Professional conference organisation with people who care

As a Professional Congress Organiser (PCO), we focus on ensuring that the conference activities are in line with the objectives of the association. At the same time, we keep a close eye on the conference economy and  make sure all logistics are carried out according to the plans, giving the responsible parties more time to focus on the scientific content. By focusing on the conference economy, we often help associations increase their income. These funds may support additional activities of the association after the conference.

We can help you with:

  • Support for conference bids
  • Conference management
  • Financial counselling and management
  • Fundraising, sponsor & exhibition management
  • Communication, IT & marketing
  • Virtual conference management
  • Participant registration
  • Abstract handling
  • Venues & social events
  • Hotel administration & local transportation
Your regular and rigorous work, your judicious and valuable advice, your useful reminders when I was late in responding have been all contributing factors to the success of this 38th session. Of course, the entire CAP-Partner team must be associated with the success of the conference. Nevertheless, you have both contributed exceptionally to this achievement and made my tasks much less stressful and I can only be extremely grateful to you! EBJIS 2019 (European Bone and Joint Infection Society)
Professor Olivier Cornu

Head of the Cliniques universitaires Saint-Luc’s Orthopaedic and Trauma Surgery Department.

Conference Management

CAP Partner takes care of overall conference planning and coordination. We assign a conference manager to make sure every detail is perfect and nothing has been forgotten.

We also take pride in generating creative ideas that have the potential to make your conference and/or association stand out.

Support for
conference bids

If you wish to submit a bid for an international conference, we offer support free of charge.

We assist with all facets of bid development, including creating a budget and identifying options for the venue, hotels, and social events.

We are happy to collaborate with the local convention bureau during this process, as needed.

Financial counselling and management

CAP Partner takes full financial responsibility for your meeting, handling all practical aspects related to budgets and accounts.

  • We prepare the conference budget and provide financial counselling.
  • We handle invoicing and expense vouchers.
  • We prepare the final balance and secure proper auditing.
  • We investigate opportunities for conference support provided by the conference city.

All account details, such as expense vouchers, invoices, etc. are shared with the local organising committee.

Fundraising, sponsor & exhibition management

We identify potential sponsors, in collaboration with the local organising committee.

We prepare the Sponsor & Exhibitor Manual, including choices and pricing for different sponsorship opportunities.

We negotiate with sponsors, aiming to establish a collaboration that benefits your association and its sponsors equally.

Our goal is to secure continued sponsor collaboration, and we also make sure all applicable ethical guidelines for collaboration are met.

We handle all practical arrangements related to sponsors and exhibitors, before, during, and after the conference.

We believe that each conference should generate income that will support your association’s other projects. Therefore, our approach to sponsorship often reaches beyond the conference.

Communication,
IT & marketing

CAP Partner handles all aspects of conference communication, from the conference website to marketing and PR. Alert for new media opportunities, we provide custom solutions for your conference.

  • We create your conference’s website and provide website maintenance.
  • We ensure all relevant materials are available online, before and after the conference.
  • We use social media, such as Facebook, LinkedIn and Twitter, and closed network forums, to facilitate participant networking and disseminate information before, during, and after the conference.
  • We arrange presentation and event webcasts, extending your conference’s audience and afterlife. We also enable online file sharing of conference documents.
  • We handle participant marketing via email and social media.
  • We handle press relations, arranging meetings with the press and providing promotional materials during the conference.
  • We offer a conference smart phone app to facilitate communication, networking, and individual programme planning before, during, and after the conference.

“We have organised several international conferences in many parts of the world and therefore have good relations with conference venues and conference suppliers in many different cities and countries.”

Contact our

Conference organisation services experts

Teresa Krausmann

Managing Director, Partner

tk@cap-partner.eu

Hanne Kvalheim

Congress manager

hk@cap-partner.eu

Do you know the feeling?

Your conference generated lots of ideas for future activities,
but nobody took the initiative.

We can help you drive the agenda forward.

Participant Registration

CAP Partner provides an efficient online registration system. We take pride in addressing any participant needs and questions that arise before, during, and after the conference.

  • We establish and maintain an online registration database.
  • Our services include establishing bank accounts, negotiating credit card agreements, and handling debtors.
  • We convey practical information and reminders to participants. We also handle all individual participant requests.
  • On-site, we provide name badges, create participant lists, and handle registration.
  • If desired, we can also provide statistics on conference participants.
  • VIP handling is available for speakers and board members.

Abstract handling

CAP Partner handles all aspects of abstract submission, tailoring our services to the size and needs of your conference.

  • We are happy to suggest guidelines for abstract submissions and presentations.
  • We provide administrative support for abstract submission via an online submission system
  • We provide support for the abstract review process by generating abstract overviews, statistics, and an online review system, as needed.
  • We handle all correspondence with abstract submitters.

Venues & social events

CAP Partner ensures that conference/social event venues meet your association’s requirements, financially and in terms of space and atmosphere.

  • We provide guidance on choice of venue, carefully considering size, location, and service level.
  • We conduct price negotiations with the venue and contractors, handling agreements related to catering, technical equipment, staffing, etc.
  • We maintain contact with the venue during and after the conference, to ensure that all services are delivered as agreed.

Hotel administration & local transportation

We identify and manage bookings of suitable accommodation options for conference participants. We can also arrange
transportation between your conference’s locations.

We identify different categories of accommodation and handle all hotel bookings, including reservations and cancellations.

We work with local suppliers to arrange transport, according to the conference programme.

We organise travel arrangements for speakers and VIPs and arrange airport pick-up.

Courses & Conferences

CAP Partner’s engagement in the conferences listed below is of varying nature: Ranging from overall planning
and coordination to assisting in fundraising.

1-3 February 2022Paris, FranceCongress of the European Council for Enterostomal Therapy (ECET)
Spring 2022Madrid, SpainEuropean Society for Micrographic Surgery - 2021 Course
19-20 April 2022Copenhagen, Denmark

NeuroRehab 2022

19-22 April 2022Copenhagen, DenmarkNordic Congresses of Dermatology and Venereology 2022
3-5 May 2022Copenhagen, Denmark4th International Conference on Animal Health Surveillance - ICAHS4
20-21 May 2022Copenhagen, DenmarkNordic Course on Laser Dermatology 2022
15-18 June 2022Copenhagen, DenmarkEuroPerio10
11-16 July 2022Copenhagen, DenmarkInternational Turfgrass Research Conference (ITRC)
8-10 September 2022Graz, Austria Annual Meeting of The European Bone & Joint Infection Society - EBJIS 2022
September 2022Copenhagen, DenmarkIWA World Water Congress & Exhibition
28 September - 1 October 2022Stuttgart - Liederhalle, GermanyWundD.A.C.H Kongress 2022
October 2022USInterdisciplinary Diabetic Foot Conference - DFCon 2022
October 2022Bratislava, SloveniaDiabetic Foot Study Group (DFSG) annual meeting
October 2022Pisa, ItalyInternational Diabetic Foot Course 2022
October 2022Copenhagen, DenmarkWorld Congress on Electroporation 2022
14 November 2022Copenhagen, DenmarkCongress of the Danish Microbiological Society (DMS)
January to December, 2021OnlineThe European Bone & Joint Infection Society Webinar Series - EBJIS (8 webinars)
15 January 2021Online5th Nordic Dermoscopy Course 2021
21 January 2021OnlinePisa Internation Diabetic Foot webinar series (5 webinars)
26 February 2021Online/USDFCONtinuum Webinar series (XX webinars)

15 February 2021OnlineDanish Microbiological Society Webinar
February-May, 2021OnlineEuropean Wound Management Association Webinar series (3 webinars)
February-June, 2021OnlineInternational Lymphoedema Framework Webinar series (4 webinars)
20. martsOnlineDanish Lymphology Society: General Assembly
12. martsOnlineDanish Society of Haematology: Annual virtual meeting
16. martsOnlineDanish Microbiology Society: General Assembly & Symposium
June 2021OnlineEAFWH International programme - 1st course virtual
9-11 June, 2021Copenhagen, DenmarkOne Health EJP Annual Scientific Meeting (ASM) - Hybrid
14 June, 2021Fredericia, CopenhagenHygiene Course for tatooists
18-19 June, 2021Online46th meeting of European Paediatric Ophthalmological Society EPOS 2021 - Virtual
17 June 2021Copenhagen, DenmarkHygiene Course for tatooists
24-28 August 2021Copenhagen, DenmarkThe International Federation of Biomedical Laboratory Science (IFBLS 2021)
24-26 August 2021Amsterdam, Holland5th World Congress on Tattoo and Pigment Researcch (WCTP 2021)
24-25 September 2021OnlineDiabetic Foot Study Group (DFSG) virtual annual meeting
6-9 October 2021Pisa, ItalyInternational Diabetic Foot Course 2021
7-9 October 2021Ljubljana, SloveniaAnnual Meeting of The European Bone & Joint Infection Society - EBJIS
13-16 October, 2021Copenhagen, DenmarkEuropean Hernia Congress
26-27 October 2021OnlineEuropean Wound Management Society & Journées Cicatrisations Virtual Conference
27-31 October 2021San Francisco, California, USAInterdisciplinary Diabetic Foot Conference - DFCon
October 2021Paris, FranceEAFWH International course
15 November 2021Copenhagen, DenmarkCongress of the Danish Microbiological Society (DMS)
27 November 2021Eindhoven, NetherlandsEuropean Society for Micrographic Surgery Lab Tech Day
11-13 November 2021Online10th International Congress of Arthroplasty Registries 2021 - Virtual
18-20 November 2021Copenhagen, Denmark10th International conference of the International Lymphoedema Framework (ILF)
16-18 November 2021Copenhagen, Denmark International Conference on Microbial Food and Feed Ingredients 
16-18 November 2020Copenhagen, Denmark International Conference on Microbial Food and Feed Ingredients 
18-20 November 2020Copenhagen, Denmark10th International conference of the International Lymphoedema Framework (ILF)
11-13 November 2020Online10th International Congress of Arthroplasty Registries 2021 - Virtual
27 November 2020Eindhoven, NetherlandsEuropean Society for Micrographic Surgery Lab Tech Day
15 November 2020Copenhagen, DenmarkCongress of the Danish Microbiological Society (DMS)
October 2020Paris, FranceEAFWH International course
27-31 October 2020San Francisco, California, USAInterdisciplinary Diabetic Foot Conference - DFCon
26-27 October 2020OnlineEuropean Wound Management Society & Journées Cicatrisations Virtual Conference
13-16 October, 2020Copenhagen, DenmarkEuropean Hernia Congress
7-9 October 2020Ljubljana, SloveniaAnnual Meeting of The European Bone & Joint Infection Society - EBJIS
6-9 October 2020Pisa, ItalyInternational Diabetic Foot Course 2021
24-25 September 2020OnlineDiabetic Foot Study Group (DFSG) virtual annual meeting
24-26 August 2020Amsterdam, Holland5th World Congress on Tattoo and Pigment Researcch (WCTP 2021)
24-28 August 2020Copenhagen, DenmarkThe International Federation of Biomedical Laboratory Science (IFBLS 2021)
17 June 2020Copenhagen, DenmarkHygiene Course for tatooists
18-19 June, 2020Online46th meeting of European Paediatric Ophthalmological Society EPOS 2021 - Virtual
14 June, 2020Fredericia, CopenhagenHygiene Course for tatooists
9-11 June, 2020Copenhagen, DenmarkOne Health EJP Annual Scientific Meeting (ASM) - Hybrid
June 2020OnlineEAFWH International programme - 1st course virtual
16. martsOnlineDanish Microbiology Society: General Assembly & Symposium
12. martsOnlineDanish Society of Haematology: Annual virtual meeting
20. martsOnlineDanish Lymphology Society: General Assembly
February-June, 2020OnlineInternational Lymphoedema Framework Webinar series (4 webinars)
February-May, 2020OnlineEuropean Wound Management Association Webinar series (3 webinars)
15 February 2020OnlineDanish Microbiological Society Webinar
26 February 2020Online/USDFCONtinuum Webinar series (XX webinars)

21 January 2020OnlinePisa Internation Diabetic Foot webinar series (5 webinars)
15 January 2020Online5th Nordic Dermoscopy Course 2021
January to December, 2020OnlineThe European Bone & Joint Infection Society Webinar Series - EBJIS (8 webinars)
14-16 November 2019RomaniaEuropean Association of Fellows in Wound Healing (EAFWH), 3rd Educational Course Part 1
11 November 2019Copenhagen, DenmarkCongress of the Danish Microbiological Society (DMS)
7-8 November 2019Copenhagen, DenmarkNordic Course on Skin Surgery
November 2019The NetherlandsEuropean Society of Micrographic Surgery Course (ESMS)
17-19 October 2019Los Angeles, USADiabetic Foot Global Conference 2019 (DFCon19)
2-5 October 2019Pisa, Italy11th Pisa International Diabetic Foot Course 2019
1-5 October 2019Copenhagen, DenmarkWorld Muscle Society Annual Congress 2019
15-18 September 2019Copenhagen, DenmarkEuropean Society for Organ Transplantation 2019 (ESOT)
13 September 2019Malmö, SwedenDermatoskopi i Primärvård
12-14 September 2019Naples, Italy1st International Kv7 Channels Symposium 2019
12-14 September 2019Antwerp, Belgium38th Annual Meeting of European Bone and Joint Infection Society (EBJIS) 2019
11-14 September 2019Copenhagen, DenmarkEuropean Society for Clinical Virology 2019 (ESCV)
11-13 September 2019Copenhagen, Denmark16th Congress of the Nordic Spinal Cord Society (NoSCoS)
8-11 September 2019Pisa, ItalyInternational symposium on the Genetics of Industrial Microorganisms 2019 (GIM)
30 August 2019Jönköping, SwedenDermatoskopi i Primärvård
10-12 July 2019Copenhagen, DenmarkInternational Turfgrass Research Mid conference (ITRC conference 2021)
7-12 July 2019Cambridge, UK15th International Plant Cell Wall Meeting (Cell Wall) 2019
7-11 July 2019Glasgow, ScotlandFEMS 2019 – 8th Congress of European Microbiologists
28-29 June 2019GermanyEuropean Association of Fellows in Wound Healing (EAFWH), 1st Educational Course part 2
23-26 JuneRome, Italy14th Conference of the European Council of Enterostomal Therapists (ECET)
13-15 June 2019Chicago, USA9th International Conference of the International Lymphoedema Network (ILF) 2019
5-7 June 2019Gothenburg, Sweden29th Conference of the European Wound Management Association (EWMA) 2019
24 May 2019Gothenburg, SwedenDermatoskopi i Primärvård
22-25 May 2019The Hague, The NetherlandsInternational Symposium on the Diabetic foot (ISDF)
13-17 May 2019Germany

European Association of Fellows in Wound Healing (EAFWH), 1st Educational Course part 1

3-4 May 2019Copenhagen, DenmarkFeline Inspiration Days
28-29 March 2019Gothenburg, Sweden4th Nordic Dermoscopy Course
26-28 March 2019Bern, Switzerland4th European Congress on Tattoo and Pigment Research (ECTP) 2019
8-9 March 2019Svendborg, DenmarkDSG Annual Meeting 2019 (Dansk Selskab for Geriatri)
28 February - 2 MarchCopenhagen, Denmark

FSLA National Training Seminar 2019 (Fagligt selskab for Lunge- og Allergisygeplejersker)

31 January - 1 February 2019Copenhagen, DenmarkAdvanced Skin Surgery Course
16-18 January 2019Vejle, Denmark

Annual Meeting of Dansk Dermatologisk Selskab (DDS)