ICEF BerlinProvider Information Pack

Germany is part of the borderless region known as the Schengen area and visa requirements vary by nationality. For most nationalities a visa is not needed for stays of up to three months. A passport validity of at least three months beyond the period of stay is mandatory and you are advised to retain evidence of your return travel. Please check regulations with your closest German embassy well ahead before travelling. To find out more about country-specific visa requirements, visit The German Ministry of Foreign Affairs.

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. Please contact visasupport@icef.com if you wish to request this service.

If the airline does not allow you do it directly, take a look at Atmosfair. It allows you to donate to climate protection projects by simply inputting your departure and arrival destination to calculate your flight’s CO₂ footprint. You can choose to amend the monetary amount before payment. Take a look at some of their ongoing projects here.

Travel CO2 free! Deutsche Bahn is pleased to offer discounted event tickets if you travel to ICEF Berlin by train. The price for a one-way ticket from any German railway station to Berlin is EUR 51,90 valid for the selected train and EUR 72,90 as a fully flexible ticket. Please click here to access the discounted fare.

Tickets are subject to availability and need to be booked at least one day prior to your departure date.

European Train Travel

If you’re based in Europe, why not travel by train instead of plane? You can use websites such as Trainline to book trains from many European cities to Berlin. You can see the carbon emissions for your journey when you search for tickets, with the potential to offset them too.

Your materials can arrive from Tuesday, 29th October. The venue is unable to store any items received before this date, and as a result they may not be accepted.

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 number of promotional materials to send, 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 an exhibition 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.

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.

The United Nations Sustainable Development Goals are a call for action by all countries – to promote prosperity while protecting the planet. They recognize that we need strategies that build economic growth and address a range of social needs including education, health, social protection, and job opportunities, while tackling climate change and environmental protection. You can view them here.

Our advertising and sponsorship opportunities help build your brand and grow your business. Advertising at ICEF Berlin 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 Berlin.

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

We are pleased to introduce the 3rd edition of ICEF Digital, taking place on November 2, 2024 – the Saturday prior to ICEF Berlin.

This specialist, one-day networking conference, held at the same venue as ICEF Berlin, is the perfect fit for your international education calendar. It is designed to inform and update senior international education professionals on the latest technologies and digital tools available to them.

Renowned scientists and professors will update you on the basics of Artificial Intelligence, digital media or even blockchain technology. Engage with exhibitors, network, and discover solutions in digital marketing, CRM, recruitment platforms, AI-powered chatbots, digital testing, and admissions software.

ICEF Digital includes a series of interactive thought leadership sessions, presentations, case studies, demos, and panel discussions, all covering sector-relevant digital and AI categories.

Purchase your personal delegate ticket for €350, which includes lunch, refreshments, and an evening reception here.

Meeting tables will be accessible as of 08:00 am on Monday November 04 2024.

Each table (120cm x 80cm) will be covered with a tablecloth and will have access to an electricity outlet. Table signage with the name and logo of each institution will be provided.

Booths will be accessible as of 10:00 on Sunday, November 03 until 19:00.

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

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

You will be able to collect your badge and welcome bag from the ICEF hospitality desk on Sunday, November 03, from 10:00 to 21:00.

Participants arriving after the above stated period can register on Monday, November 04, 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.

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.

Evening Networking Receptions

Welcome Reception – sponsored by Coquitlam School District

Sunday, November 03, 19:00 to 21:00.

ICEF Berlin Dinner & Party – sponsored by MLA Move Language Ahead

Monday, November 04, 20:00 to 23:30.

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.

If you are an accompanying person or day guest we have automatically added you to the attendees list for all applicable evening social functions.

Berlin is the capital of Germany and one of the country´s 16 federal states. With a population of around 3.6 million it is Germany’s largest city.

Quick facts:

• Time zone: GMT + 1 hour.
• Climate: Temperatures at the beginning of November are between 5 and 10 °C.
• Currency: Euro (€). Credit cards are widely accepted. See x-rates.com for the latest rates.
• Electricity: 230 volts.
• Plug type: Plugs have two round pins. Please bring your own adaptors, if necessary as we are unable to provide them.

More information about Berlin can be found at visitberlin.de

If you have any questions prior to the event, please do not hesitate to contact us.

Table Bookings please contact Angelica Martinez or Rudiger Laub.
Booths please contact Chiara Spadano
Sponsors please contact Sergey Miroshnikov

We look forward to welcoming you to Berlin!