ICEF BrazilAgent Information Pack

Venue: Grand Hyatt Rio de Janeiro, 9600, Rio de Janeiro – RJ, 22795-007, Brazil

Event Date: 13:00 Thursday, October 2 – 18:30 Saturday, October 4, 2025. 

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

*only applicable for fully sponsored agencies located outside of Rio de Janeiro.

You will be provided with a hotel room, including breakfast, for three nights from Thursday afternoon, October 02, 2025 until Sunday morning, October 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.

Accommodation terms & conditions: 

• Event cancellation: If for some reason you will be unable to attend, please let us know by August 21 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 Saturday, October 4 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.
• 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.

Rio de Janeiro–Galeão International Airport (GIG) is located approximately 32km from the event venue, reachable within an hour.

The airport features two terminals—T1 and T2—as well as a pier/concourse, all connected by a long indoor hallway equipped with a moving walkway. International flights arrive at this airport, making it a convenient entry point for attendees traveling from abroad.

By Taxi or Ride-Sharing

• Official Taxis (e.g. Aerocoop, Transcoopass)
  • Located just outside arrivals – after immigration (look for the official counters)
  • Fixed fare to Barra da Tijuca (Grand Hyatt area): R$150–200 (~$30–40 USD)
  • Travel time: 35–50 minutes, depending on traffic
• Uber / 99 (ride-share apps)
  • Cost: around R$60–80 (~$12–16 USD)
  • Travel time: 35–50 minutes, depending on traffic
  • Pickup: go to the 3rd floor (Departures Level) for ride-share pickups.

Aeroporto Santos Dumont (SDU) is located approximately 35km from the event venue, reachable within an hour.

It is the city’s second major airport, which handles only domestic flights. It has two passenger terminals both are fully connected and walkable, which takes about 2 to 5 minutes to reach.

By Taxi or Ride-Sharing

• Official Taxis (e.g. Aerocoop, Transcoopass)
  • Prepaid taxis available at official counters inside the terminal
  • Fixed fare to Barra da Tijuca (Grand Hyatt area): R$150–180 (~$30–36 USD)
• Uber / 99 (ride-share apps)
  • Cost: around R$60–80 (~$12–16 USD)
  • Travel time: 40 to 60 minutes, depending on traffic
  • Pickup: go to the Arrivals curbside or follow the app’s directions inside the terminal

*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.

*sponsorship opportunities are applicable for IAS agents only.

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 desk located in the Rio Ballroom Courtyard from 13:00 on Thursday, October 2 and in front of the Grand Ballroom from 08:00 on Friday, October 3.

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.

Thursday, October 2

• Refreshment break – 16:30 – 17:00

Friday 3 October and Saturday 4 October

• Welcome Coffee – 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: Thursday, October 2, 19:00-21:00 on the Sundeck. 

Dinner Reception: Friday, October 3, 20:00-23:00 in the Rio Ballroom. Sponsored by St. George’s 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 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: Rio de Janeiro is 5 hours behind CET.
• Currency: The official currency is the Real (BRL). For current exchange rates, please see x-rates. Credit cards are widely accepted.
• Electricity: The standard voltage is 220 V.
• Plug type: The power plugs and sockets are of types C and N. Visitors may need to bring their own adaptors.
• Climate: Rio has a tropical climate with rains from December to March. October begins the warmer season, with temperatures between 20°C and 26°C.

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

We look forward to welcoming you to Rio de Janeiro!