Venue Mexico: Hilton Mexico City Reforma, Av. Juarez 70. Colonia Centro, Mexico City, 06010, Mexico
Venue Colombia: Grand Hyatt Bogotá, Calle 24 A # 57 – 60, 111321 Bogotá, Colombia
Event Date: 18:30 Monday, March 03 – 22:00 Friday, March 07 2025.
Please scroll down for detailed timings, including registration and evening receptions.
We are pleased to offer you preferential rates at the Hilton Mexico City Reforma in Mexico and the Grand Hyatt Bogotá in Colombia, where the event will take place.
Single rooms start from USD 235 + 15% VAT and 3.5% Lodging tax. Breakfast is included within the rate.
Credit card guarantee is required upon making the reservation.
Rates are available for bookings from March 02 to March 05, subject to room availability. For bookings outside this period the regular room rates become applicable.
Please note that the booking link expires on Thursday, February 13 2025. Rooms cancelled after 18:00 local hotel time on January 05, 2025 will be subject to 100% of stay room charge, plus applicable service charge, tax and fees.
Check-in & Check-out
Check-in time is after 15:00 and the latest check-out time is 12:00.
Single rooms start from USD 209 + 19% VAT. Breakfast is included within the rate.
Credit card guarantee is required upon making the reservation.
Rates are available for bookings from March 04 to March 10, subject to room availability. For bookings outside this period the regular room rates become applicable.
Please note that the booking link expires on Tuesday, February 11 2025. Rooms cancelled within 30 days of arrival will be subject to 100% total room stay charge.
Check-in & Check-out
Check-in time is after 15:00 and the latest check-out time is 12:00.
Please note that flights between Mexico and Colombia are not included in your participation fees and must be booked at your own expense. There are more than 6 direct flights between Mexico and Colombia operating daily.
Popular flight options for March 5 and 6 include: AM 761// 08:50 (Mexico / AICM) – 14:30 (Bogotá / BOG)
ICEF will provide a complimentary group airport transfer for the above listed flight.
If you would like to join the transfer to Mexico City International Airport and from El Dorado – Bogotá International Airport in Bogotá to the Grand Hyatt Bogotá, please submit your request by February 21, 2025. A booking form can be downloaded here.
Day Excursion & Group Dinner
More information will be provided closer to the event.
The information below is advisory, we recommend you check your own visa requirements with your local embassy.
Visas are required for nationals from the following countries when entering Mexico:
Afghanistan, Albania, Algeria, Angola, Antigua and Barbuda, Armenia, Azerbaijan, Bahrain, Bangladesh, Belarus, Benin, Bhutan, Bolivia, Bosnia and Herzegovina, Botswana, Brunei Darussalam, Burkina Faso, Burundi, Cambodia, Cameroon, Cape Verde, Central African Republic, Chad, China, Comoros, Congo, Côte d’Ivoire, Cuba, Democratic People’s Republic of Korea, Democratic Republic of the Congo, Djibouti, Dominica, Dominican Republic, Egypt, El Salvador, Equatorial Guinea, Eritrea, Ethiopia, Fiji, Gabon, Gambia, Georgia, Ghana, Grenada, Guatemala, Guinea, Guinea-Bissau, Guyana, Haiti, Holy See, Honduras, India, Indonesia, Iran, Islamic Republic of, Iraq, Jordan, Kazakhstan, Kenya, Kiribati, Kuwait, Kyrgyzstan, Laos, Lebanon, Lesotho, Liberia, Libya, Madagascar, Malawi, Maldives, Mali, Mauritania, Mauritius, Mongolia, Montenegro, Morocco, Mozambique, Myanmar, Namibia, Nauru, Nepal, Nicaragua, Niger, Nigeria, Oman, Pakistan, Palestinian Territory, Occupied, Papua New Guinea, Philippines, Qatar, Republic of Moldova, Russia, Rwanda, Saint Kitts and Nevis, Saint Lucia, Saint Vincent and the Grenadines, Samoa, Santo Tome and Principe, Saudi Arabia, Senegal, Serbia, Seychelles, Sierra Leone, Solomon Islands, Somalia, South Africa, South Sudan, Sri Lanka, Sudan, Suriname, Swaziland, Syrian Arab Republic, Taiwan, Tajikistan, Tanzania, Thailand, The Former Yugoslav Republic of Macedonia, Timor-Leste, Togo, Tonga, Tunisia, Turkey, Turkmenistan, Tuvalu, Uganda, Ukraine, Uzbekistan, Vanuatu, Vietnam, Western Sahara, Yemen, Zambia, Zimbabwe
Further information and guidance on how to apply for the Mexican visa, please visit this website – select the relevant country, then select the consular section to view the visa information.
For any visa-related questions, please contact visasupport@icef.com
The information below is advisory, we recommend you check your own visa requirements with your local embassy.
Visas are required for nationals from the following countries when entering Colombia:
Afghanistan, Angola, Saudi Arabia, Argelia, Armenia, Bahrain, Bangladesh, Belarus, Benín, Botswana, Burkina Faso, Burundi, Bhutan, Cape Verde, Cameroon, Chad, China, Comoros, Congo, Democratic Republic of Congo, North Korea, Côte d’Ivoire, Djibouti, Egypt, Eritrea, Eswatini, Ethiopia, Gabon, Gambia, Ghana, Guinea, Equatorial Guinea, Guinea-Bissau, Haiti, India, Iran, Iraq, Jordan, Kenya, Kyrgyzstan, Kiribati, Kuwait, Laos, Lesotho, Lebanon, Liberia, Libya, Madagascar, Malaysia, Malawi, Mali, Mauritius, Mauritania, Mongolia, Mozambique, Myanmar, Namibia, Nauru, Nepal, Niger, Nigeria, Pakistan, Palestine, Central African Republic, Rwanda, Senegal, Seychelles, Sierra Leona, Syria, Somalia, Sri Lanka, South Africa, Sudan, South Sudan, Tajikistan, Tanzania, East Timor, Togo, Tonga, Tunisia, Turkmenistan, Tuvalu, Uganda, Uzbekistan, Vanuatu, Vietnam, Yemen, Zambia, Zimbabwe.
Further information and guidance on how to apply for the Colombia visa can be found here.
All passengers entering or leaving Colombia are required to fill in and submit the Colombia Check-Mig form – a digital form that all travelers must present upon an entry or exit point. The form must be filled out online 24 to 72 hours before the trip.You can find more information about filling out Colombia Check-Mig form on this website.
Airport Tax
This is the fee charged to passengers for use of the airport facilities. It is mandatory for passengers to pay this fee for use of both chartered and non-chartered commercial airline services. For further information, please consult the Airport Services Authority. Some airlines include this fee in their fares.
More information about your entry recommendations for Colombia can be found on this website.
For any visa-related questions, please contact visasupport@icef.com
Mexico City International Airport
(MEX) is located approximately 15km from the event venue, reachable within 40 minutes, depending on traffic.
There are two terminals, T1 and T2. The two buildings are 3km apart. The Aerotrén is the means of transport used to move passengers between AICM Terminals 1 and 2. Please check which terminal you are using for arrival/departure before planning your journey.
Taxis
Airport taxis are available 24 hours a day outside Terminals 1 and 2. The fare costs approx. MXN 300 (approx. US$ 16) depending on traffic. Further information can be found here.
Private Airport Transfer Service
If you are staying at the Hilton Mexico City Reforma, an individual airport pick-up / drop-off service can be arranged. To book your airport transfers, please contact the concierge desk of the Hilton Mexico City Reforma directly at mexrf_concierge@hilton.com.
Uber is also available at Mexico City airport. Rates from and to the airport may differ depending on time and traffic. Check the price estimator in your Uber App.
El Dorado – Bogotá International Airport
(BOG) is located approximately 10km from the event venue, reachable within 15min. There are two terminals, T1 is used for international and domestic flights, T2 (Puente Aéreo / Air Bridge) for domestic flights. A free 20-minute shuttle bus service connects T1 with T2. Please check which terminal you are using for arrival/departure before planning your journey.
Taxis
If you need taxi or special van service, Imperial Taxi is the authorized company to transport travelers from the terminal airport.The duration of the journey from the airport to the Grand Hyatt Bogotá takes about 15 minutes. The fare costs approx. COP 70,000 (approx. US$ 18) depending on traffic.
Private Airport Transfer Service
If you are staying at the Grand Hyatt Bogotá, an individual airport pick-up / drop-off service can be arranged directly with the hotel. To book your airport transfers, please contact the concierge desk of the Grand Hyatt Bogotá directly at BOGGH-Concierge@hyatt.com Prices may vary depending on your visit date.
Uber is also available at Bogotá airport. Rates from and to the airport may differ depending on time and traffic. Check the price estimator in your Uber App.
In view of the numerous complications and costs that might arise from forwarding materials to Mexico and Bogotá, we strongly recommend that you bring your materials with you to both events. This way you will avoid high customs clearance charges and unnecessary delays in delivery which were brought to our attention.
Mexico Package arrival date: From Thursday 27 February 2025 onwards.
The venue is unable to store any items received before this date, as a result they may not be accepted
Bogota Package arrival date: From Wednesday 5 March 2025 onwards.
The venue is unable to store any items received before this date, as a result they may not be accepted
Please note that the Grand Hyatt Bogota is not in a position to receive packages with pending customs or delivery charges or clear packages through customs for clients.
This would need to be arranged through a local customs broker. With a total of 19 pre-scheduled meetings we would therefore highly recommend to bring all materials with you from Mexico City.
Package preparation: Please bear in mind that you will have a maximum of 38 pre-scheduled meetings when calculating the amount of promotional materials to send.
Shipping label: Please use this label on all packages so they are easily identifiable onsite.
Courier: Please contact a courier of your choice and remember to include a proforma invoice. Inspections of deliveries with incomplete documents can take up to four weeks.
Sustainable alternatives: 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.
Please also consider using local suppliers to cut down international shipping.
Wifi: Please be aware that although wifi 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.
If you’d like to make an impression at your dedicated table here are some suggestions to help you stand out:
Please note that only organisations with a display table 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.
Share the event badges on your social media networks to spread the word and let everyone know you’re attending. Don’t forget to use the #ICEF hashtag and get involved! And if you’re a speaker or sponsor, please ask your account manager for your personalised social media badge.
*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:
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.
If you’re looking to increase your brand visibility and heighten your networking potential, why not consider sponsorship opportunities?
Advertising at ICEF Mexico Colombia Roadshow 2025 and other ICEF events helps build your brand, grow your business and provide significant international exposure. Visit our website to view the available sponsorship items or contact your account manager to build a customised package.
You will be able to collect your badge and welcome bag from the ICEF hospitality desk located in front of the Don Alberto 1 / 2 room from 18:30 on Monday 3 March and from 08:30 on Tuesday 4 March.
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.
If you change your representative at the event it is important you inform your account manager of this in advance before arriving, otherwise you may experience delays at registration.
Meeting and Display tables will be accessible as follows:
Mexico City: 8:30 on Tuesday, March 04, 2025
Bogotá: 8:30 on Friday, March 07, 2025.
Table size in Mexico/Bogota: 244cm x 90cm/ 183cm x 76cm
Display Table Mexico/Bogota: 244cm x 90cm/183 x 76cm (A literature display rack is available if requested in advance)
Each meeting table will be covered with a tablecloth, will have access to an electricity outlet and table signage will be provided.
Tuesday 04 March (Mexico City), Friday 07 March (Bogota)
Please contact us should you have any special dietary requirements.
Welcome Reception Mexico City: Monday 03 March, 20:00-21:00 in the Don Alberto Foyer.
Dinner Reception Mexico City: Tuesday 04 March, 19:30 – 22:00 in the Terraza Alameda Restaurant.
Dinner Reception Bogota: Friday 07 March, 19:30 – 22:00 in Grand Ballroom 3.
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 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.
Mexico City
Bogota
If you have any questions prior to the event, please do not hesitate to contact us by email to icef-mexico-colombia-providers@icef.com.
We look forward to welcoming you to Mexico & Colombia!
