ICEF ChinaProvider Information Pack

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

Event Date: 13:00 Wednesday, October 15 – 18:30 Friday, October 17 2025. 

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

We are pleased to offer you preferential rates at Hyatt On The Bund, where the event will take place.

Single rooms start from CNY 1300, inclusive of 16% service charge and tax. Breakfast is included within the rate. 

Bookings must be guaranteed with a credit card. Corporate cards are allowed based on the final payment being made with the same card. The hotel will pre-charge the credit card the full length of stay.

Rates are available for bookings from October 12 to 20, subject to room availability. For bookings outside this period the regular room rates become applicable.

Please note that the booking link expires on 1 October. Rooms cancelled after 11:59 local hotel time two days before your arrival will be subject to 100% of stay room charge, plus applicable service charge, tax and fees.

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. 

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

Taxis
Most taxi drivers will not speak English and we would recommend showing your driver the name of the venue hotel in Chinese: 上海外灘茂悅大酒店. We strongly suggest downloading the Alipay App, which  includes the DiDi Taxi application. Alipay is used primarily everywhere in mainland China to make any kind of payment, order taxis and purchase other transportation options. You will need to install the app and add suitable payment methods in advance.

Although wifi will be provided, many websites and servers are blocked within China (including Google/Google Workspace services) and the bandwidth is limited. Please either download your materials to your device in advance or bring them printed.

We strongly recommend that you bring any marketing items with you to avoid any issues or delays with customs. 

Package arrival date: From Sunday 12 October 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. 

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. 

If you’re looking to increase your brand visibility and heighten your networking potential, why not consider sponsorship opportunities?

Advertising at ICEF China  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 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.

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 exhibitor tables will be accessible as of 08:00 am on Thursday 16 October. 

Meeting Table = 180 x 90cm

Exhibitor Table = 180 x 90cm

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 an exhibitor 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.

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 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: 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-providers@icef.com.

We look forward to welcoming you to Shanghai!