ICEF MiamiProvider Information Pack

Venue: Loews Miami Beach Hotel, 1601 Collins Avenue, Miami Beach, Florida, 33139

Event Date: 12:30 Monday, December 08 – 18:30 Wednesday, December 10 2025.

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

Preferential rates are available at the Loews Miami Beach Hotel, where the event will take place. Single rooms start from 289 USD + tax.

Rates are available for bookings from December 2 to December 12, subject to room availability. For bookings outside this period, the regular room rates become applicable.

Please note that the booking link expires on November 7. Rooms cancelled after 16:00 local hotel time 72 hours before arrival will be subject to the penalty fee of one night’s room and tax.

Check-in & Check-out
Check-in time is after 16:00 and the latest check-out time is 11:00.

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

You need to apply for a visa unless you meet the visa exemption requirements found here.

In order to travel without a visa on the visa waver programme, you must have valid Electronic System for Travel Authorization (ESTA) approval prior to boarding a U.S. bound air or sea carrier. For further details, please visit this website. 

Further information and guidance on how to apply for the US visa can be found here.

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

Package arrival date: From Wednesday, December 3, 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.

*Not applicable to accompanying persons/guests

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 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.

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

Advertising at ICEF Miami 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 bag from the ICEF registration desk located in the Americana Foyer from 12:30 Monday, December 08 and from 08:00 on Tuesday December 09. 

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 exhibitor tables will be accessible as of 08:00 am on Tuesday, 9 December. 

Meeting Table = 4ft x 30 inches 

Exhibitor Table = 6ft x 30 inches   

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

Monday, December 8

• Refreshment break – 16:30 – 17:00

Tuesday, December 9 and Wednesday December 10

• 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 08 December, 19:00-21:00 on the Americana Lawn

Dinner Reception: Tuesday 09 December, 20:00-24:00 in the Poinciana Ballroom, sponsored by Western Atlantic University School of Medicine

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.

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

We look forward to welcoming you to Miami!