ICEF ChinaAgent Information Pack

Venue: Hyatt On The Bund, 199 Huangpu Rd, Hongkou District, Shanghai, China, 200080

Event Date: 13:00 Wednesday, October 15 – 19:00 Friday, October 17 2025. 

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

*only applicable for fully sponsored agencies located outside of Shanghai.

You will be provided with a hotel room, including breakfast, for three nights from Wednesday afternoon, October 15, 2025 until Saturday morning, October 18, 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 September 03 or you will be subject to a cancellation fee of 395 EUR. Cancellations made after October 08 will be subject to a cancellation fee of 895 EUR. 
  
• Event no-show: If you do not arrive for your reservation or fail to attend without contacting us, you will be charged 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 October 17 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.

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 Chinese visa can be found here.

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

*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 Grand Ballroom Foyer from 13:00 on Wednesday 15 October and from 08:00 on Thursday 16 October. 

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.

Wednesday 15 October

• Refreshment break – 16:00 – 16:30

Thursday 16 October and Friday 17 October

• 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: Wednesday 15 October, 19:00-21:00

Dinner Reception: Thursday 16 October, 20:00-23:00 

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: Shanghai is 8 hours ahead of GMT.
• Currency: The official currency is the Chinese yuan (CNY). For current exchange rates, please see x-rates. Credit cards are widely accepted.
• Electricity: The standard voltage is 220 V, and the frequency is 50 Hz.
• Plug type: The power plugs and sockets are of types A, C & I. Visitors may need to bring their own adaptors.
• Climate: Shanghai has a humid subtropical climate. The temperature in October usually ranges from 15 – 25 degrees Celsius.

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

We look forward to welcoming you to Shanghai!