ICEF Spanish EducationProvider 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.

We are pleased to offer you preferential rates at Riu Plaza Espana Hotel, where the event will take place.

Single rooms start from €205  (+ 10% VAT). Breakfast is included within the rate.

Rates are available for bookings from May 17 to May 22, subject to room availability. For bookings outside this period the regular room rates become applicable.

Please note that the booking link expires on 29 March. 

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. The deadline for invitation letter requests is March 24, 2025.

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.

Package arrival date: From Thursday, May 15, 2025 onwards.
The venue is unable to store any items received before this date, as a result they may not be accepted.

Package preparation: Please bear in mind that you will have a maximum of 38 pre-scheduled meetings when calculating the amount of promotional materials to send. 

Shipping label: Please use this label on all packages so they are easily identifiable onsite.

Courier: Please contact a courier of your choice and remember to include a proforma invoice. Inspections of deliveries with incomplete documents can take up to four weeks.

Sustainable alternatives: 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.

Please also consider using local suppliers to cut down international shipping. 

Wifi: Please be aware that although wifi 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.

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 so you can show your meeting partners your videos and presentations 

Please note that only organisations with a display 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.

Scheduling meetings prior to the event

You will receive access to our online meeting scheduling tool, Marcom eSchedule PRO, approximately 5 weeks prior to the event, allowing you to send personalised meeting requests to targeted contacts based on source country or type of programme.

If you’re looking to increase your brand visibility and heighten your networking potential, why not consider sponsorship opportunities?

Advertising at ICEF Spanish Education and other ICEF events helps build your brand, grow your business and provide significant international exposure. 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.

If you change your representative at the event it is important you inform your account manager of this in advance before arriving, otherwise you may experience delays at registration.

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.

Meeting and Display tables will be accessible as of 08:00 am on Tuesday 20 May. 

Meeting Table = 180 x 94cm
Display Table = 180 x 94cm (A literature display rack is available if requested in advance)

Each meeting table will be covered with a tablecloth, will have access to an electricity outlet and table signage will be provided.

Please note that only providers with an exhibit table are able to bring up to 2 pull up banners (80cm x 200cm)

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, 20:30-23:00 

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 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.

• 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°. 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-providers@icef.com

We look forward to welcoming you to Madrid!