MICE merchandise programmes for the Czech Republic

What the MICE layer includes

The MICE merchandise layer sits across six workstreams — corporate events, incentive travel, conferences and summits, trade shows and exhibitions, launches and roadshows, and hotel and venue procurement. Each workstream has its own brief, its own decoration logic, its own dispatch plan and its own post-event redistribution path. Czech B2B buyers typically run two to four of these workstreams in parallel through the calendar year, with a portfolio-level framework agreement that covers pricing, dispatch and reporting across events.

The Hostivař warehouse is the hub. Items are pulled from stock or produced to order, packed into the kit, staged for dispatch and shipped on the agreed carrier with appointment-window delivery. PPL, Zásilkovna, Česká pošta, GLS Česko and DHL Česko are the contracted domestic carriers. PPL and DHL are the contracted EU carriers for cross-border events. The supplier holds daily carrier windows with each contracted carrier and a permanent delivery account with PVA EXPO PRAHA, BVV Brno and the Prague Congress Centre.

Programme catalogue

The six programmes on the catalogue cover the core MICE scenarios that Czech B2B buyers commission. Each programme is run as its own programme with its own brief, its own kit assembly and its own post-event debrief. The supplier does not bundle programmes across the year; each event has its own master brief and its own change-control log.

• Corporate events — AGMs, kick-offs, offsites, partner evenings, awards nights
• Incentive travel — top performer rewards, multi-destination trips, partner incentives
• Conferences and summits — industry conferences, association meetings, capacity builds
• Trade shows and exhibitions — booth apparel, giveaways, lead-capture, lead magnets
• Launches and roadshows — product launches, dealer tours, regional rollouts
• Hotel and venue procurement — room blocks, F&B coordination, branded amenities

Czech and EU context

Czech VAT (DPH) of 21% applies to MICE merchandise programmes — the master invoice is issued in CZK with reverse-charge under § 64 ZDPH for non-Czech recipients on the participant list. EU participants (visiting speakers, foreign press, international delegates) are invoiced under the reverse-charge mechanism when the supplier holds the buyer's valid EU VAT ID; recapitulative EC Sales Lists are filed monthly with the Financial Authority of the Czech Republic. ISDOC format is mandatory for Czech B2B invoices from January 2025.

GDPR compliance follows EU Regulation 2016/679 and Czech Personal Data Protection Act 110/2019 Coll. Participant data (name badges, name-embroidered apparel, personalised welcome-pack inserts, room-block allocations) is processed for event delivery only, not marketing. The supplier signs a data processing agreement with the buyer and processes recipient data only on documented instructions. OEKO-TEX Standard 100 (class I or II) applies to skin-contact textiles; GOTS applies to organic cotton; GRS applies to recycled polyester with minimum 20% recycled content; FSC applies to paper, wood and packaging.

Hotel CSR rules apply to hand-overs at Prague Congress Centre and Hotel Olšanka; the venue holds the integrity of the packaging but not the contents. The supplier does not run discount codes or promo codes on leftover stock; the buyer decides the redistribution path at the post-event debrief.

Logistics and dispatch

The Hostivař warehouse holds the buffer for the MICE programme. Items are pulled, counted, quality-checked and packed into the kit on a per-event basis. Personalised items are matched against a controlled spreadsheet and packed into named cartons. The kit is staged for dispatch and the manifest is shared with the event team 24-48 hours before the dispatch window. Dispatch runs on the contracted carrier with appointment-window delivery and a confirmation call to the venue's loading dock.

Multi-address delivery is standard. A 5,000-unit event typically goes to 30-50 unique addresses — the booth, the press room, the speaker green room, the sponsor lounge, the VIP dining room, the hotel rooms on the room block. The supplier holds the address master in a controlled spreadsheet and updates it before each event with the event team's input. The supplier does not own the address data; the buyer and the event organiser remain the data controllers.

Post-event redistribution follows three typical paths — return to the buyer's nominated address (Prague or Brno), return to the Hostivař warehouse for the next event, or return-and-recycle through a textile-recycling partner for textile off-cuts and end-of-life apparel. Booth dismantle and waste handling is part of the post-event workstream: the supplier separates cardboard, plastic and textile waste and routes each fraction to the appropriate recycling channel, and issues a waste-handling certificate on request.

Pricing and framework

MICE programme pricing is per event with a tier structure that reflects the kit complexity, the decoration technique and the dispatch window. Tier 1 (500-1,999 units per event) is priced at the standard per-unit rate with no event-volume discount. Tier 2 (2,000-9,999 units per event) earns a 5% event-volume discount on the per-unit rate. Tier 3 (10,000+ units per event) earns a 10% event-volume discount on the per-unit rate and includes a free on-site coordinator for the load-in and dismantle days. Multi-event portfolios earn consolidated pricing across the calendar year.

MOQ depends on the decoration technique and the product — 25 units for engraved glassware and laser-engraved drinkware, 50 units for embroidered apparel, 100 units for screen-printed apparel, 250 units for custom-mixed stationery items. The supplier does not have an MOQ on the venue-related services — kit assembly, dispatch, on-site replenishment and post-event redistribution are quoted per service per pack. Payment terms are 30 days from invoice date for buyers with an established credit history; new buyers are asked for a 50% deposit on order confirmation and the 50% balance before dispatch.

Roles and responsibilities

The supplier-side team is built around four named owners — event manager, on-site coordinator, production lead and logistics lead. The event manager owns the master brief, the change-control log, the master schedule and the post-event debrief. The on-site coordinator walks the floor during the event and reports the stock position to the event manager in Prague. The production lead owns AQL inspection, kit assembly, dispatch and customs documentation. The logistics lead owns carrier selection, appointment-window delivery and reverse-charge paper trail.

The buyer-side team usually has three named owners — event lead, brand lead and finance lead. The event lead owns the supplier relationship, the master brief and the change-control approval. The brand lead owns the brand book, the artwork approval and the sample sign-off. The finance lead owns the ERP integration, the cost-centre mapping and the invoice approval. The supplier runs a kickoff workshop with all buyer-side owners at the brief stage and a recurring check-in with the event lead before each event.

Case studies

Škoda Auto at MSV Brno — 12,000 hoodies and 8,000 T-shirts for the booth team and the visitor giveaway. The supplier ran the event from the Prague Hostivař warehouse with dispatch to the BVV Hall P service yard on a 30-minute slot. The kit was assembled in three waves (load-in / mid-event / dismantle) with replacement from the Hostivař warehouse on a 4-6 hour turnaround.

ČEZ at PVA EXPO PRAHA — 5,000 insulated bottles and 4,000 notebooks for the visitor giveaway at the For Energy trade show. The supplier ran the event from the Hostivař warehouse with dispatch to the Beranových service road on appointment-window delivery. The kit was assembled in two waves (load-in / mid-event).

Kofola at the Prague Congress Centre — 1,500 branded beermats, 1,000 branded glasses and 800 brewer's aprons for the B2B partner evening. The supplier ran the event from the Hostivař warehouse with dispatch to the south-side service lift on a booked loading dock. OEKO-TEX Standard 100 and FSC on the carton.

Pilsner Urquell at Výstaviště Černá Louka — 3,500 premium gift sets for the partner recognition programme at the Ostrava regional event. The supplier ran the event from the Hostivař warehouse with dispatch to the Ostrava service yard. OEKO-TEX Standard 100 and FSC on the carton.