Venue: Hyatt Regency Vancouver, 655 Burrard Street Vancouver, BC, V6C 2R7
Event Date: 10:00 Monday, May 12 – 18:30 Wednesday, May 14 2025.
Please scroll down for detailed timings, including registration and evening receptions.
We are pleased to offer you preferential rates at the Hyatt Regency Vancouver, where the event will take place.
Single rooms start from CAD $349.00 + local occupancy fee and taxes. A credit card guarantee is required.
Rates are available for bookings from May 10 to May 16, subject to room availability. For bookings outside this period the regular room rates become applicable.
Please note that the booking link expires on 07 April.
Check-in & Check-out
Check-in time is after 16:00 and the latest check-out time is 12:00.
The information below is advisory, we recommend you check your own visa requirements with your local embassy.
You may require a visa or an Electronic Travel Authorization (eTA) to enter Canada. To find out what you require, please click here and answer a few questions.
For any visa-related questions, please contact visasupport@icef.com
We have partnered with Air Canada to bring you a special 10% discount when booking your flight for this event, making your trip an even more cost-effective means of expanding your business and securing new partnerships.
To book a flight with your promotion code, access aircanada.com and enter the code UUXHEA81 in the Promotion Code Box.
Vancouver International Airport (YVR) is located approximately 13km from the event venue, reachable within an hour. There are two terminals at Vancouver International Airport: the Main Terminal and the South Terminal. Most major airlines depart from the Main Terminal.
Taxis are available at the exits of the domestic and international arrivals areas. Taxis from the airport to the city have set rates depending on the zone you are travelling to. The Hyatt Regency Vancouver is in zone 1, with a set rate of $46 CAD.
SkyTrain
The Canada Line SkyTrain is a rapid rail service linking Downtown Vancouver to Richmond and Vancouver International Airport. The closest station to the venue is Vancouver City Centre located at the intersection of Granville Street and West Georgia Street. Travel time is about 25 minutes.
Package arrival dates: Parcels can be delivered to the venue from Wednesday, 7 May. Any packages arriving earlier cannot be stored by the venue.
Please note that the venue will only accept deliveries between 7:30 – 16:00, Monday to Friday. Please ensure that your courier is aware of this information before attempting to deliver the packages.
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 Vancouver 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 the Georgia Foyer from 10:00 on Monday, 12 May, and in the Regency Foyer from 08:00 on Tuesday, 13 May.
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.
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 and on the event website.
Meeting tables will be accessible as of 08:00am on Tuesday, 13th May.
Size = 4ft x 2ft
Each meeting table will be covered with a tablecloth, will have access to an electricity outlet and table signage will be provided.
Exhibitor booths will be accessible as of 17:00, Monday 12 May.
Each booth will include a table (4ft x 2ft), four banquet chairs and a literature display rack, and will have access to an electricity outlet and lighting.
Please refer to the exhibitor manual for further details.
Monday 12 May
Tuesday 13 May and Wednesday 14 May
Please contact us should you have any special dietary requirements.
Welcome Reception: Monday 12 May, 19:30-22:00 on the Perspectives Level, 34th Floor.
Dinner Reception: Tuesday 13 May, 20:00-24:00 at the Commodore Ballroom, 868 Granville St, Vancouver
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.
If you have any questions prior to the event, please do not hesitate to contact us by email to icef-vancouver-providers@icef.com.
We look forward to welcoming you to Vancouver!
