €

0,00 €

Preliminary Income (1500 delegates)

20 000,00 €

Exhibition Subtotal 20 000,00 €

Total income in € excl. VAT

155 363,20 €

65

Detailed Income for 2000 Participants

Item Number

Price per

person in €/

item incl. VAT

Total income in €

incl. VATTotal VAT

1. Registration Fees

Academic Registration 612 775,60 €

Early 550 470,00 € 258 500,00 € 44 875,60 €

Standard 800 525,00 € 420 000,00 € 72 912,00 €

Late / On site 100 630,00 € 63 000,00 € 10 936,80 €

Student Registration 149 578,40 €

Early 300 315,00 € 94 500,00 € 16 405,20 €

Standard 150 420,00 € 63 000,00 € 10 936,80 €

Late / On site 50 470,00 € 23 500,00 € 4 079,60 €

Speakers 0,00 €

Speakers 50 0,00 € 0,00 € 0,00 €

Registration Fees Subtotal 2000 922 500,00 € 160 146,00 €

2. Congress Dinner

Congress Dinner (50% delegates calculated) 1000 60,00 € 60 000,00 € 10 416,00 €

60 000,00 € 10 416,00 €

3. Sponsoring

Platinum 1 75 000,00 € 75 000,00 € 0,00 €

Gold 1 55 000,00 € 55 000,00 € 0,00 €

Silver 1 35 000,00 € 35 000,00 € 0,00 €

Bronze 1 20 000,00 € 20 000,00 € 0,00 €

Additional 1 10 000,00 € 10 000,00 € 0,00 €

195 000,00 € 0,00 €

4. Exhibition

Exhibition (15 Exhibitors/9m2), only ehibition

space15 3 000,00 € 45 000,00 € 0,00 €

45 000,00 € 0,00 €

5. Grant

Grant by the Cty of Prague 1 20 000,00 € 20 000,00 € 0,00 €

20 000,00 € 0,00 €

1 242 500,00 € 170 562,00 €

32 305 000 CZK 4 434 612 CZK

Preliminary Income (2000 delegates)

213 624,40 €

347 088,00 €

52 063,20 €

78 094,80 €

52 063,20 €

19 420,40 €

0,00 €

49 584,00 €

Congress Dinner Subtotal

Total income in € excl. VAT

75 000,00 €

55 000,00 €

35 000,00 €

20 000,00 €

10 000,00 €

Total estimated income in CZK 27 870 388 CZK

762 354,00 €

49 584,00 €

Sponsoring Subtotal 195 000,00 €

45 000,00 €

Exhibition Subtotal 45 000,00 €

20 000,00 €

Exhibition Subtotal 20 000,00 €

Total estimated income in € 1 071 938,00 €

66

Detailed Expenditures for 1500 Participants

Item

Number

of days/

hours/

pieces

Units/ Pax

Price per person/

per unit excl. VAT in

CZK

Total for service excl. VAT in

CZK

Total for service

excl. VAT in €

Set up of the congress area (1 day) 1 1 259 940 CZK 259 940 CZK 9 997,69 €

Congress area: 1 plenary room, 4 parallel

sessions, foyer and registration area (4 days)4 1 769 300 CZK 3 077 200 CZK 118 353,85 €

Services (estimate) 1 1 150 000 CZK 150 000 CZK 5 769,23 €

Security services 1 1 0 CZK to be specified to be specified

Information system (estimate) 1 1 80 000 CZK 80 000 CZK 3 076,92 €

On-site rental management 1

(1 person, 10 hours/day, 4 days)4 10 450 CZK 18 000 CZK 692,31 €

3 585 140 CZK 137 890,00 €

2. Basic Technical Equipment

Estimated AV equipment (estimate) 4 1 200 000 CZK 800 000 CZK 30 769,23 €

Double-sided poster boards (estimate) 1 300 450 CZK 135 000 CZK 5 192,31 €

E-poster boards (estimate) 1 30 2 750 CZK 82 500 CZK 3 173,08 €

Transport of poster boards (estimate) 1 1 10 000 CZK 10 000 CZK 384,62 €

Wifi, internet cafe 1 1 0 CZK to be specified to be specified

Translation services 1 1 0 CZK to be specified to be specified

On-site technical management 2

(1 person, 10 hours/day, 4 days)4 10 450 CZK 18 000 CZK 692,31 €

1 045 500 CZK 40 211,54 €

3. Exhibition and Sponsorship

Exhibitor manual (estimate) 1 1 10 000 CZK 10 000 CZK 384,62 €

Sponsorship and exhibition prospectus (estimate) 1 1 15 000 CZK 15 000 CZK 576,92 €

Sponsorship and exhibition management 3

(estimate)1 1 50 000 CZK 50 000 CZK 1 923,08 €

Onsite exhibition management (estimate) 1 1 20 000 CZK 20 000 CZK 769,23 €

Final summary and documentation of

sponsorship and exhibition 41 1 15 000 CZK 15 000 CZK 576,92 €

110 000 CZK 4 230,77 €

4. Catering

Coffee break (estimate, content to be specified) 8 1500 110 CZK 1 320 000 CZK 50 769,23 €

Lunch box (estimate, content to be specified) 4 1500 230 CZK 1 380 000 CZK 53 076,92 €

Mineral water for speakers (estimate) 1 1 10 000 CZK 10 000 CZK 384,62 €

Cost of catering for staff on-site (estimate) 4 1 2 000 CZK 8 000 CZK 307,69 €

2 718 000 CZK 104 538,46 €

5. Social Events

Welcome Reception (Welcome drink, reception) 70% 1500 500 CZK 525 000 CZK 20 192,31 €

Congress Dinner - rental Municipal House 1 1 520 000 CZK 520 000 CZK 20 000,00 €

Congress Dinner - (estimate menu price,

50% delegates calculated)50% 1500 1 500 CZK 1 125 000 CZK 43 269,23 €

Hostesses for Welcome Reception

(6 persons for 5 hours)5 6 250 CZK 7 500 CZK 288,46 €

Hostesses for Congress Dinner

(6 persons for 5 hours)5 6 250 CZK 7 500 CZK 288,46 €

Floral arrangements 1 0 CZK to be specified to be specified

2 185 000 CZK 84 038,46 €

6. Students & Young Researches

Free Registration for 40 Students 1 40 8 190 CZK 327 600 CZK 12 600,00 €

Scholarships 500 EUR for 10 Students 1 10 13 000 CZK 130 000 CZK 5 000,00 €

Students & Young Researches Party - Grand

Monastery restaurant rental for free1 1 0 CZK 0 CZK 0,00 €

Students & Young Researches Party - Buffet

Menu (estimate)1 370 800 CZK 296 000 CZK 11 384,62 €

Hostesses for Students & Young Researches

Party (4 persons for 5 hours)5 4 250 CZK 5 000 CZK 192,31 €

758 600 CZK 29 176,92 €

Expected Expenditures (1500 delegates)

Social Events Subtotal

Basic Technical Equipment Subtotal

Students & Young Researches Subtotal

1. Rental of the Prague Congress Centre

Rental of Premises Subtotal

Exhibition and Sponsorship Subtotal

Catering Subtotal

67

7. Transportation, Tours and Accommodation

Transfer of participants 1 1 0 CZK to be specified to be specified

Sightseeing tours 1 1 0 CZK to be specified to be specified

Accommodation 1 1 0 CZK to be specified to be specified

Tickets for public transport - provided for free by

City of Prague1 1500 0 CZK 0 CZK 0,00 €

Sightseeing tours / Transportation - coordination 1 1 0 CZK to be specified to be specified

0 CZK 0,00 €

8. Invited Speakers

Travel expenses - air tickets 1 50 15 000 CZK 750 000 CZK 28 846,15 €

Travel expenses - on-site 1 1 0 CZK to be specified to be specified

Honorarium for speakers 1 1 0 CZK to be specified to be specified

Accommodation for speakers (50 speakers, 3

room-nights)3 50 2 000 CZK 300 000 CZK 11 538,46 €

Taxation of costs for speakers 1 1 0 CZK to be specified to be specified

1 050 000 CZK 40 384,62 €

9. PCO Fee

10% from congress income 1 10% 22 537 464 CZK 2 253 746 CZK 86 682,55 €

Share from achieved sponsorship and exhibition 1 1 0 CZK to be specified to be specified

Total balance share 1 1 0 CZK to be specified to be specified

2 253 746 CZK 86 682,55 €

Promotion - estimate 1 1 150 000 CZK 150 000 CZK 5 769,23 €

Local Organizing Committee 1 1 800 000 CZK 800 000 CZK 30 769,23 €

Accommodation 0 CZK to be specified to be specified

Travel expenses 0 CZK to be specified to be specified

Social media (estimate) 1 1 30 000 CZK 30 000 CZK 1 153,85 €

Event project manager 1 1 100 000 CZK 100 000 CZK 3 846,15 €

1 080 000 CZK 41 538,46 €

11. Prints, Web, Graphics and Mailing

Congress logo, graphic works 1 1 50 000 CZK 50 000 CZK 1 923,08 €

1st announcement (electronic version) 1 1 5 000 CZK 5 000 CZK 192,31 €

2nd announcement (electronic version) 1 1 5 000 CZK 5 000 CZK 192,31 €

Badge / Tag 1 1500 35 CZK 52 500 CZK 2 019,23 €

Congress bag, pencil, writing pad 1 1500 100 CZK 150 000 CZK 5 769,23 €

Abstract book (printed version) 1 1500 200 CZK 300 000 CZK 11 538,46 €

Final programme (printed version) 1 1500 150 CZK 225 000 CZK 8 653,85 €

List of participants 1 1 0 CZK to be specified to be specified

Certificate of Attendance 1 1 0 CZK to be specified to be specified

Postage 1 1 0 CZK to be specified to be specified

Webpage 1 1 60 000 CZK 60 000 CZK 2 307,69 €

847 500 CZK 32 596,15 €

12. Abstracts

Abstract handling 1 600 400 CZK 240 000 CZK 9 230,77 €

Preparation and production of USB abstracts 1 1500 0 CZK to be specified to be specified

240 000 CZK 9 230,77 €

13. Awards

Award for the Best poster (estimate) 1 1 40 000 CZK 40 000 CZK 1 538,46 €

Award for the Best lecture 1 1 0 CZK to be specified to be specified

40 000 CZK 1 538,46 €

Abstracts Subtotal

Transportation, Tours and Accommodation Subtotal

PCO Fee Subtotal

Invited Speakers Subtotal

Prints, Web, Graphics and Mailing Subtotal

Awards Subtotal

Promotion and Committees Expenses Subtotal

10. Promotion and Committees Expenses

68

14. Meeting Secretariat

Secretariat (registration of participants) 5 1 1500 290 CZK 435 000 CZK 16 730,77 €

Registration on-site

(8 persons, 40 hours each)40 8 240 CZK 76 800 CZK 2 953,85 €

2 technical assistants - support for speakers (8

hours a day)4 16 190 CZK 12 160 CZK 467,69 €

Cashier (2 persons, 30 hours) 30 2 280 CZK 16 800 CZK 646,15 €

Transportation, copying, printing (estimate) 1 1 40 000 CZK 40 000 CZK 1 538,46 €

Registration desks (estimate) 1 1 40 000 CZK 40 000 CZK 1 538,46 €

Hostesses (5 persons, 40 hours each) 40 5 250 CZK 50 000 CZK 1 923,08 €

Other local secretariat costs (estimate) 1 1 30 000 CZK 30 000 CZK 1 153,85 €

700 760 CZK 26 952,31 €

15. Bank Charges, Accounting

Item Units Percentage Amount Amount

2% of total income from registration fees 1 2,0% 14 810 576 CZK 296 212 CZK 11 392,75 €

Basic tax advisory 1 1 0 CZK 0 CZK 0,00 €

Financial management and bookkeeping 6 1 0,1% 22 537 464 CZK 22 537 CZK 866,83 €

318 749 CZK 12 259,58 €

16. Contingency

Contingency (unexpected costs, inflation, VAT

changes)1 5% 16 174 395 CZK 808 720 CZK 31 104,61 €

Contingency Subtotal 808 720 CZK 31 104,61 €

Total expenditures 17 741 715 CZK 682 373,66 €

Notes

Meeting Secretariat Subtotal

Bank Charges, Accounting Subtotal

Note No. 2 - Supervision of AV equipment suppliers, control of functionality and set up for meetings, communication with suppliers, coordination and

control of technical assistants in meeting rooms and speakers ready room, testing of equipment (including final rehearsal), briefing suppliers and personnel

to assist speakers (program, timeschdule, list of speakers), etc.

Note No. 4 Documentation provided to sponsors - contains information on the congress and photo documentation of services provided to the sponsor. Some

companies require this documentation in the contract (as the evidence for tax and auditing authorities).

Note No. 5 - Pre-registration of participants: management of registration; registration software; experienced staff of administrative work; supervision of

staff, fully equipped work space, telephone line, e-mail hotline, income identification and control (online and bank transfers); reporting to client;

communication with participants; final check before the event, printing and completion of vouchers, tickets, badges; final control and settlement of payables

and receivables after event.

Note No. 6 - The work of the accounting department: Accounting of the incomes, invoicing and preparation of the tax documents, data processing for VAT

payments; payment of invoices, reimbursements and overpayments; final account of the event and accounting of the cash revenues during the event.

Note No. 1 - Coordination of services related to rental of premises: communication with the lessor - set up in halls, rooms access, security, air conditioning,

heating, equipment of suppliers, catering, decorations, etc.

Note No. 3 - There are 2 options for sponsorship and exhibition handling:

a) Complete handling - includes: preparing a database of sponsors, search and update contacts, preparing sponsorship brochures, mailings, telephone

follow-up, negotiation with companies, contract preparation, legal advice, contract negotiation, invoicing (deposit, final invoices), control of the terms and

the due of advances, documentation and reports, accounting and bookkeeping;

b) Only the administration as mentioned above - does not include negotiations with the sponsor on the amount and form of contribution (negotioations and

agreements done by customer);

69

Detailed Expenditures for 2000 Participants

Item

Number

of days/

hours/

pieces

Units/ Pax

Price per person/

per unit excl. VAT in

CZK

Total for service excl. VAT in

CZK

Total for service

excl. VAT in €

1. Rental of the Prague Congress Centre

Set up of the congress area (1 day) 1 1 313 290 CZK 313 290 CZK 12 049,62 €

Congress area: 1 plenary room, 4 parallel

sessions, foyer and registration area (4 days)4 1 977 200 CZK 3 908 800 CZK 150 338,46 €

Services (estimate) 1 1 150 000 CZK 150 000 CZK 5 769,23 €

Security services 1 1 0 CZK to be specified to be specified

Information system (estimate) 1 1 80 000 CZK 80 000 CZK 3 076,92 €

On-site rental management 1

(1 person, 10 hours/day, 4 days)4 10 450 CZK 18 000 CZK 692,31 €

4 470 090 CZK 171 926,54 €

2. Basic Technical Equipment

Estimated AV equipment (estimate) 4 1 200 000 CZK 800 000 CZK 30 769,23 €

Double-sided poster boards (estimate) 1 300 450 CZK 135 000 CZK 5 192,31 €

E-poster boards (estimate) 1 30 2 750 CZK 82 500 CZK 3 173,08 €

Transport of poster boards (estimate) 1 1 10 000 CZK 10 000 CZK 384,62 €

Wifi, internet cafe 1 1 0 CZK to be specified to be specified

Translation services 1 1 0 CZK to be specified to be specified

On-site technical management 2

(1 person, 12 hours/day, 4 days)4 12 450 CZK 21 600 CZK 830,77 €

1 049 100 CZK 40 350,00 €

3. Exhibition and Sponsorship

Exhibitor manual (estimate) 1 1 10 000 CZK 10 000 CZK 384,62 €

Sponsorship and exhibition prospectus (estimate) 1 1 15 000 CZK 15 000 CZK 576,92 €

Sponsorship and exhibition management 3

(estimate)1 1 50 000 CZK 50 000 CZK 1 923,08 €

Onsite exhibition management (estimate) 1 1 20 000 CZK 20 000 CZK 769,23 €

Final summary and documentation of

sponsorship and exhibition 41 1 15 000 CZK 15 000 CZK 576,92 €

110 000 CZK 4 230,77 €

4. Catering

Coffee break (estimate, content to be specified) 8 2000 110 CZK 1 760 000 CZK 67 692,31 €

Lunch box (estimate, content to be specified) 4 2000 230 CZK 1 840 000 CZK 70 769,23 €

Mineral water for speakers (estimate) 1 1 10 000 CZK 10 000 CZK 384,62 €

Cost of catering for staff on-site (estimate) 4 1 2 000 CZK 8 000 CZK 307,69 €

3 618 000 CZK 139 153,85 €

5. Social Events

Welcome Reception (Welcome drink, reception) 70% 2000 500 CZK 700 000 CZK 26 923,08 €

Congress Dinner - rental Municipal House 1 1 520 000 CZK 520 000 CZK 20 000,00 €

Congress Dinner - (estimate menu price,

50% delegates calculated)50% 2000 1 500 CZK 1 500 000 CZK 57 692,31 €

Hostesses for Welcome Reception

(6 persons for 5 hours)5 6 250 CZK 7 500 CZK 288,46 €

Hostesses for Congress Dinner

(6 persons for 5 hours)5 6 250 CZK 7 500 CZK 288,46 €

Floral arrangements 1 0 CZK to be specified to be specified

2 735 000 CZK 105 192,31 €

6. Students & Young Researches

Free Registration for 40 Students 1 40 8 190 CZK 327 600 CZK 12 600,00 €

Scholarships 500 EUR for 10 Students 1 10 13 000 CZK 130 000 CZK 5 000,00 €

Students & Young Researches Party - Grand

Monastery restaurant rental for free1 1 0 CZK 0 CZK 0,00 €

Students & Young Researches Party - Buffet

Menu (estimate)1 500 800 CZK 400 000 CZK 15 384,62 €

Hostesses for Students & Young Researches

Party (4 persons for 5 hours)5 4 250 CZK 5 000 CZK 192,31 €

862 600 CZK 33 176,92 €

Expected Expenditures (2000 delegates)

Rental of Premises Subtotal

Basic Technical Equipment Subtotal

Exhibition and Sponsorship Subtotal

Social Events Subtotal

Students & Young Researches Subtotal

Catering Subtotal

70

7. Transportation, Tours and Accommodation

Transfer of participants 1 1 0 CZK to be specified to be specified

Sightseeing tours 1 1 0 CZK to be specified to be specified

Accommodation 1 1 0 CZK to be specified to be specified

Tickets for public transport - provided for free by

City of Prague1 2000 0 CZK 0 CZK 0,00 €

Sightseeing tours / Transportation - coordination 1 1 0 CZK to be specified to be specified

0 CZK 0,00 €

8. Invited Speakers

Travel expenses - air tickets 1 50 15 000 CZK 750 000 CZK 28 846,15 €

Travel expenses - on-site 1 1 0 CZK to be specified to be specified

Honorarium for speakers 1 1 0 CZK to be specified to be specified

Accommodation for speakers (50 speakers, 3

room-nights)3 50 2 000 CZK 300 000 CZK 11 538,46 €

Taxation of costs for speakers 1 1 0 CZK to be specified to be specified

1 050 000 CZK 40 384,62 €

9. PCO Fee

10% from congress income 1 10% 27 870 388 CZK 2 787 039 CZK 107 193,80 €

Share from achieved sponsorship and exhibition 1 1 0 CZK to be specified to be specified

Total balance share 1 1 0 CZK to be specified to be specified

2 787 039 CZK 107 193,80 €

10. Promotion and Committees Expenses

Promotion - estimate 1 1 150 000 CZK 150 000 CZK 5 769,23 €

Local Organizing Committee 1 1 800 000 CZK 800 000 CZK 30 769,23 €

Accommodation 0 CZK to be specified to be specified

Travel expenses 0 CZK to be specified to be specified

Social media (estimate) 1 1 30 000 CZK 30 000 CZK 1 153,85 €

Event project manager 1 1 100 000 CZK 100 000 CZK 3 846,15 €

1 080 000 CZK 41 538,46 €

11. Prints, Web, Graphics and Mailing

Congress logo, graphic works 1 1 50 000 CZK 50 000 CZK 1 923,08 €

1st announcement (electronic version) 1 1 5 000 CZK 5 000 CZK 192,31 €

2nd announcement (electronic version) 1 1 5 000 CZK 5 000 CZK 192,31 €

Badge / Tag 1 2000 35 CZK 70 000 CZK 2 692,31 €

Congress bag, pencil, writing pad 1 2000 100 CZK 200 000 CZK 7 692,31 €

Abstract book (printed version) 1 2000 200 CZK 400 000 CZK 15 384,62 €

Final programme (printed version) 1 2000 150 CZK 300 000 CZK 11 538,46 €

List of participants 1 1 0 CZK to be specified to be specified

Certificate of Attendance 1 1 0 CZK to be specified to be specified

Postage 1 1 0 CZK to be specified to be specified

Webpage 1 1 60 000 CZK 60 000 CZK 2 307,69 €

1 090 000 CZK 41 923,08 €

12. Abstracts

Abstract handling 1 600 400 CZK 240 000 CZK 9 230,77 €

Preparation and production of USB abstracts 1 2000 0 CZK to be specified to be specified

240 000 CZK 9 230,77 €

13. Awards

Award for the Best poster (estimate) 1 1 40 000 CZK 40 000 CZK 1 538,46 €

Award for the Best lecture 1 1 0 CZK to be specified to be specified

40 000 CZK 1 538,46 €

Invited Speakers Subtotal

Transportation, Tours and Accommodation Subtotal

PCO Fee Subtotal

Promotion and Committees Expenses Subtotal

Prints, Web, Graphics and Mailing Subtotal

Abstracts Subtotal

Awards Subtotal

71

14. Meeting Secretariat

Secretariat (registration of participants) 5 1 2000 290 CZK 580 000 CZK 22 307,69 €

Registration on-site

(8 persons, 40 hours each)40 8 240 CZK 76 800 CZK 2 953,85 €

2 technical assistants - support for speakers (8

hours a day)4 16 190 CZK 12 160 CZK 467,69 €

Cashier (2 persons, 30 hours) 30 2 280 CZK 16 800 CZK 646,15 €

Transportation, copying, printing (estimate) 1 1 40 000 CZK 40 000 CZK 1 538,46 €

Registration desks (estimate) 1 1 50 000 CZK 50 000 CZK 1 923,08 €

Hostesses (5 persons, 40 hours each) 40 5 250 CZK 50 000 CZK 1 923,08 €

Other local secretariat costs (estimate) 1 1 30 000 CZK 30 000 CZK 1 153,85 €

855 760 CZK 32 913,85 €

15. Bank Charges, Accounting

Item Units Percentage Amount Amount

2% of total income from registration fees 1 2,0% 21 110 388 CZK 422 208 CZK 16 238,76 €

Basic tax advisory 1 1 0 CZK 0 CZK 0,00 €

Financial management and bookkeeping 6 1 0,1% 27 870 388 CZK 27 870 CZK 1 071,94 €

450 078 CZK 17 310,70 €

16. Contingency

Contingency (unexpected costs, inflation, VAT

changes)1 5% 20 437 667 CZK 1 021 883 CZK 39 303,21 €

Contingency Subtotal 1 021 883 CZK 39 303,21 €

Total expenditures 21 459 550 CZK 825 367,32 €

Total estimated expenditures 21 459 550 CZK 825 367,32 €

Total estimated income 27 870 388 CZK 1 071 938,00 €

Financial balance 6 410 838 CZK 246 570,68 €

Notes

Note No. 5 - Pre-registration of participants: management of registration; registration software; experienced staff of administrative work; supervision of

staff, fully equipped work space, telephone line, e-mail hotline, income identification and control (online and bank transfers); reporting to client;

communication with participants; final check before the event, printing and completion of vouchers, tickets, badges; final control and settlement of payables

and receivables after event.

Note No. 6 - The work of the accounting department: Accounting of the incomes, invoicing and preparation of the tax documents, data processing for VAT

payments; payment of invoices, reimbursements and overpayments; final account of the event and accounting of the cash revenues during the event.

Note No. 2 - Supervision of AV equipment suppliers, control of functionality and set up for meetings, communication with suppliers, coordination and

control of technical assistants in meeting rooms and speakers ready room, testing of equipment (including final rehearsal), briefing suppliers and personnel

to assist speakers (program, timeschdule, list of speakers), etc.

Note No. 3 - There are 2 options for sponsorship and exhibition handling:

a) Complete handling - includes: preparing a database of sponsors, search and update contacts, preparing sponsorship brochures, mailings, telephone

follow-up, negotiation with companies, contract preparation, legal advice, contract negotiation, invoicing (deposit, final invoices), control of the terms and

the due of advances, documentation and reports, accounting and bookkeeping;

b) Only the administration as mentioned above - does not include negotiations with the sponsor on the amount and form of contribution (negotioations and

agreements done by customer);

Note No. 4 Documentation provided to sponsors - contains information on the congress and photo documentation of services provided to the sponsor. Some

companies require this documentation in the contract (as the evidence for tax and auditing authorities).

Note No. 1 - Coordination of services related to rental of premises: communication with the lessor - set up in halls, rooms access, security, air conditioning,

heating, equipment of suppliers, catering, decorations, etc.

Bank Charges, Accounting Subtotal

Meeting Secretariat Subtotal

72

73

See you in Prague…