ICEF EurasiaAgent Information Pack

Venue: Baku Marriott Hotel Boulevard, Khagani Rustamov Street, 4C Khatai District, Baku 1010, Azerbaijan
Event Date: 13:00 Thursday, March 26 – 18:30 Saturday, March 28, 2026.

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

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

You will be provided with a hotel room, including breakfast, for three nights from Thursday afternoon, March 26, 2026 until Sunday morning, March 29, 2026 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 cancel your participation after 12th February, you will be subject to a cancellation fee of 395 EUR. Cancellations made from the 19th March 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 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 (+VAT where applicable) per person, per room will apply.
• Early Departure: Should you need to leave the event earlier than March 28th 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 14:00 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 verifying requirements with your local embassy or the official Azerbaijan Immigration website.

Most travelers, including citizens of the UK, USA, EU, Canada, and Australia, require a visa to enter Azerbaijan. This can be obtained quickly via the online e-Visa (ASAN) system. Citizens of most CIS countries enjoy visa-free entry, while nationals not eligible for the e-Visa must apply for a traditional sticker visa at an Azerbaijani consulate.

Note: Entry is denied to anyone who has visited the Nagorno-Karabakh region without prior authorization from the Azerbaijani government.

List of countries eligible for e-visa

e-Visa application – ASAN e-Visa portal

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

Taxi: Taxis are readily available outside the terminal. It’s advisable to use official airport taxis or ride-hailing apps like Bolt or Uber for transparent pricing. The journey typically takes around 30-45 minutes, depending on traffic.

Airport Bus (Aero Express): The Aero Express bus service connects the airport to the city center, usually terminating near 28 May Metro Station. From there, you might need a short taxi ride or another form of public transport to reach the Baku Marriott Hotel Boulevard. The bus journey takes about 30-40 minutes.

Private Transfer: Many hotels, including the Marriott, offer private airport transfer services, which can be pre-booked for convenience.

*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, you can still schedule meetings with other participants once the event has started. Last minute meetings can be scheduled up to one hour before the requested meeting time.

We recommend that you leave Marcom eSchedule PRO open throughout the event to keep an eye on any new meeting invitations that may come through. Please regularly refresh your eSchedule PRO page to make sure that it’s always up to date with the latest requests.

Please note that you will not be provided with a printed paper copy of your schedule at the event.

You will be able to collect your badge and welcome bag from the ICEF hospitality desk located in the Tagiyev Foyer from 13:00 on Thursday, March 26 and from 08:00 on Friday, March 27. 

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.

Thursday, March 26

• Refreshment break – 16:00 – 16:30

Friday, March 27 and Saturday, March 28 

• Welcome refreshments – 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, March 26, 19:00-21:00 in the Tagiyev Foyer. 

Dinner Reception: Friday, March 27, 20:00-23:00 at the Hilton Baku sponsored by St. George’s University. Transports to and from the dinner venue will be available.

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: Baku is in the UTC+4 time zone.
• Currency: The official currency is the Azerbaijani Manat (AZN). For current exchange rates, please see x-rates. Credit cards are widely accepted.
• Electricity: The standard voltage is 240 V, and the frequency is 50 Hz.
• Plug type: The power plugs and sockets are of types C and F. Visitors may need to bring their own adaptors.
• Climate: Baku has a temperate semi-arid climate. Average temperatures in March are around 7-10°C at night and 10-15°C during the day.

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

We look forward to welcoming you to Baku!