SERVICES
Conference Organisation
CAP Partner – Professional Conference Organiser (PCO)
Conference organisation
A conference can strengthen your association and put you on the map.
Organising an international scientific conference is a huge opportunity.
If you handle it well, a conference can strengthen your association and put you on the map. Handled poorly, complexity, risk, and heavy administrative burden will follow.
That is why most scientific associations benefit from working together with a professional conference organiser (PCO).
We keep a close eye on all conference matters and ensure that all logistics are executed according to plan, which gives the responsible parties more time to focus on the scientific content.
We can help you with
CAP Partner offers end-to-end expertise and support for the planning and execution of conferences, courses, and annual meetings.
Consultancy & Administration
- Dedicated Project Manager
- Administrative support and attendance at planning meetings, including preparation of the agenda, arranging video conferences, and distribution of action items. (Including committee meetings and budget meetings)
- Establish a detailed project plan outlining all tasks and deadlines. Report on achievements at regular planning meetings.
- Ongoing liaison with the local organizing committee and hosts.
Budget & Financial Management
- Preparation and ongoing revision of budget.
- Prudent and timely financial management, close monitoring, and ongoing reconciliations of event funds.
- Day-to-day processing of financial transactions by finance professionals in a controlled environment as certified by external auditors on an annual basis.
- Regular progressive reporting (budget updates) on the financial status of the event: Every 3 months until 9 months before the conference. In the 9 months leading up to the conference, CAP will provide budget updates at least once a month and more frequently as needed.
- Receipting of all income and reconciliation between electronic provider statements, bank account and database. Reconciliations are conducted by our finance professionals.
- Finalizing all accounts, attend to any VAT matters and present the final budget within 90 days of event conclusion.
Program & Speakers
- Provide program structure development and planning advice.
- Liaise with chairpersons regarding the session(s) they are chairing and provide them with speakers’ biographies.
- Coordination of the invitation of speakers and chairpersons and coordination of their travel and accommodation booking/reimbursement of travel expenses.
- Manage any on-site program changes and produce daily updates in the online program/conference app.
- Coordinate speakers’ gifts as required.
- Liaise with speakers, informing them of their papers acceptance or rejection and provide details of their registration requirements, session times, on-site locations, briefing notes and any other relevant information.
Marketing & Promotion
- Formulate a marketing action plan to maximize attendance and revenue. Strategies employed within the plan can incorporate branding, logo, website, database, e- marketing, social media (extra charges may incur depending on the level of activity), and other promotional activities. Costs to implement and activate the marketing action plan will be included as expenditure items within the budget.
- Work with the Local Organizing Committee (LOC) to develop a targeted database of relevant contacts, industry publications, journals, associations, related conferences and free listings.
- Prepare and manage graphic design, content development, and production of all event marketing and on-site materials.
- Manage the design, creation, hosting, and domain name registration of the event website.
- Presence & promotion at related conferences /events prior to your event/conference
Venue, Av & Onsite Management
- Provide advice and coordinate onsite requirements such as audio-visual equipment, registration desk equipment, technicians, security, Wi-Fi, staging, signage, photography, furniture, cleaning, waste, etc.
- Advise on food and beverage selections for the event and coordinate with venue and/or caterers.
- Provide staff personnel for all on-site operations.
- Coordinate facilities for provision and distribution of name badges on site.
- Co-ordinate set up and staffing of the on-site registration desk.
- Student volunteer program management.
- Liaise and negotiate with the venue for provision of AV requirements.
- Consultation for onsite set up requirements.
- Oversee delivery of AV requirements onsite.
Accommodation Management
- Research and select appropriate hotels relevant to delegate needs.
- Contract all accommodation with hotels, accepting financial liability for the hotel contracts on behalf of the client
- Negotiate flexible contract terms and competitive accommodation rates.
- Select and block book the expected number of hotel rooms.
- Provide accommodation options, payment gateway and booking link via the event website.
- Reserve accommodation, process deposit payments & forward confirmation letters.
- Monitor usage levels of the room inventory and release/ increase rooms accordingly.
- Provide hotels with rooming lists.
Social Events & Tours
- Advise on suitable rooms, theming, entertainment, audio visual requirements and menu selection for the Gala Dinner and Welcome Reception.
- Coordinate delivery of social events and oversee smooth delivery of food and beverage.
- Advise on relevant pre and post conference tours and provide booking link via the event website
Registration Management
CAP Partner handles all tasks related to participant registrations, including the following services:
- Dedicated Registration Manager
- Development of an online interactive registration facility allowing participants to register for the event, book accommodation, tours, and social functions.
- Secure credit card payment processing.
- Instant email confirmation for online bookings accompanied by tax invoice.
- Access to live event reporting for statistics on current registered delegates.
- All communication with participants, practical information, invitation for visa and reminders
- Production of name badges
- Certificate of attendance and accreditation
- Applying for CME accreditation
Abstract submission management
- Setup of online abstract submission in dedicated system
- Abstract management including submission monitoring, review, program and reporting to the scientific chair/com-mittee.
- Coordination & management of the poster area onsite
- All communication and coordination with abstract submitters and reviewers
Exhibition and sponsorship management
Our exhibition and sponsor management services include:
- Dedicated Sales Manager
- Sponsorship sales based on a pre-existing database of potential sponsors provided by the client that includes contact names, organizations, and email/phone numbers and CAP Partner’s database.
- Manage sponsorship and exhibition targets and work closely with the LOC to achieve the goals.
- Formulate and distribute an online sponsorship selling prospectus
- Undertake sales to secure sponsors’ and exhibitors’ commitment and carry out all administrative work, including written confirmation, invoicing, and all subsequent liaisons.
- Co-ordinate all arrangements to ensure sponsor and exhibitor entitlements are delivered.
- Identify exhibition-related expenses within the event budget to ensure all cost components of a successful exhibition are incorporated.
Why us
Get peace of mind while maximising scientific impact
Support from a Professional Congress Organiser gives you peace of mind, so you can focus on the scientific content and your community while we handle logistical matters.
From strategic planning and budget management to registrations, logistics, sponsorship, and digital solutions, our experienced team manages every detail with precision and care. With CAP Partner, you gain a trusted partner who ensures your congress is delivered on time, on budget, and on point.
International expertise
We organise conferences all over Europe
We work across borders, cultures, and scientific disciplines with respect, insight, and curiosity. We combine international expertise with strong local partnerships to deliver conferences, courses, and meetings all over Europe.
“None of this would have been possible without our incredible conference bureau, CAP Partner. Your ability to bring our vision for the conference to life was exceptional. Thank you for an outstanding effort from start to finish!“
Managing Director The Association of Danish Podiatrists / Secretary General The International Federation of Podiatrists, GPS 2026
Lea Stentoft
End-to-end bidding support
Are you bringing a European or global conference to Copenhagen?
CAP Partner supports associations throughout the bidding process for free, including:
- Strategic bid development
- Realistic financial modelling
- Venue and destination partnerships
- Convention bureau coordination
- Professional bid materials
We have excellent local partnerships with venues, suppliers, and relevant stakeholders and networks in Copenhagen, Denmark.
Client cases
Explore the results we create for our clients
Explore more
Relevant highlights for you
Bidding support
Are you bringing an international conference to Copenhagen?
CAP Partner supports associations throughout the bidding process for free.
Corporate Event Management
CAP Partner offers end‑to‑end event management for corporate meetings, social events and dinners, product launches, advisory boards, internal events, training programs, and stakeholder engagements.
How we work
At CAP Partner, we are more than a supplier; we are a strategic and professional partner to your association. Learn more about how we work.
More Services
Other things we can help you with
CAP Partner offers end-to-end support organising scientific conferences, courses, and events for clients all over Europe as their PCO or core PCO.
Meeting planning
Financial management
Fundraising
PR and Marketing
Project management of educational activities
Corporate event management
Financial management
Registration Management
Marketing & Promotion
Program & Speakers
