ICEF Mexico - Colombia RoadshowProvider Information Pack

Venue Mexico: Hilton Mexico City Reforma, Av. Juarez 70. Colonia Centro, Mexico City, 06010, Mexico
Venue Colombia: Grand Hyatt Bogotá, Calle 24 A # 57 – 60, 111321 Bogotá, Colombia
Event Date: 18:30 Monday, April 13 – 22:00 Friday, April 17 2026.

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

We are pleased to offer you preferential rates at the Hilton Mexico City Reforma in Mexico and the Grand Hyatt Bogotá in Colombia, where the event will take place.

Single rooms start from USD 245 + 16% VAT and 3.5% Lodging tax. Breakfast is included within the rate.

Credit card guarantee is required upon making the reservation.

Rates are available for bookings from April 11 to April 16, subject to room availability. For bookings outside this period the regular room rates become applicable.

Please note that the booking link expires on Thursday, March 16 2026.

Check-in & Check-out
Check-in time is after 15:00 and the latest check-out time is 12:00.

Single rooms start from USD 220 + 19% VAT. Breakfast is included within the rate. Credit card guarantee is required upon making the reservation.

Rates are available for bookings from April 15 to April 18, subject to room availability. For bookings outside this period the regular room rates become applicable.

Please note that the booking link expires on Wednesday, March 25 2026. Rooms cancelled within 30 days of arrival will be subject to 100% total room stay charge.

Check-in & Check-out
Check-in time is after 15:00 and the latest check-out time is 12:00.

Please note that flights between Mexico and Colombia are not included in your participation fees and must be booked at your own expense. There are more than 6 direct flights between Mexico and Colombia operating daily.

Popular flight options for April 15 and 16 include:

AM 761// 08:55 (Mexico / AICM) – 14:30 (Bogotá / BOG)

ICEF will provide a complimentary group airport transfer for the above listed flight.

If you would like to join the transfer to Mexico City International Airport and from El Dorado – Bogotá International Airport in Bogotá to the Grand Hyatt Bogotá, please submit your request by March 31, 2026. A booking form can be downloaded here.

More information will be provided closer to the event.

Mexico – Visa Requirements

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

Visas are required for nationals from the countries on this list when entering Mexico.

For further information and guidance on how to apply for the Mexican visa, please visit this website – select the relevant country, then select the consular section to view the visa information.

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

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. 

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

All passengers entering or leaving Colombia are required to fill in and submit the Colombia Check-Mig form – a digital form that all travelers must present upon an entry or exit point. The form must be filled out online 24 to 72 hours before the trip.You can find more information about filling out Colombia Check-Mig form on this website.

Airport Tax
This is the fee charged to passengers for use of the airport facilities. It is mandatory for passengers to pay this fee for use of both chartered and non-chartered commercial airline services. For further information, please consult the Airport Services Authority. Some airlines include this fee in their fares.

More information about your entry recommendations for Colombia can be found on this website.

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

Private Airport Transfer Service
If you are staying at the Hilton Mexico City Reforma, an individual airport pick-up / drop-off service can be arranged. To book your airport transfers, please contact the concierge desk of the Hilton Mexico City Reforma directly at mexrf_concierge@hilton.com.

Uber
Uber is also available at Mexico City airport. Rates from and to the airport may differ depending on time and traffic. Check the price estimator in your Uber App.

Private Airport Transfer Service

If you are staying at the Grand Hyatt Bogotá, an individual airport pick-up / drop-off service can be arranged directly with the hotel. To book your airport transfers, please contact the concierge desk of the Grand Hyatt Bogotá directly at BOGGH-Concierge@hyatt.com. Please know these prices may vary depending on your visit date.

Uber
Uber is also available at Bogotá airport. Rates from and to the airport may differ depending on time and traffic. Check the price estimator in your Uber App.

Forwarding of promotional material
In view of the numerous complications and costs that might arise from forwarding materials to Mexico and Bogotá, we strongly recommend that you bring your materials with you to both events. This way you will avoid high customs clearance charges and unnecessary delays in delivery which were brought to our attention.

Mexico Package arrival date: From Friday 10th April 2026 onwards.
The venue is unable to store any items received before this date, as a result they may not be accepted
Bogota Package arrival date: From Wednesday 15 April 2026 onwards.
The venue is unable to store any items received before this date, as a result they may not be accepted.

Please note that the Grand Hyatt Bogota is not in a position to receive packages with pending customs or delivery charges or clear packages through customs for clients.

This would need to be arranged through a local customs broker. With a total of 18 pre-scheduled meetings we would therefore highly recommend to bring all materials with you from Mexico City.

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.

You will be able to collect your badge and welcome bag from the ICEF hospitality desk located in front of the Don Alberto 1 / 2 room from 18:30 on Monday 13 April and from 08:30 on Tuesday 14 April.

Please bring the badge you have collected in Mexico with you to Colombia. You will require this to enter the event again.

If you are registered for Colombia only, you will be able to collect your badge and welcome pack in the Grand Ballroom Foyer on Friday 17 April at 8:30.

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.

Meeting and Display tables will be accessible as follows:

Mexico City: 8:30 on Tuesday, April 14, 2026

Bogotá: 8:30 on Friday, April 17, 2026.

Table size in Mexico: 244cm x 75cm

Table size in Bogota: 183cm x 76cm

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 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. If you are unsure of your table package, please speak with your account manager.

Welcome Reception: Monday 13 April, 20:00-21:00 in the Don Alberto Foyer.

Dinner Reception Mexico City: Tuesday 14 April, 19:30 – 22:00 in the Terraza Alameda Restaurant.

Dinner Reception Bogota: Friday 17 April, 19:30 – 22:00 in Grand Ballroom 3.

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.

Mexico City

• Time zone: Mexico City is 6 hours behind GMT.
• Currency: The official currency is the Mexican Peso (MNX). For current exchange rates, please see x-rates. Credit cards are widely accepted.
• Electricity: The standard voltage is 110 – 220 V, and the frequency is 60 Hz.
• Plug type: The power plugs and sockets are of type A and B. Visitors may need to bring their own adaptors.
• Climate: Mexico City in April offers warm, sunny days around 75-80°F (24-26°C) and cool, fresh nights dipping to 48-55°F (9-13°C). It is a dry season with low rain chances and significant sun.

Bogota

• Time zone: Bogota is 5 hours behind GMT.
• Currency: The official currency is the Colombian Peso (COP). For current exchange rates, please see x-rates. Credit cards are widely accepted.
• Electricity: The standard voltage is 110 V, and the frequency is 60 Hz.
• Plug type: The power plugs and sockets are of type A and B. Visitors may need to bring their own adaptors.
• Climate: Bogotá has a cool, subtropical highland climate with mild, spring-like temperatures year-round due to its high altitude at which the city is located. Average temperatures in April are around 18-20°C (64-68°F) and chilly nights dropping to 8-10°C (46-50°F).

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

We look forward to welcoming you to Mexico & Colombia!