ICEF Miami (Latin America)Provider Information Pack

Rate
We are pleased to offer you the following preferential rates at the Loews Miami Beach Hotel where the event will be taking place:
City View Rooms: $279 + Tax (Breakfast is not included within the rate)

A deposit equal to one night’s room and tax will be charged to the individual’s credit card at the time of reservation.

Rates are available for bookings from December 03 to December 13, subject to room availability. For bookings outside this period the regular room rates become applicable.

Please note that the booking link expires on November 22nd.

Check-in & Check-out
Earliest possible check-in time is 16:00 and latest check-out time is 11:00.

Amenities
The Loews Miami Beach Hotel offers many amenities such as valet parking, FedEx Business Center, in-room dining available, swimming pool and fitness center and Wifi throughout the whole Hotel.

Visas are required for all foreigners entering the United States unless they are from a country that participates in the Visa Waiver Program.

For the purposes of ICEF Miami 2024 you will need to apply for a B-1 visa. A non-immigrant visa, designed for persons who want to enter the United States on a temporary basis for business purposes.

ICEF offers visa support which provides you with a letter of invitation for the duration of the event and company documentation required for your visa appointment. If you wish to request this service, please send an email to visasupport@icef.com.

To find out more about country-respective visa requirements visit this website.

Your materials for ICEF Miami (Latin America) can arrive from December 4th , 2024 in Miami (but not before) allowing you sufficient time to check if your packages have been delivered correctly. Please contact a courier of your choice. It is very important that you include a proforma invoice. Inspections of deliveries with incomplete documents can take up to four weeks.

Package Preparation
When calculating the amount of promotional materials to send to Miami please bear in mind that you will have a maximum of 38 pre-scheduled meetings. Please refer to the Shipping Instructions & Delivery Label for detailed information, customs requirements and a delivery label template.

Sustainable alternatives

As we recommend to reduce the use of paper, you can also upload up to five documents, three videos and up to eight photos into your Marcom eSchedule PRO profile and make them available to agents prior to, during and for four weeks after the event. In addition, if you’d like to make an impression at your dedicated table here are some suggestions to help you stand out:

• Branded table cloth.
• Reusable table top roller banner.
• QR code to your website/brochures/offers.
• Sustainable giveaways for your potential partners.
• No need for business cards – delegates can scan your v-card on the reverse side of your badge.
• Laptops – power is provided at each table, take your partners through your presentations and videos.

Please also consider using local suppliers to cut down international shipping.

Please note that only organisations with display tables may bring a pull up banner. We are unable to facilitate any form of pull up banner in the meeting hall space. All branding must be kept to table top items only.

Please be aware that although Wi-Fi will be provided, we recommend downloading your event materials, presentations and videos directly to your device for your meetings. This helps reduce GHG emissions and ensures the network traffic is not overloaded.

Our advertising and sponsorship opportunities help build your brand and grow your business. Advertising at ICEF Miami and other ICEF events provides significant international exposure for your organisation, increasing your brand visibility and networking potential.

See our website to view and reserve sponsorship items or contact your account manager to build a customised package.

Scheduling meetings during the event

To make the most of your participation, you can still schedule meetings with other participants once the event has started. Last minute meetings can be scheduled up to one hour before the requested meeting time.

We recommend that you leave Marcom eSchedule PRO open throughout the event to keep an eye on any new meeting invitations that may come through. Please regularly refresh your eSchedule PRO page to make sure that it’s always up to date with the latest request.

To ensure that we are able to provide the best experience for all attendees, we would like to draw your attention to two sections in our event terms and conditions. Section 11 specifically prohibits participants from organising any side event (be it hospitality, seminar, or tour), which entices attendees to leave during the programme. Should you wish to organise an event outside of programme times, where attendance is linked to the ICEF event, then ICEF must be notified in advance and approval must be received in writing. Additionally, section 12 mandates that any event, seminar, party, reception or tour organised before or after an ICEF event, with the intention of attracting or inviting event attendees, must be applied for and authorised no less than three months in advance please.

You can build your own personalised programme of optional seminars, panel discussions and provider presentations held on the first day of ICEF Miami.

Programme details will be available soon and can be found under the seminar tab on your schedule or on the event website.

Meeting and Display tables will be accessible as of 08:00 am on Tuesday 10th.

Meeting Table = 120x76cm
Display Table = 180x76cm (Literature display rack included)

Each meeting table will be covered with a tablecloth, will have access to an electricity outlet and table signage will be provided.

You will be able to collect your badge and welcome bag from the ICEF registration desk located in the Americana Foyer on Monday, December 9th, from 13:00 to 19:00.

Participants arriving after the above stated period can register on Tuesday, December 10th, from 08:00 onwards.

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.

Snacks and refreshments will be served on December 9 at 16:30 and December 10 and 11 at 08:00, 11:00 as well as 16:00 hours. 

Lunch will be provided from 13:00 to 14:00 on December 10 and 11. A buffet lunch is available in the Poinciana Ballroom and Cowrie Room.

Please contact us should you have any special dietary requirements.

Welcome Reception
Monday, December 9th, 19:00 to 21:00 on the Americana Lawn.

Dinner Reception
Tuesday, December 10th, 20:00 to 00:00 in the Poinciana Ballroom.

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

Please note, accompanying persons, are automatically added to our guest list.

• More information about Miami can be found at visitmiami.com.

If you have any questions prior to the event, please do not hesitate to contact Jessica Olsen by email at icef-miami-providers@icef.com.

We look forward to welcoming you to Miami!