ICEF ANZAProvider Information Pack

Venue: RACV Royal Pines Resort Gold Coast, Ross St, Benowa QLD 4217, Australia
Event Date: 12:00 Wednesday, April 9 – 17:00 Friday, April 11 2025.

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

We are pleased to offer you preferential rates at the RACV Royal Pines Resort Gold Coast, where the event will take place.

Single rooms start from AUD$230.00 for a standard room. Buffet Breakfast can be added at AUD$30.00 daily. 

Rates are available for bookings from April 7 to April 14, subject to room availability. For bookings outside this period the regular room rates become applicable.

Any cancellations or reduction of room night bookings within 14 days of arrival will incur 100% cancellation fees payable to the resort.

Check-in & Check-out
Check-in time is after 14:00 and the latest check-out time is 11:00.

The information below is advisory, we recommend you check your own visa requirements with your local embassy.

All non-citizens need to obtain a visa prior to travelling to Australia (except New Zealand passport holders or A foreign passport holder with a valid visa for Australia). 

European Union (EU) and some other European passport holders are eligible to apply online for an Australian Electronic Travel Authority (ETA). For information, please visit Electronic Travel Authority.

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

Taxis
A taxi rank is conveniently located at the southern end of the terminal, outside the international arrivals area (opposite Rydges Hotel).

You can have a look at the websites for bookings, fares and further information: https://www.13cabs.com.au or https://www.blackandwhitecabs.com.au

Uber
The Uber pick up point is conveniently located at the southern end of the terminal, outside the domestic arrivals area.

Package arrival date: From the 7th of April 2025 onwards. The venue is unable to store any items received before this date, as a result they may not be accepted.

Package preparation: Please bear in mind that you will have a maximum of 32 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:

• 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 so you can show your meeting partners your videos and presentations

Please note that only organisations with a booth 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.

*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. 

You will be able to collect your badge and welcome bag from the ICEF hospitality desk located in the Royal Benowa Foyer from 12:00 on Wednesday 9th of April. 

Participants arriving after this can register on Thursday 10th 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.

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.

Booths and Meeting tables will be accessible as of 08:00 am on Thursday 10th of  April. 

Booths = All booths will be furnished with standard equipment according to their size.

You will receive an email from Chiara Spadano with all the details about your booth and the instructions on how to customise it.

Meeting Table = 180 x75cm

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

Wednesday 9 April

• Refreshment break – 16:30 – 17:00

Thursday 10 April 

• Networking breakfast – 08:00 – 08:30
• Refreshment breaks- 11:00 and 16:00 (20 minutes)
• Lunch – 13:00 – 14:20

Friday 11 April

• Networking breakfast – 08:00 – 08:30
• Refreshment breaks- 11:00 and 15:50 (20 minutes)
• Lunch – 13:00 – 14:10 

Please contact us should you have any special dietary requirements.

Welcome Reception: Wednesday 9 April, from 19:00 to 21:00 in the Poolside. 

Dinner Reception: Thursday 10 April, from 19:15 to 23:30 in the Tennis Courts.

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.

• Time zone: Gold Coast is 10 hours ahead of GMT.
• Currency: The official currency is the Australian Dollars (AUD. For current exchange rates, please see x-rates. Credit cards are widely accepted.
• Electricity: The standard voltage is 220 – 240 V, and the frequency is 50 Hz.
• Plug type: The power plugs and sockets are of type I. Visitors may need to bring their own adaptors.
• Climate: Queensland’s Gold Coast has a sub-tropical climate with around 300 days of sunshine per year. Average temperatures in April are around 26°C during the day and 17°C at night.

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

We look forward to welcoming you to Gold Coast!