ICEF BrazilAgent Information Pack

ICEF Brazil will be hosted at the Grand Hyatt São Paulo. Located in the city’s Marginal Pinheiros / Berrini business district, the Grand Hyatt São Paulo offers 466 guestrooms, international restaurants, state-of-the-art health and fitness amenities, as well as modern business and conference facilities that are perfect for our ICEF Brazil event.

*only applicable for agencies located outside of São Paulo.

Your accommodation at ICEF Brazil 2024 will be sponsored by ICEF for three nights from Thursday afternoon, October 03, 2024 until Sunday morning of October 06, 2024 at one of our partner hotels. Your presence at ICEF Brazil will be expected from 09:00 to 18:30 on October 04-05, 2024.

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.

Terms and Conditions

• Event cancellation: If, for some reason you will be unable to attend ICEF Brazil 2024, please let us know by September 03 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 October 5 at 18:30, please inform us of this well in advance. In accordance with the Agent Terms & Conditions, 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 16:00 and latest check-out time is 12:00 noon.

Additional nights

Booking additional nights is optional and will be at your own expense. Please only reserve additional nights before October 3 or after October 6 as ICEF will sponsor 3 nights of accommodation for you, from October 3 (check-in) until October 6 (check-out).

Please check travel and visa regulations with your respective embassy well ahead before travelling. A list of Brazilian consulates and embassies can be found here.

Visas are not required for nationals of these countries who wish to visit Brazil for tourism or for business purposes for stays up to 90 days.

If your country of citizenship is not listed above you will need to apply for a visa in advance. Please access an online application form.

Please note that your passport requires a validity of six months to enter Brazil. Full entry requirements per country can be found here.

*sponsorship opportunities are applicable for IAS agents only

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?

Please contact your account manager for further information.

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 requests.

Please note that you will not be provided with a printed paper copy of your schedule at the event.

You can build your own personalised programme of seminars and presentations held on the first day of ICEF Brazil.

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

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.

You will be able to collect your badge and welcome bag from the ICEF hospitality desk in the Palm Foyer on the second floor of the Grand Hyatt São Paulo, on October 3, from 13:00 to 19:00.

Participants arriving after the above stated period can register on Friday, October 4, 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.

Snacks and refreshments will be served on Friday, October 4 and 5 at 11:00 and 16:00 hrs. Lunch will be provided from 13:00 to 14:00 hrs in the Vanguarda Ballroom on the 2nd floor.

Please contact us should you have any special dietary requirements.

*If you are attending as an accompanying person without a meeting schedule your attendance at both receptions will be automatically registered.

Welcome Reception

Thursday, October 3, 2024 from 19:00 to 21:00 in the Vanguarda Foyer & Terrace.

Dinner Reception

Friday, October 4 from 20:00 to midnight in the Vanguarda Ballroom.

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.