ICEF South AsiaAgent Information Pack

Venue: Grand Hyatt Goa, P.O, Goa University, Aldeia de Goa, Bambolim, Goa 403206, India
Event Date: 13:00 Thursday, February 6 – 18:30 Saturday, February 8 2025. 

Please scroll down for detailed timings, including registration and evening receptions.

Please note, that ICEF South Asia 2025 participation is free of charge only for IAS agencies, 1 person per agency. In other cases, supplementary fees apply:

• Second Person fee – €995
• Non IAS Participation fee for the event – €250

Please contact your account manager for further information.

*only applicable for fully sponsored agencies located outside of Goa

Your accommodation at ICEF South Asia 2025 will be sponsored by ICEF for three nights from Thursday, February 6, 2025 until Sunday morning, February 9, 2025 at the Grand Hyatt Goa and it includes breakfast. 

A formal hotel booking confirmation will be sent to you approximately four weeks prior to the event. ICEF will sponsor one room per agency, unless otherwise stated.

Terms and Conditions

• Event cancellation: If, for some reason you will be unable to attend, please let us know by December 26 or you will be subject to a cancellation fee of 300 EUR.
• Event no-show: If you do not arrive for your reservation or fail to attend without contacting us, you will be charged for your accommodations for the entire period of the event, plus the cancellation fee.
• Additional person(s): If you require an extra person to be accommodated in your room, kindly inform us without delay. An additional charge of 150 EUR per person, per room will apply and must be paid in advance of the event.
• Early Departure: Should you need to leave the event earlier than February 8 at 18:30, please inform us of this at least 4 weeks in advance. In accordance with the Agent Terms & Conditions, please note that clients leaving the event early, without prior notification to ICEF will be subject to an Early Departure Fee equivalent to one night’s accommodation at the hotel’s prevailing rate.
• Hotel extra charges: All extra costs (i.e. mini-bar, room service, telephone, early/late check-in/out) will not be sponsored by ICEF and are at your own expense. The hotel will therefore ask you for your credit card details upon check-in.
• Check-in & Check-out: Earliest possible check-in time is 16:00 and the latest check-out time is 12:00 noon.
• Hotel Property Damage: Guests are hereby notified that any damage caused to the property of the hotel during their stay will result in charges applied to the credit card on file. Should you discover any damaged furniture or interior details within your designated room after check-in, please report such instances to the reception desk immediately.

Additional nights

Booking additional nights is optional and at your own expense, you must use the ICEF discount code: G-ID02, to receive a special rate via the ‘corporate code’ option. Please only reserve additional nights outside the above stated period.

A number of countries are eligible to apply for an e-visa to India. 

To see if you are eligible, please check this website. All other nationalities will have to apply for their visa in person at their nearest consulate or embassy.

For any visa-related questions, please contact visasupport@icef.com

Uber is also available at Dabolim International Airport. Rates from and to the airport may differ depending on time and traffic. Check the price estimator in your Uber app. More details can be found here.

Transfers to the hotel
The hotel can organise transfers from and to the airport at the cost of approximately ₹ 1950 + 12% taxes per way. Please contact the hotel directly to arrange a transfer: nikhita.deshmukh1@hyatt.com & varun.joseph@hyatt.com

Taxis
The fare is between ₹ 2200 and ₹ 2500, depending on traffic conditions.

Uber is also available at Manohar International Airport. Rates from and to the airport may differ depending on time and traffic. Check the price estimator in your Uber app.

Buses
Buses are also available, please check the timetable here. More details can be found here.

Transfers to the hotel
The hotel can organise transfers from and to the airport. Please contact the hotel directly to arrange a transfer: nikhita.deshmukh1@hyatt.com & varun.joseph@hyatt.com

*Not applicable to accompanying persons/guests

You will receive access to our online meeting scheduling tool, Marcom eSchedule PRO, approximately 5 weeks prior to the event, allowing you to send personalised meeting requests to targeted contacts based on source country or type of programme.

If you are using Marcom eSchedule PRO for the first time, we recommend that you visit the below links to make the most of the platform: 

• Getting Started 
• Scheduling Meetings – Useful Hints & Tips
• Video tutorials

Scheduling meetings during the event

To make the most of your participation, meetings can be scheduled once the event has started, up to one hour before the requested meeting time. 

We recommend that you leave Marcom eSchedule PRO open throughout the event and regularly refresh the page to keep an eye on the latest meeting requests that may come through. 

Please note that you will not be provided with a printed copy of your schedule at the event.

*sponsorship opportunities are applicable for IAS agencies only.

If you’re looking to increase your brand visibility and heighten your networking potential at ICEF events, why not consider agent enhanced participation or sponsorship opportunities?

Visit our website to view the available sponsorship items or contact your account manager.

You will be able to collect your badge and welcome pack on Thursday, February 6, 2025, from 13:00 to 19:00 at the ICEF registration desk located in the Grand Ballroom Foyer and Atrium. Participants arriving after this can register on Friday February 7 from 8:00 onwards in the same location.

As this is an invitation-only event, anyone not wearing a badge may not be admitted into the event area. Please also understand that for the same reason, we cannot allow non-registered family, friends or staff to enter the meeting hall.

Join us on the first day of the event for a programme of seminars and presentations providing up-to-date information about the latest market trends and issues relevant to international education and student mobility. 

You can find out more via the seminar tab on your schedule soon and on the event website.

Meeting tables will be accessible as of 08:00 am on Wednesday, February 7. Table size: 180 x 76 cm.

Exhibit tables for Service Providers will be accessible as of 08:00 am on Wednesday, February 7. Table size to be confirmed.

Each table will be covered with a table cloth and will have access to an electricity outlet.

Table signage with name and logo of each institution will be provided.

Thursday 6 February

• Refreshment break – 16:30-17:00

Friday 7 February / Saturday 8 February

• Refreshment Break – 11:00 – 11:30
• Lunch – 13:00 – 14:00
• Refreshment Break – 16:00 – 16:30

Please contact us should you have any special dietary requirements.

Welcome Reception: Thursday, February 6, 19:00 to 21:00 in Grand Ballroom 3.

Sponsored by EBIXCASH World Money

Dinner Reception: Friday, February 7, 20:00 to 22:00 on the Royal Villa Lawn followed by an After-Party 22:00-23:00 in Grand Ballroom 3.

Sponsored by Infinite Group

The dress code for both receptions is smart casual. Please note that participants not wearing their event badges will not be admitted. Please register your attendance by clicking the green “Yes, I will attend” button on your MySchedule page.

If you are attending as an accompanying person without a meeting schedule your attendance at both receptions will be automatically registered.

To ensure that we are able to provide the best experience for all attendees, we would like to remind you that agents are hosted at ICEF events on the condition that they remain with the event for the duration of the programme. Please see our full event terms and conditions.

• Time zone: GMT + 5.30 hour.
• Climate: In winter (February), Goa experiences mild and pleasant weather with average temperatures from 21 to 32°C (69 – 86°F).
• Currency: Indian Rupee (₹). Credit cards are widely accepted. See x-rates.com for the latest rates.
• Electricity: 230 V.
• Plug type: D. Please bring your own adaptors, if necessary as we are unable to provide them. 

More information about Goa can be found here.

If you have any questions prior to the event, please do not hesitate to contact us by email.

We look forward to welcoming you to Goa!