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  • ICEF Spanish EducationAgent Information Pack

    May 22 - 24, 2024 Madrid, Spain

    Event Venue

    Hotel Riu Plaza España
    C/ Gran Vía 84, Centro, 28013 Madrid, Spain
    Tel: +34 919 19 33 93

    Hotel Accommodation

    Your accommodation at ICEF Spanish Education 2024 will be sponsored by ICEF for three nights from Wednesday, May 22, 2024 at 15:00 (check-in) until Saturday, May 25, 2024 at noon (check-out) at one of our partner hotels. Your presence at ICEF Spanish Education will be expected from 09:00 to 19:00 on May 22-24.

    A formal hotel booking confirmation will be sent to you approximately three weeks prior to the event. ICEF will sponsor one room per agency, unless otherwise stated.

    Terms and Conditions

    • Event cancellation: If, for some reason you will be unable to attend ICEF Spanish Education 2024, please let us know by April 22 or you will be subject to a cancellation fee of 300 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 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 May 24 at 19:00, 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.

    Additional nights

    Booking an additional night is optional and at your own expense. Please only reserve additional nights before May 22 or after May 24 as ICEF will sponsor 3 nights of accommodation for you (22, 23, 24)

    Visa Requirements

    Please check travel and visa regulations with your respective embassy well ahead before traveling.

    To see what type of visa you need to visit Spain please check Spain Visa Application and Entry Requirements.

    If you require visa support, please contact us at this email address.

    Arrival in Madrid
    Aeropuerto Adolfo Suárez Madrid-Barajas (MAD)

    Commonly known as ‘Madrid Barajas Airport’ (MAD) the main international airport is situated approximately 15 km from the event venue, which can be reached in 30 minutes by car. The airport has five passenger terminals: T1, T2, T3, T4 and T4S. You can find more information about the airport here.

    Madrid airport taxis do charge a flat fee of 33€ (rate 4) for a transfer to the city centre. The taxi rank is located outside International Arrivals at T1, T2, T3, or T4.
    You can check and book your transfer in advance here.

    There is the metro line no. 8 operating between the stations ‘Aeropuerto T4’ and  ‘Nuevos Ministerios’ (final stop) allowing you to get to the city centre in less than 45 minutes. The line no. 8 has two metro stations at the airport. Trains do operate from 6:05 in the morning until 1:30 at night.

    Please be aware that between metro stations ‘Aeropuerto T4’ and ‘Aeropuerto T1 T2 T3’ there’s further metro station called ‘Barajas’. This metro station is located in the centre of the district of Barajas and doesn’t cover the airport.

    The price for a one-way ticket is €6. In order to get to the metro station ‘Plaza España’ next to the venue you need to change once from line no. 8 to line no. 10 at ‘Nuevos Ministerios’. You may download the Madrid Metro Map here.

    Share on Social Media

    Download Social Media Visuals

    Share the event badges on your social media networks to spread the word and let everyone know you’re attending. Don’t forget to use the #ICEF hashtag and get involved! And if you’re a speaker or sponsor, please ask your account manager for your personalised social media badge.

    Sponsorship Opportunities

    If you’re looking to increase your brand visibility and heighten your networking potential at ICEF Spanish Education 2024, why not consider sponsorship opportunities?

    Advertising at ICEF Spanish Education 2024 and other ICEF events helps build your brand, grow your business and provide significant international exposure. Please contact your account manager to build a customised package.

    Scheduling Meetings

    Scheduling meetings prior to the event

    Approximately three 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. We recommend to schedule a minimum of 25 meetings prior to the event.

    If you are using Marcom eSchedule PRO for the first time, we recommend to have a look at the Getting Started Information as well as Scheduling Meetings – Useful Hints & Tips or to view our 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.


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

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

    On-site Check-in

    You will be able to collect your badge and welcome pack on Wednesday, May 22 from 13:00 to 19:00 at the ICEF hospitality and registration desk located in the foyer area on the 3rd floor of the hotel next to the seminar rooms.

    Participants arriving after this can register on Thursday, May 23 from 8:00 onwards in front of the ballroom ‘Madrid 3’ on the 4th floor.

    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.

    T&Cs on parallel events

    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 (specifically, from day 1 registration to end of meetings on day 3). Please see our full event terms and conditions.

    Refreshments and Lunches

    Snacks and refreshments are available on May 22 at 16:30, on May 23 and May 24 at 11:00 as well as at 16:00.

    Lunch will be provided at 13:00 on May 23 and May 24 in the Cervantes Restaurant on the 4th floor of the hotel.

    Please contact us should you have any special dietary requirements.

    Evening Networking Receptions

    Welcome Reception
    Wednesday, May 22, 19:00 to 21:00 in the Foyer Area on the 3rd floor.

    Dinner Reception
    Thursday, May 23, 20:00 to 23:30 at the ‘Círculo de Bellas Artes‘. There will be transfers to and from the dinner venue leaving from 19:45 onwards.

    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.

    Madrid – General Information

    Madrid is the capital of Spain, it’s a city full of art, history and amazing food.

    Quick facts:

    • Time zone: GMT + 1 hours.
    • Climate: Climate: In spring (May) Madrid experiences warm, sunny days and cooler nights with average temperatures from 11 to 22°C (52 – 72°F).
    • Currency: The official currency is the Euro (EUR). See for the latest rates.
    • Electricity: 220 volts.
    • Plug type: Plugs have two round pins (Type F). Please bring your own adaptors, if necessary.
    type c
    • More information about Madrid can be found here.

    If you have any questions prior to the event, please do not hesitate to contact us by email.

    We look forward to welcoming you to Madrid!