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.
We are pleased to offer you preferential rates at the Grand Hyatt Rio de Janeiro, where the event will take place.
Single rooms start from BRL 1035/1130 (single/double use) + 10% service tax, 5% VAT and BRL 13.00 tourism tax per room per night. Breakfast is included within the rate.
A deposit equal to one night’s room and tax will be charged to the individual’s credit card at the time of reservation.
Rates are available for bookings from Sep 29 – October 7, 2025, subject to room availability. For bookings outside this period the regular room rates become applicable.
Check-in & Check-out
Check-in time is after 15:00 and the latest check-out time is 12:00.
The information below is advisory, we recommend you check your own visa requirements with your local embassy.
Before traveling to Brazil, please ensure you check the latest visa and entry requirements with your local embassy. Nationals of certain countries may enter Brazil for tourism or business purposes without a visa for stays of up to 90 days.
For detailed information regarding visa requirements and exemptions, we recommend visiting the official government website here.
For any visa-related questions, please contact visasupport@icef.com
Qatar Airways discount
We have partnered with Qatar Airways to bring you a special 10% discount when booking flights for this event, making your trip an even more cost-effective means of expanding your business and securing new partnerships.
To take advantage of the discount, please visit this website and use the code ICEFBRA
Please note, the discount is available only on routes operated in full by Qatar Airways.
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
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
Package arrival date: From September 25th, 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.
Wi-Fi: Please be aware that although Wi-Fi 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:
Please note that only organisations with an exhibit 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.
Share the event badges on your social media networks to spread the word and let everyone know you’re attending. Don’t forget to use the #ICEF hashtag and get involved! And if you’re a speaker or sponsor, please ask your account manager for your personalised social media badge.
*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:
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 Brazil 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 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.
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 Display tables will be accessible as of 08:00 am on Friday, 3 October.
Each meeting table will be covered with a tablecloth, will have access to an electricity outlet and table signage will be provided.
Thursday, October 2
Friday 3 October and Saturday 4 October
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 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-brazil-providers@icef.com.
We look forward to welcoming you to Rio de Janeiro!
