ICEF Spanish EducationProvider Information Pack

Rate
We are pleased to offer you a preferential rate of €199 (+ 10% VAT) for a Deluxe Room – breakfast buffet being included.
Rates are available for bookings from May 22 (check-in) to May 25, 2024 (check-out) and are subject to room availability.

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

Amenities
The Hotel Riu Plaza España offers more than 550 rooms, each with a mini-fridge, air conditioning and heating, an electronic safe, and a complimentary welcome kit, among many other amenities. And, if you like, you can cool off in the outdoor swimming pool located on the 21st floor, or do your daily workout in the gym. On the 27th floor you’ll find a rooftop bar, one of Madrid’s best terraces with 360° views; the perfect spot to enjoy Madrid from the sky.

Your materials for ICEF Spanish Education can arrive in Madrid from May 18 onward (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 Madrid please bear in mind that you will have a maximum of 38 pre-scheduled meetings. Please refer to the Shipping Instructions & Delivery Label for detailed information, customs requirements and a delivery label template.

As we recommend to reduce the use of paper, you can also upload up to five documents (max size of 5 MB each), three videos (YouTube, Dailymotion and Vimeo links are supported) and up to eight photos (max size of 5 MB each) into your Marcom eSchedule PRO profile and make them available to agents prior to, during and for four weeks after the event.

Advertising at ICEF Spanish Education 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 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.

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.

Meeting & Exhibitor tables (180cm x 94cm) will be accessible from 08:00 on Thursday, May 23. Each table will be covered with a table cloth and will have access to an electricity outlet. Table signage with the name (and logo) of each institution / organisation will be provided.

For the exhibitors an additional literature display rack may be provided on request.

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.

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. Please see our full event terms and conditions.

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.

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.

• 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!