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  • ICEF EurasiaAgent Information Pack

    March 17 - 19, 2025 Istanbul, Türkiye
    Before the Event At the Event

    Venue: Hilton Istanbul Bosphorus, Cumhuriyet Caddesi,No 50 Harbiye, Sisli Istanbul, 34367 Türkiye
    Event Date: 13:00 Monday, March 17 – 18:30 Wednesday, March 19, 2025.

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

    Hotel Accommodation

    *only applicable for fully sponsored agencies located outside of Istanbul.

    You will be provided with a hotel room, including breakfast, for three nights from  Monday, March 17, 2025, until Thursday morning, March 20, 2025, at the Hilton Istanbul Bosphorus.

    Your presence will be expected throughout the duration of the event.

    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, please let us know by February 1st or you will be subject to a cancellation fee of 395 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 paid in advance of the event.
    • Early Departure: Should you need to leave the event earlier than March 19 at 19:00, please inform us of this well in advance. In accordance with the Agent Terms & Conditions, please note that 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 14:00 and the latest check-out time is 12:00 pm.
    • Hotel Property Damage: Guests are hereby notified that any damage caused to the property of the hotel during their stay will result in charges applied to the credit card on file. Should you discover any damaged furniture or interior details within your designated room after check-in, please report such instances to the reception desk immediately.

     

    Additional nights

    Booking an additional night is optional and at your own expense. Please click here to book online if you wish to extend your stay. Please only reserve additional nights outside of your sponsored nights. 

    Visa Requirements

    While some countries are exempt from a visa to enter Türkiye for tourist and business purposes, there are also a number of countries whose citizens need to apply either for an e-visa or obtain a visa upon arrival.

    You can find more detailed information about requirements per country as well as e-visa procedures here.

    If you require a letter of invitation, please do not hesitate to contact us at visasupport@icef.com.

    Arrival in Istanbul
    Sabiha Gökçen International Airport (SAW)

    The airport is situated in Kurtköy, Pendik district on the Anatolian side of Istanbul, and is approximately 50 km away from the event venue, Hilton Istanbul Bosphorus.

    Taxis from Sabiha Gökçen International Airport to the Hilton Istanbul Bosphorus take around 65-75 minutes, with fares starting at TRY 100 depending on traffic.

    Shuttle buses run by HAVABUS operate between Sabiha Gökçen Airport and Taksim Square. From Taksim Square, you can either take a taxi to the Hilton Istanbul Bosphorus Hotel or use public transportation such as the metro or tram.

    The white coloured shuttle buses are parked in front of the arrivals terminal building. A one-way ticket costs 121 TRY per person and you can find detailed information here.

    Istanbul International Airport (IST)

    The airport is located in Arnavutköy district 35 kilometres from the city center and is approximately one hour away from the event venue, Hilton Istanbul Bosphorus.

    Taxi services are available 24 hours a day, 7 days a week. Taxis can be found outside the Plaza Section for domestic and international flights as well as on the 2nd floor, with prices starting from TRY 1100. More detailed information is available here.

    Shuttle buses run by HAVAIST operate between Istanbul International Airport and Taksim Square. From Taksim Square, you can either take a taxi to the Hilton Istanbul Bosphorus hotel or use public transportation such as the metro or tram. The white coloured shuttle buses are parked in front of the arrivals terminal building. A one way ticket costs 170 TRY per person and you can find detailed information as well as purchase tickets here.

    Share on Social Media

    Download Social Media Visuals

    Share the event badges on your social media networks to spread the word and let everyone know you’re attending. Don’t forget to use the #ICEF hashtag and get involved! And if you’re a speaker or sponsor, please ask your account manager for your personalised social media badge.

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    Scheduling Meetings

    Scheduling meetings prior to the event

    Approximately four weeks prior to the event you will receive access to the Marcom eSchedule PRO online meeting scheduling platform. Marcom eSchedule PRO allows you to select potential partners according to geographical origin or type of programmes and to send personalised meeting requests. We recommend to schedule a minimum of 25 meetings prior to the event.

    Meetings will take place at meeting or display tables assigned to educators and service providers. The meeting location will be indicated on your schedule.

    Marcom login

    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: 

     

    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.

    Getting the most out of an ICEF event

    A checklist for pre-event preparation

    Pre-scheduling meetings through Marcom eSchedule PRO

    Setting up your profile on Marcom eSchedule PRO

    What to expect at an ICEF event

    Getting the most out of an ICEF event
    Agent Participation and Sponsorship Opportunities

    *sponsorship opportunities are applicable for IAS agencies 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?

    Visit our website to view the available sponsorship items or contact your account manager.

    On-site Check-in

    You will be able to collect your badge and welcome pack on Monday, March 17, 2025, from 13:00 to 19:30 at the ICEF hospitality and registration desk located in front of the Ambassador Ballroom.

    Participants arriving after this can register on Tuesday, March 18 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.

    Seminars

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

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

    Refreshments and Lunches

    Monday 17 March

    • Refreshment break – 16:30-17:00

    Tuesday 18 March

    • Refreshment Break – 11:00 – 11:30
    • Lunch – 13:00 – 14:00
    • Refreshment Break – 16:00 – 16:30

    Wednesday 19 March

    • Refreshment Break – 11:00 – 11:30
    • Lunch – 13:00 – 14:00
    • Refreshment Break – 16:00 – 16:30

    Meals are prepared to halal standards. Please contact us should you have any special dietary requirements.

    Evening Networking Receptions

    Welcome Reception

    Monday, March 17, 19:00 to 21:00 – Connie Ballroom

    Dinner Reception

    Tuesday, March 18, 20:00 to 23:30 – Connie 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.

    Parallel events - terms and conditions

    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.

    Ramadan Fasting

    We would like to inform you that ICEF Eurasia 2025 will take place during the Ramadan fasting period. Fasting commences at approximately 04:30 and concludes at approximately 18:30, during which individuals fasting refrain from eating or drinking anything. We kindly request your understanding and consideration during this time.

    Istanbul – General Information

    Istanbul is Turkey’s most populous city and its cultural and financial center. Located on both sides of the Bosphorus, the narrow strait between the Black Sea and the Marmara Sea, Istanbul bridges Asia and Europe both physically and culturally.

    Quick facts:

    • Time zone: GMT+3:00.
    • Climate: March is a rainy month with an average temperature varying between 12°C (53°F) during the day and 7°C (45°F) at night.
    • Currency: Turkish Lira (₺ – TRY). Credit Cards are widely accepted. See x-rates.com for the latest exchange rates.
    • Taxis: Taxis are readily available and reasonably priced, but always insist to have the meter running to prevent overcharging.
    • Electricity: 220 volts. Plug type: Type C and F. Please bring your own adaptors, if necessary.
    • More information about Istanbul can be found here.

    If you have any questions prior to the event, please do not hesitate to contact the event manager Sergey Miroshnikov by email at icef-eurasia-agents@icef.com.

    We look forward to welcoming you to Istanbul!

    Supporters