ICEF ChinaProvider Information Pack

Rate
We are pleased to offer you the following preferential rates at the Grand Millennium Beijing hotel, where the event will be taking place:

Single room: EUR 185
Double room: EUR 200

The above rates include breakfast and 15% VAR. The rooms are subject to availability.

Rates are valid for booking between October 11 and October 19, 2024, 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 14:00 and the latest check-out time is 12:00 noon.

Booking
To book your accommodation please fill in this form and return it to icef-china-providers@icef.com no later than September 12th (subject to availability).

Amenities
Set in the business district of China’s capital, Grand Millennium Beijing is within easy reach of Beijing’s attractions. This luxury hotel has the ideal location to explore the worlds of fashion, culture, and art. Nearby, you’ll find the CCTV headquarters and The Place shopping complex. Its 521 rooms feature an ‘extended bathroom’ concept which opens up the space and is enhanced by large floor-to-ceiling windows. Grand Millennium Beijing is one of the best hotels in Beijing for business travellers.

You will find this hotel ideal with its hotel-wide Wi-Fi, a variety of venues for meetings and events. With an indoor pool, fitness facilities and spa, you’ll want to make time to relax. See further details here.

Visas are required for all foreigners entering mainland China except for those holding passports from Brunei, Japan and Singapore, who enjoy visa-free access to China (restricted to a maximum stay of 15 days).

Please note that the airport authorities do not issue visas and that you will have to apply for a visa in advance. The best time to apply for a China visa is one or two months before your departure date. Usually, a China visa is valid for only three months from the date of issue, which indicates that the earliest time you can apply is three months before your departure.

Please contact the Chinese consulate / embassy closest to you and enquire about the visa regulations for your specific country.

Further information and guidance on how to apply for the Chinese visa can be found here.

If you would like to apply for a business visa, you will need an invitation letter. To receive one please fill in this support form, and send it to visasupport@icef.com. Please note that the application for a business visa is time consuming and can take up to four weeks.

Alipay/DiDi Taxi App
The taxi fare is around CNY 75-105. Most taxi drivers will not speak English and we would recommend showing your driver the address of your hotel in Chinese. We strongly suggest downloading Alipay App, that has DiDi Taxi application built into it. Alipay is used primarily everywhere in mainland China to make any kind of payment, order taxis and purchase other transportation options. You will need to install the app and add suitable payment methods in advance. 

Airport Express Train
The journey from the airport to the Grand Millennium Beijing by Airport Express Train takes approximately 40 minutes. Take the Airport Express train to Sanyuanqiao station and then transfer to Subway line 10 and take a train to Jintai Xizhao station. A 5-minute walk from the station will lead you to the hotel. The Airport Express train costs CNY 35, and payment can be made using the Alipay app. For more detailed information, please refer to the website.

Airport Shuttle Bus
The duration of the journey from the airport to the Grand Millennium Beijing by shuttle bus is approx. 60 minutes. Take shuttle bus Line 1 to Guomao station from where it will take approximately 15 minutes by walk to get to the hotel. The cost of the airport shuttle is from CNY20 to CNY30, depending on the destination.  For detailed information please refer to the website.

Your materials for ICEF China can arrive from September 30, 2024  in Beijing (but not before) allowing you sufficient time to check if your packages have been delivered correctly. 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 amount of promotional materials to send to Beijing 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 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 strongly recommend downloading your event materials, presentations and videos directly to your device for your meetings to ensure you don’t have any issues accessing them during the event.

Our advertising and sponsorship opportunities help build your brand and grow your business. Advertising at ICEF China 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 12 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 personalized programme of optional seminars and provider presentations held on the first day of ICEF Beijing.

Seminars are available either live during the event or on-demand through our online platform for up to four weeks after. Programme details can be found under the seminar tab on your schedule.

Meeting and display tables will be accessible as of 08:00 am on Tuesday, October 15th.

Each meeting table (180cm x 90cm) will be covered with a tablecloth and will have access to an electricity outlet.

Service providers will also have access to a literature display rack.

Table signage will be provided for all tables.

You will be able to collect your badge and welcome bag from the ICEF registration desk located in the BC Foyer on the third floor on Monday, October 14, from 13:00 to 19:00.

Participants arriving after the above stated period can register in the Ballroom foyer on the second floor on Tuesday, October 15, 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 in the Ballroom Foyer on October 15th and 16th at 08:00, 11:00 as well as 16:00 hours.

Lunch will be provided from 13:00 to 14:00 in the CBD restaurant.

Please contact us should you have any special dietary requirements.

Welcome Reception

Monday, October 14th, 19:00 to 21:00 in the Ballroom Foyer.

Dinner Reception

Tuesday, October 15, 20:00 to 23:00 in the CBD International Cuisine Restaurant.

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 Beijing can be found here.

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

We look forward to welcoming you to Beijing!