ICEF VancouverAgent Information Pack

Venue: Hyatt Regency Vancouver, 655 Burrard Street Vancouver, BC, V6C 2R7
Event Date: 10:00 Monday, May 12 – 18:30 Wednesday, May 14 2025. 

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

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

You will be provided with a hotel room for three nights from Monday afternoon, May 12, 2025 until Thursday morning, May 15, 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 March 31 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 14 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. breakfast, 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 15:00 and latest check-out time is 12:00 noon.

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.

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

You may require a visa or an Electronic Travel Authorization (eTA) to enter Canada. To find out what you require, please click here and answer a few questions.  

For any visa-related questions, please contact visasupport@icef.com

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.

You will be able to collect your badge and welcome bag from the ICEF hospitality desk located in the Regency Foyer from 09:30 on Monday 12 May and from 08:00 on Tuesday 13 May. 

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.

Welcome Reception: Monday 12 May, 19:00-21:00 in the Perspectives Level on the 34th Floor.  

Dinner Reception: Tuesday 13 May, 20:00-24:00 at the Commodore Ballroom, 868 Granville St, Vancouver

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: Vancouver is UTC/GMT -8 hours.
• Currency: The official currency is the Canadian Dollar (CAD). For current exchange rates, please see x-rates. Credit cards are widely accepted.
• Electricity: The standard voltage is 120 V, and the frequency is 60 Hz.
• Plug type: The power plugs and sockets are of type A & B. Visitors may need to bring their own adaptors.
• Climate: Vancouver has a moderate, oceanic climate. Temperatures in mid-May are around 18°C during the day and may fall down to 10°C during the night , occasional rain, partly cloudy skies.

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

We look forward to welcoming you to Vancouver!