ICEF Miami (Latin America)Agent Information Pack

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

Your accommodation at ICEF Miami 2024 will be sponsored by ICEF for 3 nights from Monday afternoon, December 9, 2024 until Thursday morning, December 12, 2024 at one of our partner hotels.

A formal hotel booking confirmation will be sent to you approximately three 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 Miami 2024, please let us know by November 8 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 in Miami earlier than December 11 at 18:30, 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.

Deliveries
If you are receiving any personal deliveries at the hotel, it must be addressed in your name and not related to the event. If you fail to do so it may not be accepted and we have the right to pass on any applicable charges incurred for accepting and delivering.

Additional nights
If you would like to book extra nights either before or after the event, please go to this website to receive preferential rates. Please note that these rates are subject to availability.

Please only reserve additional nights before December 9 or after December 11 as ICEF will sponsor 3 nights of accommodation for you (9th, 10th and 11th).

Visas are required for all foreigners entering the United States unless they are from a country that participates in the Visa Waiver Program.

For the purposes of ICEF Miami 2024 you will need to apply for a B-1 visa. A non-immigrant visa, designed for persons who want to enter the United States on a temporary basis for business purposes.

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. If you wish to request this service, please send an email to visasupport@icef.com

To find out more about country-respective visa requirements visit this website.

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 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 can build your own personalised programme of optional seminars, panel discussions and provider presentations held on the first day of ICEF Miami.

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

You will be able to collect your badge and welcome bag from the ICEF hospitality desk located in the Americana Foyer on Monday, December 9th, from 13:00 to 19:00.

Participants arriving after the above stated period can register on Tuesday, December 10th, 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 December 9 at 16:30 and December 10 and 11 at 08:00, 11:00 as well as 16:00 hours. 

Lunch will be provided from 13:00 to 14:00 on December 10 and 11. A buffet lunch is available in the Poinciana Ballroom and Cowrie Room.

Please contact us should you have any special dietary requirements.

Welcome Reception
Monday, December 9th, 19:00 to 21:00 on the Americana Lawn.

Dinner Reception
Tuesday, December 10th, 20:00 to 00:00 in the Poinciana 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.

Please note, accompanying persons, are automatically added to our guest list.