On-site staffing & replenishment

What the on-site service covers

On-site staffing and replenishment is the workstream that puts the supplier's people inside the booth during the event. The supplier's on-site coordinator (or coordinator team, depending on the event scale) walks the floor, reports the stock position, fits the booth-team apparel, handles the load-in hand-over to the booth builder, runs the booth dismantle and routes the leftover inventory to the next destination. The coordinator is the supplier's single point of contact for the buyer during the event.

The brief captures the event name, dates, organiser, booth number, the booth-team headcount, the apparel sizes, the apparel design, the load-in window and the dismantle window. The supplier runs a venue profile at first-time venues and a recurring-venue profile at repeat venues — measuring the loading dock, the loading hours, the lift dimensions, the staging area, the booth access path and the security protocol. The supplier assigns a coordinator (or coordinator team) to the event at the brief stage and confirms the assignment in writing.

On-site apparel fitting runs at the pre-event fitting day. The supplier attends the booth-builder's pre-event dress rehearsal and fits the booth-team apparel to each team member. The supplier holds a buffer of common sizes (S, M, L, XL, XXL) at the supplier's vehicle at the loading dock to handle last-minute size swaps. The supplier issues a fitting record to the buyer's event lead with the name, the size and the apparel item for each team member.

Day-of replenishment

Day-of replenishment is the workstream that keeps the booth stocked across the event. The supplier's on-site coordinator walks the floor at an agreed cadence (typically every two hours during the open hours of the event) and reports the stock position to the supplier's logistics lead in Prague. When the stock drops below the agreed threshold the supplier pulls a replenishment shipment from the Hostivař warehouse and dispatches it to the loading dock with a 4-6 hour turnaround window.

The replenishment window depends on the venue, the carrier and the time of day. For events at PVA EXPO PRAHA the supplier holds a permanent delivery account and can dispatch within the 4-6 hour turnaround during the working hours of the event. For events at BVV Brno Exhibition Centre the supplier holds a permanent delivery account and can dispatch within the 4-6 hour turnaround during the working hours of the event. For events at the Prague Congress Centre the supplier holds a booked loading dock and can dispatch within the 4-6 hour turnaround during the working hours of the event.

The replenishment window does not extend to all-night or weekend events at all venues. For weekend events at PVA EXPO PRAHA the supplier pre-positions a larger buffer at the supplier's vehicle at the loading dock. For events at venues where the supplier does not hold a permanent delivery account (Hotel Olšanka, regional congress infrastructure), the supplier pre-positions a buffer and the replenishment window is by the next working day.

Multilingual coordinators

The supplier's coordinator pool covers Czech (native), English (fluent), German (fluent), Russian (fluent) and Slovak (native or fluent). The coordinator is matched to the buyer's booth-team language profile at the brief stage. For an all-Czech booth team the coordinator is Czech-native. For a mixed Czech / Slovak / German booth team the coordinator is Czech-native with Slovak and German working knowledge. For a multilingual booth team with English as the working language the coordinator is Czech / English bilingual.

The coordinator handles the load-in hand-over to the booth builder, the apparel fitting, the day-of replenishment, the booth dismantle and the post-event redistribution. The coordinator also handles the multilingual communication with the booth builder, the venue operations team, the carrier and the customs broker (for bonded-area releases during the event). The coordinator is the supplier's single point of contact for the buyer during the event.

The coordinator pool is built around named individuals with five to seven years of B2B event experience. Each coordinator holds a clean criminal record (Czech trestní rejstřík), a clean driving licence (for the loading-dock vehicle) and a multilingual profile matched to the buyer's booth-team language. The coordinator is contracted to the supplier as an employee (not a freelancer) and signs the supplier's anti-bribery declaration annually.

Booth-team apparel programme

The booth-team apparel programme is the workstream that supplies the apparel to the booth team across the event. The apparel typically includes a polo shirt, a T-shirt, a hoodie, a cap and an apron (for F&B activations). The apparel is sourced from the supplier's apparel supplier pool with the buyer's brand applied through screen printing, embroidery or DTF. The apparel is delivered to the Hostivař warehouse, fitted to the booth team at the pre-event fitting day and worn during the event.

The booth-team apparel programme is run as a separate workstream from the visitor giveaway. The apparel sizes are captured in a controlled spreadsheet and matched to the booth team headcount. The supplier holds a buffer of common sizes (S, M, L, XL, XXL) at the Hostivař warehouse to handle last-minute headcount changes. The supplier does not charge the buyer for the size buffer; the buffer cost is included in the per-unit apparel price.

The booth-team apparel is typically branded with the buyer's logo and the event branding. The supplier handles the artwork cleanup, the Pantone matching and the decoration technique selection. The supplier issues a sample at the brief stage with the brand applied for the buyer's approval. The supplier holds the apparel in the Hostivař warehouse until the pre-event fitting day and routes the leftover apparel to the post-event redistribution channel.

Czech and EU regulatory context

Czech and EU regulatory context is a core part of the on-site staffing workstream. DPH 21% on the master invoice in CZK. EU reverse-charge under § 64 ZDPH for Vies-registered EU buyers. Recapitulative EC Sales List filed by the supplier monthly with the Financial Authority of the Czech Republic. ISDOC format mandatory for Czech B2B invoices from January 2025.

The supplier's coordinators are contracted as Czech employees with full social-security and health-insurance coverage under Czech Act 589/1992 Coll. (the Czech Social Security Act). The supplier files the social-security and health-insurance contributions monthly with the Czech Social Security Administration and the relevant health-insurance company. The supplier holds a clean record with the Czech Labour Office (Úřad práce) and the Czech Trade Inspectorate (Česká obchodní inspekce).

GDPR compliance follows EU Regulation 2016/679 and Czech Personal Data Protection Act 110/2019 Coll. The supplier's coordinators sign a confidentiality agreement with the supplier before each event. The supplier signs a data processing agreement with the buyer before any recipient data is shared with the coordinator.

Logistics & distribution

On-site staffing and replenishment rely on the same logistics backbone as the event merch fulfilment workstream. The Prague Hostivař warehouse is the hub. Daily carrier windows with PPL, Zásilkovna, Česká pošta, GLS Česko and DHL Česko. The supplier holds permanent delivery accounts at PVA EXPO PRAHA, BVV Brno Exhibition Centre and the Prague Congress Centre with appointment-window delivery.

The supplier's coordinator vehicle is a 3.5-tonne van with a Czech registration plate and a multi-venue access pass. The van holds a buffer of common apparel sizes, a buffer of common giveaway items, a small toolbox for booth fixes and a satellite-phone for backup communication. The van is insured for the inventory value, the work-related liability and the cross-border travel (for events in Slovakia, Germany and Austria).

The cross-border event coverage extends to Slovakia (Bratislava, Košice), Germany (Berlin, Munich, Hamburg) and Austria (Vienna, Salzburg). For cross-border events the supplier dispatches a bilingual team (Czech + Slovak for Slovakia, Czech + German for Germany and Austria) and arranges the cross-border transport with a contracted carrier. The supplier files the CMR documentation and the customs documentation as required by the destination country.

Pricing and MOQ

On-site staffing is priced per coordinator per day with a half-day minimum. Tier 1 (1-2 coordinator days) is priced at the standard per-coordinator-day rate. Tier 2 (3-10 coordinator days) earns a 5% volume discount. Tier 3 (11+ coordinator days) earns a 10% volume discount and includes a backup coordinator at no additional cost. The coordinator day rate covers the coordinator's salary, the social-security contributions, the health-insurance contributions, the transport, the per-diem and the supplier's project-management overhead.

Day-of replenishment is priced per replenishment shipment with a 4-6 hour turnaround window. The replenishment rate covers the supplier's vehicle, the carrier cost, the carrier booking and the dispatch confirmation. The rate does not include the value of the replenishment items; the items are invoiced at the per-unit price from the framework agreement.

Booth-team apparel is priced per item per size with a decoration technique per item. The decoration technique depends on the apparel item — embroidery for polo shirts and caps, screen printing for T-shirts and hoodies, DTF for small-batch or complex-design apparel. The supplier does not run discount codes or promo codes on booth-team apparel; volume discounts are negotiated at the framework level and reflected in the per-item price.

Roles & responsibilities

The supplier-side team is built around four named owners — event manager, on-site coordinator (or coordinator team), 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 owns the load-in hand-over, the apparel fitting, the day-of replenishment, the booth dismantle and the post-event redistribution. The production lead owns the AQL inspection, the kit assembly, the dispatch and the customs documentation. The logistics lead owns the carrier selection, the appointment-window delivery and the 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.

Case studies

Škoda Auto at MSV Brno — 25 booth-team apparel (polo shirts, hoodies, caps), 12,000 visitor giveaways and a 5-day on-site coordinator presence. The supplier's coordinator fitted the booth team at the pre-event dress rehearsal and managed the day-of replenishment from the Hostivař warehouse with a 4-6 hour turnaround window. Certificates: OEKO-TEX Standard 100, GOTS on the cotton mix, REACH SVHC declaration. DPH treatment: 21% on the master invoice in CZK.

ČEZ at PVA EXPO PRAHA — 18 booth-team apparel (polo shirts, hoodies, caps), 5,000 visitor giveaways and a 4-day on-site coordinator presence. The supplier's coordinator handled the load-in hand-over at the Beranových service road and managed the day-of replenishment from the Hostivař warehouse. Certificates: OEKO-TEX Standard 100, GOTS on the cotton mix. DPH treatment: 21% on the master invoice in CZK.

Kofola at the Prague Congress Centre — 12 booth-team apparel (polo shirts, aprons), 2,500 visitor giveaways and a 1-day on-site coordinator presence. The supplier's coordinator handled the load-in hand-over at the south-side service lift and managed the dismantle. DPH treatment: 21% on the master invoice in CZK.

Pre-event dress rehearsal

The pre-event dress rehearsal is the day before the event opens when the booth team gathers at the venue to set up the booth, fit the apparel, walk through the day's programme and rehearse the booth interactions. The supplier's on-site coordinator attends the dress rehearsal, fits the booth-team apparel to each team member and confirms the size buffer for last-minute swaps. The supplier also uses the dress rehearsal to walk the venue, confirm the loading-dock access path and pre-position the supplier's vehicle at the loading dock.

The dress rehearsal is typically scheduled for the day before the event opens (T-1). The dress rehearsal is co-ordinated by the buyer's event lead and attended by the booth builder, the booth team, the supplier's coordinator and the venue's operations manager. The dress rehearsal typically runs for 4-6 hours with a working lunch and a working break in between. The supplier's coordinator runs the apparel fitting in the first 2 hours and the venue walk in the second 2 hours.

The supplier issues a fitting record at the end of the dress rehearsal with the name, the size and the apparel item for each team member. The supplier issues a venue walk record with the loading dock, the access path, the staging area, the booth access path and any security protocols. Both records are shared with the buyer's event lead in real time as the records are issued.

Day-of event operations

Day-of event operations are the supplier's running-the-event activities. The supplier's coordinator walks the floor at an agreed cadence (typically every two hours during the open hours of the event) and reports the stock position to the supplier's logistics lead in Prague. When the stock drops below the agreed threshold the supplier pulls a replenishment shipment from the Hostivař warehouse and dispatches it to the loading dock with a 4-6 hour turnaround window.

The supplier's coordinator handles the booth-team apparel replacement (size swaps, lost apparel, damaged apparel) and the visitor-giveaway replacement (stock-out, damaged items, off-brand items). The supplier's coordinator also handles the multilingual communication with the booth builder, the venue operations team, the carrier and the customs broker (for bonded-area releases during the event).

The supplier's coordinator is the single point of contact for the buyer during the event. The coordinator's phone number, satellite phone number and email are shared with the buyer's event lead at the brief stage. The coordinator is on-site for the duration of the event — typically 8-10 hours per day for a 2-3 day event. The coordinator is on-site for the dismantle day as well, typically 4-6 hours after the event closes.

Post-event dismantle & redistribution

Post-event dismantle is the workstream that takes the booth down, separates the waste fractions and routes the leftover inventory to the next destination. The supplier's coordinator attends the dismantle, separates cardboard, plastic and textile waste and routes each fraction to the appropriate recycling channel. The supplier issues a waste-handling certificate on request with the items, the weight, the fraction and the destination.

The leftover inventory is routed to one of three destinations — the buyer's nominated address (Prague or Brno), the Hostivař warehouse for the next event, or the return-and-recycle channel for textile off-cuts and end-of-life apparel. The buyer decides the redistribution path at the post-event debrief. The supplier does not run discount codes or promo codes on leftover inventory; the redistribution is at the buyer's call.

The supplier's coordinator writes a post-event report with the event name, the dates, the booth-team apparel worn, the visitor-giveaway items distributed, the replenishment shipments dispatched, the leftover inventory and the waste fractions. The post-event report is shared with the buyer's event lead within five business days of the event close. The post-event report is the input to the post-event debrief with the supplier's account lead.

Compliance and certificates

Czech Social Security Act 589/1992 Coll. compliance for the coordinator's social-security and health-insurance contributions. Czech Trade Inspectorate compliance for consumer-protection and anti-counterfeit work. OEKO-TEX Standard 100 certificate (class I or II) on skin-contact textiles. GOTS certification for organic cotton. GRS for recycled polyester. FSC on paper and packaging. REACH SVHC declaration on chemicals. RoHS on electronics. Pantone Coated / Uncoated matching with Delta-E tolerance ≤ 2.5 on cotton. AQL 1.0-2.5 inspection across the production cycles.

GDPR compliance under EU Regulation 2016/679 and Czech Personal Data Protection Act 110/2019 Coll. Anti-bribery compliance under Czech Act 139/2023 Coll. and EU Anti-Corruption Directive. The supplier signs an annual anti-bribery declaration with the buyer and maintains an internal anti-bribery policy. Gifts and hospitality between the buying team and the supplier team are logged on both sides and reviewed by the buyer's compliance team.