ICEF BrazilProvider Information Pack

Rate

We are pleased to offer you the following preferential rates at the Grand Hyatt São Paulo, where the event will be taking place:

Single: BRL 908
Double: BRL 1008

Above rates are subject to 5% VAT and a tourism tax of BRL 13,30 (per room, per night).

Rates are available for bookings from October 1 (check-in) to October 8, 2024 (check-out), subject to room availability. For bookings outside this period the regular room rates become applicable.

Check-in & Check-out
Earliest possible check-in time is 16:00 and the latest check-out time is 12:00 noon.

Amenities
The Grand Hyatt Sao Paulo is situated in the heart of the city’s prestigious Marginal Pinheiros business and financial quarter in the Berrini district. It offers guests spectacular views of the city’s latest landmark, Estaiada Bridge, and features 466 luxurious and spacious guest rooms, a range of international restaurants, state-of-the-art health and fitness amenities, as well as modern business and conference facilities.

Please check travel and visa regulations with your respective embassy well ahead before traveling. 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.

Your promotional materials for ICEF Brazil should arrive between September 16 and September 30, 2024 in São Paulo to allow you sufficient time to check if your packages have arrived and been delivered correctly. All packages will be delivered from our storage facility to the venue on October 1. Packages arriving after this date might face delays in delivery and incur additional charges. Please make the necessary arrangements to meet this deadline. It is very important that you include a proforma invoice. Inspections of deliveries can take up to 4 weeks.

To reduce shipping costs, we could recommend Alcantara Printing (contatoalcantarapropaganda@gmail.com) for your promotional materials, as using a local service allows for in-time delivery and avoids international shipping fees and delays.

Package Preparation
When calculating the amount of promotional materials to send to São Paulo 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 note that only organisations with an exhibit 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.

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.

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

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

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.

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

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

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

Meeting tables will be accessible as of 08:00 am on Friday,October 4, 2024.

Each display table (122cm x 60 cm) will be covered with a table cloth and equipped with a 220-volt electricity outlet. Literature display racks are available on request.

Table signage with the name and logo of each institution will be provided.

Display tables for Service Providers will be accessible as of 08:00 Friday, October 4, 2024.

Each meeting table (122cm x 60 cm) will be covered with a table cloth and equipped with a 220-volt electricity outlet and a literature display rack.

Table signage with the name and logo of each institution will be provided.

You will be able to collect your badge and welcome bag from the ICEF hospitality desk in the Vanguarda 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 in the Grand Ballroom Foyer.

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 hours. Lunch will be provided from 13:00 to 14:00 in the Vanguarda Ballroom on the 2nd floor.

Please contact us should you have any special dietary requirements.

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

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

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.

• More information about São Paulo can be found here.

If you have any questions prior to the event, please do not hesitate to contact Angélica Martínez by email at amartinezmata@icef.com.

We look forward to welcoming you to São Paulo!