ICEF South AsiaAgent Information Pack

Rate
We are pleased to offer you the following preferential rates at the Pullman New Delhi Aerocity, where the event will be taking place:

Single room: INR 16.000
Double room: INR 17.500

The above rates are per room, per night including breakfast and exclusive of taxes.

Rates are available for bookings from February 4 (check-in) to February 10, 2024 (check-out), subject to room availability. For bookings outside this period the regular room rates become applicable. Please make your booking by January 5th, 2024.

To Book
Please access the booking link here, select ‘Special Rates’ and insert ‘ICEF’ under ‘Preferential Code’ to access the correct rate. Adjust your arrival and departure dates accordingly.

Check-in & Check-out
Earliest possible check-in time is 15:00 and latest check-out time is 12:00 noon.

Amenities
Hotel Pullman New Delhi Aerocity is a luxurious five-star hotel located just 7 minutes from the Indira Gandhi International Airport. It features 670 rooms, six award-winning restaurants and bars, a fitness center, spa, salon, and an outdoor pool. The hotel’s design is inspired by the peacock and is aimed at catering to both business and leisure travelers. Nearby are the Worldmark Complex, Cyber City, and shopping malls, making it a convenient choice for travelers.

A number of countries are eligible to apply for an e-visa to India. To see if you are eligible, please check this website.

All other nationalities will have to apply for their visa in person at their nearest consulate or embassy.
If you require a letter of invitation, please do not hesitate to contact us.

Taxis from Indira Gandhi International Airport to the Pullman New Delhi Aerocity lake take approximately 15 minutes and the fare is approximately INR 820. The taxi pick-up points are located outside the arrivals hall.

Uber is also available at Indira Gandhi International Airport. Rates from and to the airport may differ depending on time and traffic. Check the price estimator in your Uber app.

Public transport – The metro from the airport takes 4 minutes (Airport Express Orange). Depart at stop ‘Delhi Aerocity’, from there it is a 10 minute walk to the hotel.

In view of the numerous complications and costs that might arise from forwarding materials to India, we strongly recommend that you bring your materials with you to Delhi. This way you will avoid high customs clearance charges and unnecessary delays in delivery which were brought to our attention

You may send promotional material to ICEF South Asia, which can arrive no earlier than Sunday, February 4th, allowing you sufficient time to check if your packages have been delivered. Please arrange this through a courier of your choice. It is very important that you include a proforma invoice. Inspections of deliveries with incomplete documents can take up to 4 weeks.

Package Preparation
When calculating the amount of promotional materials to send to Delhi, please bear in mind that you will have a maximum of 38 pre-scheduled appointments plus other meetings outside event hours that may be arranged. Some agencies may prefer to receive your information by e-mail or mail either prior to or after the event

Sustainable alternatives
As we recommend 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. In addition, 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, take your partners through your presentations and videos.

Please also consider using local suppliers to cut down international shipping.

Please note that only organisations with an exhibition 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.

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.

Our advertising and sponsorship opportunities help build your brand and grow your business. Advertising at ICEF South Asia and other ICEF events provides significant international exposure for your organisation, increasing your brand visibility and networking potential.

See our website to view and reserve sponsorship items or contact your account manager to build a customised package.

*not applicable for accompanying persons or guests

Scheduling meetings prior to the event

Approximately six weeks prior to the event you will receive access to the Marcom eSchedule PRO online meeting scheduling platform. Marcom eSchedule PRO allows you to select potential partners according to geographical origin or type of programmes and to send personalised meeting requests.

Meetings will take place at your designated meeting table, indicated on your schedule. If you are using Marcom eSchedule PRO for the first time, we recommend that you review the following information: 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.

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 please.

You can build your own personalised programme of optional seminars and provider presentations held on the first day of ICEF South Asia.

Programme details can be found under the seminar tab on your schedule.

Meeting tables will be accessible as of 08:00 am on Wednesday, February 7. Table size: 180 x 76 cm.

Exhibit tables for Service Providers will be accessible as of 08:00 am on Wednesday, February 7. Table size to be confirmed.

Each table will be covered with a table cloth and will have access to an electricity outlet.

Table signage with name and logo of each institution will be provided.

You will be able to collect your badge and welcome pack on Monday, February 6, 2024, between 13:00 and 19:00 from the ICEF hospitality desk, located on the lower ground floor near Co-Meeting 1-3. Participants arriving after this time should come to the ICEF hospitality desk from 8.00am on Tuesday, February 7 located on the ground floor in the Peacock Ballroom Pre-function.

This is an invitation-only event and we cannot admit anyone not wearing a badge or any non-registered family, friends or staff members into the event area.

Snacks and refreshments will be served on February 6 at 16:30, and on February 7 (sponsored by Join In Campus,) and 8 at 11:00 as well as 16:00 hours. Lunch will be provided from 13:00 to 14:00 on the 7th and 8th.

Please contact us should you have any special dietary requirements.

Welcome Reception
February 6th, 19:00 – 21:00
Peacock Ballroom 1.
The Welcome reception is kindly sponsored by Infinite Group.

Dinner Reception
February 7, 20:00- 23:00
Courtyard and Peacock Ballroom 1
The Dinner reception is kindly sponsored by KONZE.

Please note, accompanying persons, are automatically added to our guest list.

The dress code for both receptions is smart casual. Please note that participants not wearing their event badge will not be admitted. Please register your attendance by clicking the green “Yes, I will attend” button on your MySchedule page.

Delhi is India‘s capital and seat of government. It forms the National Capital Territory of Delhi. The city seamlessly blends its ancient past with a thriving present, boasting well-preserved historical monuments alongside modern amenities like a metro system and bustling markets. Delhi’s history stretches back to the Mahabharata, and it continues to be a vibrant, dynamic capital city.

Quick facts:

• Time zone: GMT+5:30.
• Climate: Temperatures at the beginning of February are between 24° to 11° C (75° to 11° F). Rainfall is rare during this time.
• Currency: Rupee (₹). Most vendors accept Visa and Mastercard, while some large establishments may accept American Express and Discover cards as well. See x-rates.com for the latest rates.
• Taxis: Taxis are readily available and reasonably priced, but always insist to have the meter running to prevent overcharging. Downloading a taxi app (radio cab, Ola cab or Uber) will give you some additional security.
• Electricity: 230 volts. Plug type: Plugs have two or three round pins (Type C, D and M).  Please bring your own adaptors if necessary as we cannot provide them onsite.

More information about Delhi can be found here.

If you have any questions prior to the event, please do not hesitate to contact Angelica Martinez by email at amartinezmata@icef.com.

We look forward to welcoming you to Delhi!