ICEF Berlin - 30th anniversaryAgent Information Pack

Venue:  InterContinental Hotel, InterContinental Berlin, Budapester Straße 2, 10787 Berlin

Event Date: 10:00 Sunday, November 02 – 18:30 Tuesday, November 04 2025. 

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

Hotel accommodation is applicable based on your participation status which you will find in your confirmation email. 

Fully Sponsored Agencies
*only applicable for fully sponsored agencies located outside of Berlin.

Fully sponsored agencies will be provided with a hotel room, for three nights from Sunday afternoon, November 02, 2025 until Wednesday morning, November 05, 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.

Terms & conditions: 

• Event cancellation: If, for some reason, you will be unable to attend, please let us know by September 18, or you will be subject to a cancellation fee of 395 EUR. Cancellations made from October 23, will be subject to a cancellation fee of 895 EUR.
• Event no-show: You will be subject to a cancellation fee of 895 EUR.
• 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 November 04 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.

Upgrade Option
If you wish to stay at the InterContinental Hotel, where the event is taking place, an upgrade fee is required. For more information and to submit your request, please email us here and we will send you the booking form. All requests are subject to availability. 

Semi-sponsored Agencies
As a semi-sponsored participant, your accommodation will be organised by ICEF and you are required to pay a participation fee of 595* (*+VAT where applicable). Once you have received your invoice, payment is due within 14 days. Your participation is not secure until payment has been received by ICEF.

• Event cancellation: Please note that in the event of a cancellation your participation fee is non-refundable. If for some reason you are unable to attend ICEF Berlin 2025, please let us know by October 23 or you will be subject to a cancellation fee of 300 EUR. 
• Event no-show: You will be subject to a cancellation fee of 300 EUR.
• 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.

Non-sponsored Agencies
As a non-sponsored participant, you will be responsible for organising your own accommodation for the upcoming event. We have secured preferential rates at several of our partner hotels to assist you with your arrangements. Should you wish to utilise these special offers, please reserve your accommodation via the buttons below.

Terms & conditions: 

• Event cancellation: If, for some reason, you will be unable to attend, please let us know by September 18, or you will be subject to a cancellation fee of 395 EUR. Cancellations made from October 23, will be subject to a cancellation fee of 895 EUR.
• Event no-show: You will be subject to a cancellation fee of 895 EUR.

Alternative Options:

• Motel One Berlin-Tiergarten 
• Premier Inn

ICEF will provide a hotel bus shuttle from select hotels which you are welcome to use.

Germany is part of the borderless region known as the Schengen area and visa requirements vary by nationality. For most nationalities a visa is not needed for stays of up to three months. A passport validity of at least three months beyond the period of stay is mandatory and you are advised to retain evidence of your return travel. Please check regulations with your closest German embassy well ahead before travelling. To find out more about country-specific visa requirements, visit The German Ministry of Foreign Affairs.

Please contact visasupport@icef.com if you have any questions.

Deutsche Bahn is pleased to offer discounted event tickets if you travel to ICEF Berlin by train. The price for a one-way ticket from any German railway station to Berlin starts from 44 EUR.

Tickets are subject to availability and need to be booked at least one day prior to your departure date. Please note that the event ticket is only valid for the connection you have selected and booked in advance.

If you’re based in Europe, why not travel by train instead of plane? You can use websites such as Trainline to book trains from many European countries to Berlin. You can see the carbon emissions for your journey when you search for tickets, with the potential to offset them too.

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 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.

You will be able to collect your badge and welcome bag from the ICEF registration kiosks on Sunday, November 02, from 10:00 to 21:00.

Participants arriving after the above stated period can register on Monday, November 03, from 08:00 onwards.

You will be sent a QR code in advance of the event to print your badge when you arrive. More details to follow.

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.

Sunday, November 02
Networking Lunch, 13:00 – 14:00
First-timer Lunch 13:00 – 14:00
Refreshment Stations Open, 15:30 – 17:30

Monday, November 03
Light Continental Breakfast, 08:00 – 09:00
Refreshment Stations Open, 9:30 – 11:30
Lunch, 12:30 – 14:30
Refreshment Stations Open, 15:30 – 17:30

Tuesday, November 04
Light Continental Breakfast , 08:00 – 09:00
Refreshment Stations Open, 9:30 – 11:30 sponsored by MLA Move Language Ahead
Lunch, 12:30 – 14:30
Refreshment Stations Open, 15:30 – 17:30 sponsored by MLA Move Language Ahead

Please note: To avoid lines at the food and beverage stations, coffee breaks and lunch times have been extended. We recommend blocking at least one break slot in the morning and one in the afternoon and to allow a minimum of two time slots for your lunch break.

Please contact us should you have any special dietary requirements.

Welcome Reception: Sunday, November 02, 19:00 to 21:00. – sponsored by Coquitlam School District

ICEF Berlin 30th Dinner & Party: Monday, November 03, 20:00 to 00:00– sponsored by MLA Move Language Ahead

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: Berlin is 1 hour ahead of GMT.
• Currency: The official currency is the Euros (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: Berlin’s climate is moderately continental, characterized by cold winters, with average temperatures around freezing (0 °C or 32 °F), and moderately warm summers, with daytime temperatures hovering around 25 °C (77 °F).

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

We look forward to welcoming you to Berlin!