SERVICES
Corporate Event Management
Professional Event Management for companies and organisations.
Corporate event management
Are you looking for support in organising your next event?
CAP Partner is a leading professional conference organiser & event management company based in Copenhagen, Denmark. We have more than 25 years of experience delivering high-quality international meetings and events in Europe and the US.
From planning and budgeting to registrations and logistics, we handle every detail, ensuring that all event activities support your business objectives, brand values, and compliance requirements.
With CAP Partner, you gain a trusted partner who ensures your event is delivered on time, on budget, and on point.
We can help you with
We offer end‑to‑end event management for corporate meetings, social events and dinners, product launches, advisory boards, internal events, training programs, and stakeholder engagements.
Consultancy & Administration
- Dedicated Project Manager
- Administrative support and attendance at planning meetings, including preparation of the agenda, arranging virtual options, 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 your company’s planning team and other internal stakeholders.
Budget & Financial Management
- Prefinancing of deposits to event venues, social event venues, and other expenses.
- Preparation and ongoing revision of the 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 event. In the 9 months leading up to the event, 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. Our finance professionals conduct reconciliations.
- Finalizing all accounts, attend to any VAT matters, and present the final budget within 90 days of the event’s conclusion.
Marketing & Promotion
- Development of a targeted event communication and engagement plan
- Support with branding, visual identity, and messaging aligned with corporate guidelines
- Coordination of graphic design, content production, and on‑site materials
- Management of event website or landing pages, including hosting and domain setup if required
- Support for digital communication, invitations, registration flows, and reminder campaigns
- Coordination of presence or promotion at relevant industry events when applicable
Program & Speakers
- Support with program structure and agenda development
- Coordination of internal and external speakers, moderators, and facilitators
- Speaker communication, briefing notes, and logistical coordination
- Management of speaker travel, accommodation, and reimbursements
- On‑site handling of agenda changes and real‑time updates
- Coordination of speaker gifts and acknowledgements when relevant
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.
- On‑site registration desk setup and badge distribution
- Student volunteer program management.
- Liaise and negotiate with the venue for the provision of AV requirements.
- Consultation for on-site setup requirements.
- Oversee delivery of AV requirements onsite.
Social Events, Dinners & Tours
- Advise on suitable rooms, theming, entertainment, audio-visual requirements and menu selection for the Gala Di-ner 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
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.
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 a 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, if applicable
Exhibition and sponsorship management
If relevant for your event, 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 impact
Support from a professional event management partner gives you confidence, control, and peace of mind, as we ensure that all logistics are executed according to plan.
We ensure that all event activities support your business objectives, brand values, and compliance requirements. We help companies deliver high‑quality events efficiently — often optimising budgets and reducing internal resource strain.
We work all over Europe
We organise events all over Europe
We work across borders, cultures, and industries with insights and respect. We combine international expertise with strong local partnerships to deliver conferences, events, and meetings all over Europe.
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Relevant highlights for you
Sustainability
With a comprehensive payroll process, designed to incorporate employee engagement whilst
Our history
With a comprehensive payroll process, designed to incorporate employee engagement whilst
How we work
With a comprehensive payroll process, designed to incorporate employee engagement whilst
Client cases
Explore the results we create for our clients
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
Program & Speakers
Abstract Handling
Bidding support
Budget & Financial Management
Registration Management
