ICEF South East AsiaProvider Information Pack

Check-in & Check-out
For both the InterContinental Saigon and the Park Hyatt Saigon, the earliest possible check-in time is 15:00 and latest check-out time is 12:00 noon.

Amenities
Located in the city centre, both hotels are just a few minutes from famous landmarks like Notre Dame Cathedral, Saigon Opera House or Reunification Palace.

The InterContinental Saigon boasts 305 spacious rooms with panoramic city views, a 20-meter outdoor pool, bespoke treatments at Spa InterContinental and immersive dining experiences at its three restaurants.

The Park Hyatt Saigon has 245 rooms including 23 suites, which all have recently undergone a complete renovation of décor, facilities and furnishings. Today, the upgraded French-colonial style rooms combine elegant, traditional comfort with the latest technology, including in-room mini iPads, Nespresso machines and sensor lighting systems.

Vietnam Visa Exemption (Visa-waiver)

Vietnam visa exemption is a policy that allows citizens of certain countries to enter Vietnam without a visa for 15 days as long as they have a passport that is valid for at least 6 months. This is usually for short-term stays for tourism, business, or visiting friends and relatives. This visa is for a single-entry visit only.

As of January 2023, regular passport holders from 25 countries are eligible for the visa-waiver. These countries are Chile, Cambodia, Indonesia, Kyrgyzstan, Laos, Malaysia, Singapore, Thailand, Philippines, Brunei, Myanmar, Belarus, Denmark, Finland, France, Germany, Italy, Japan, Norway, Russia, South Korea, Spain, Sweden, United Kingdom and Panama.

For more information about the visa-waiver, please check this link.

Vietnam Electronic Visa
Vietnam e-visa or Vietnam electronic visa (also known as EV) was introduced by the Vietnam Immigration Department on February 2, 2017. You can apply for this visa online. Please apply ahead of time as processing may take at least 7 days to finish.

An e-visa for Vietnam is valid for 30 days and it is for a single-entry visit only.

E-visa Vietnam is now available for citizens of 80 countries who wish to stay in Vietnam for no more than 30 days. Check here if you are eligible for an e-visa.

After 2 years of suspension due to Covid-19, Vietnam e-visas were re-instated on March 15, 2022, and follows the same regulations as before Covid-19.

Please note that ICEF is unable to offer visa assistance to attendees. If your passport is not from one of the aforementioned countries, you will need to apply for a visa to enter Vietnam via your local visa agent.

For the most recent travel advisory updates on Vietnam, please regularly check this website.

Your materials for ICEF South East Asia can arrive from Friday, June 7th in Ho Chi Minh City (but not before) allowing you sufficient time to check if your packages have been delivered correctly. Please contact 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 four weeks.

Package Preparation
When calculating the amount of promotional materials to send to Ho Chi Minh City please bear in mind that you will have a maximum of 38 pre-scheduled in-person meetings. Please refer to the Shipping Instructions & Delivery Label for detailed information, customs requirements and a delivery label template.

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 booth 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 East 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.

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 see our full event terms and conditions.

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

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

Meeting tables will be accessible as of 08:00 am on Wednesday, June 12th.

Each meeting table (180 cm x 75 cm) 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.

Display tables for Service Providers will be accessible as of 08:00 am on Wednesday, June 12th.

Each meeting table (180 cm x 75 cm) will be covered with a table cloth and will have access to an electricity outlet and a literature display rack.

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

You will be able to collect your badge and welcome bag from the ICEF registration and hospitality desk located in front of the Grand Ballroom on Tuesday, June 11, from 13:00 to 19:00.

Participants arriving after the above stated period can register on Wednesday, June 12, from 08:00 onwards.

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.

Welcome Reception

Tuesday, June 11, 19:00 to 21:00 hours in the Grand Ballroom Foyer.

Dinner Reception 

Wednesday, June 12, 19:30 to 22:00 hours at the Park Hyatt Saigon (2 Lam Son Square, Bến Nghé, Quận 1, Thành phố, Hồ Chí Minh City). A bus transfer to and from the dinner reception will be available.

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.

If you are registered as an accompanying person we will automatically assume that you will attend both receptions.

• More information about Ho Chi Minh City can be found at vietnam.travel.

If you have any questions prior to the event, please do not hesitate to contact Jessica Olsen by email at jolsen@icef.com.

We look forward to welcoming you to Ho Chi Minh City!