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  • ICEF Mexico - Colombia RoadshowAgent Information Pack

    March 03 - 07, 2025 Mexico City & Bogotá
    Before the Event At the Event

    Venue: Grand Hyatt Bogotá, Calle 24 A # 57 – 60, 111321 Bogotá, Colombia

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

    Hotel Accommodation

    You will be provided with a hotel room, including breakfast, for two nights from Thursday afternoon, March 6, 2025 until Saturday morning, March 8, 2025 at one of our partner hotels. 

    Your presence will be expected throughout the duration of the event.

    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.

    Accommodation terms & conditions: 

    • Event cancellation: If for some reason you will be unable to attend, please let us know by January 20, 2025 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 organised in advance of the event.
    • Early Departure: Should you need to leave the event earlier than March 7 at 19:00, please inform us of this well 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 15:00 and latest check-out time is 12:00 noon.


    Additional nights
    Booking an additional night is optional and at your own expense. Please click here to book online if you wish to extend your stay. Please only reserve additional nights outside of your sponsored nights. 

    Share on Social Media

    Download Social Media Visuals

    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.

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    Scheduling Meetings

    *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.

    Marcom Login

    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.

    Getting the most out of an ICEF event

    A checklist for pre-event preparation

    Pre-scheduling meetings through Marcom eSchedule PRO

    Setting up your profile on Marcom eSchedule PRO

    What to expect at an ICEF event

    Getting the most out of an ICEF event
    Agent Participation and Sponsorship Opportunities*

    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.

    On-site check-in

    You will be able to collect your badge and welcome bag from the ICEF hospitality desk located in front of the Grand Ballroom Foyer from 08:30 on Friday 7 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.

    Refreshments and Lunches

    Friday 07 March

    • Welcome refreshments 
    • Refreshment break – 11:00 and 16:00 (30 minutes)
    • Lunch – 13:00 – 14:00 

    Please contact us should you have any special dietary requirements.

    Evening Networking Receptions

    Dinner Reception: 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.

    Parallel events - terms and conditions

    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.

    If you have any questions prior to the event, please do not hesitate to contact us by email to icef-mexico-colombia-agents@icef.com.

    We look forward to welcoming you to Colombia!