ICEF Spanish EducationAgent Information Pack

Venue: Riu Plaza Espana Hotel, C.Gran Vía, 84, Madrid, 28013, Spain
Event Date: 13:00 Monday, May 19 – 19:00 Wednesday, May 21 2025. 

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

You will be provided with a hotel room for three nights from Monday afternoon, May 19, 2025 until Thursday morning, May 22, 2025 at one of our partner hotels. 

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.

Accommodation terms & conditions: 

• Event cancellation: If for some reason you will be unable to attend, please let us know by April 7 2025 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 organised in advance of the event.
• Early Departure: Should you need to leave the event earlier than May 21 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.
• Check-in & Check-out: Check-in time is after 15:00 and the latest check-out time is 12:00.

The information below is advisory, we recommend you check your own visa requirements with your local embassy. 

Spain is part of the Schengen passport-free zone in Europe. Travellers from other Schengen-countries are permitted freedom of movement simply by presenting a valid national ID card. 

A number of other visa-exempt countries can also currently gain visa-free access to Spain either by air, land or sea for a maximum stay of 90 days for tourism, business, or transit purposes.

You can check  whether you need a VISA to enter Spain here.

Please note that ICEF can only provide you with a letter of invitation for the duration of the event (May 19 – 21).

If you require one, please contact visasupport@icef.com.

Taxis
Taxi ranks are scattered all over the airport’s complex. Each terminal has its own designated areas where the official Madrid airport taxis are lining up, waiting for passengers’ arrival. Hence, T2, T3, and T4 have two taxi areas, one at the Departures zone (on floor 2) and one at the Arrivals section (on the ground floor). The taxi ranks at T1 lie on the first floor of the Departures area and the ground level of the Arrivals zone. 

Train / subway
You can get to the train stations, Atocha or Chamartin, using any of the 2 train lines, the C1 and C10.

Both depart from Madrid-Barajas Airport’s T4 terminal to the centre of Madrid and the city’s main train stations. For this reason, you can take any train leaving the airport if you want to go to Madrid downtown, Atocha Train Station, Chamartín Train Station -also called Chamartín Clara Campoamor.

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: 

• Getting Started 
• Scheduling Meetings – Useful Hints & Tips 
• Video tutorials
  

Scheduling meetings during the event
To make the most of your participation, meetings can be scheduled once the event has started, up to one hour before the requested meeting time. 

We recommend that you leave Marcom eSchedule PRO open throughout the event and regularly refresh the page to keep an eye on the latest meeting requests that may come through. 

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

*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?

Visit our website to view the available sponsorship items or contact your account manager to build a customised package.

You will be able to collect your badge and welcome  pack on Wednesday, May 19  from 13:00 to 19:00 at the ICEF hospitality and registration desk located in room Madrid 3 on the 4th floor of the hotel.

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.

Join us on the first day of the event for a programme of seminars and presentations providing up-to-date information about the latest market trends and issues relevant to international education and student mobility. 

You can find out more via the seminar tab on your schedule and on the event website.

Monday 19 May

• Refreshment break – 16:30 – 17:00

Tuesday 20 May and Wednesday 21 May

• Networking breakfast – 08:00 – 09:00
• Refreshment breaks- 11:00 and 16:00 (30 minutes)
• Lunch – 13:00 – 14:00 

Please contact us should you have any special dietary requirements.

Welcome Reception: Monday 19 May, 19:00 – 21:00 in room Madrid 3 on the 4th floor
Dinner Reception: Tuesday 20 May, 20:00-23:00 

The dress code for both receptions is smart casual. Please note that participants not wearing their event badges will not be admitted. Please register your attendance by clicking the green “Yes, I will attend” button on your MySchedule page.

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

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.

• Time zone: Madrid is 1 hour ahead of GMT.
• Currency: The official currency is the Euro (EUR). For current exchange rates, please see x-rates. Credit cards are widely accepted.
• Electricity: The standard voltage is 230 V, and the frequency is 50 Hz.
• Plug type: The power plugs and sockets are of type C & F Visitors may need to bring their own adaptors.
• Climate: Madrid has a warm-temperate subtropical climate. They have hot summers and relatively cool winters with somewhat frequent frosts and occasional snowfalls.The average temperature is around 15°C. Around midday, you’ll notice a climb in temperatures to highs of 22°C before lowering to around 8°C at night.

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

We look forward to welcoming you to Madrid!