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Mexico City – Hotel Accommodation

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Hilton Mexico City Reforma
Av. Juarez 70. Colonia Centro
Mexico City, DIF 06010
+52 55 5130 5300
www.hilton.com

Rate
We are pleased to offer you the preferential rate of US$ 199 per night per single room and US$ 219 per double occupancy in the Hilton Mexico City Reforma, where the Mexico leg of the roadshow will be taking place. The above rates are subject to 16% VAT and 3.5% lodging tax city tax and $3 service charge.

Breakfast and internet are included. You may be entitled to VAT exemption if travelling to Mexico on a foreign passport. Please present your passport and immigration card upon check-in.

Bookings
The preferential rate is available for bookings from from March 2 (check-in) to March 7, 2024 (check-out). For bookings outside this period the regular room rates become applicable. To make a reservation please use the hotel’s online booking system.

Rooms can be booked until February 2 and will be allocated on a first-come, first-served basis.

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

Amenities
With a full service business centre and exceptional conference facilities, the five-star Hilton Mexico City Reforma is conveniently situated close to the city’s financial and business districts and near the Paseo de la Reforma. Close to the historic ‘Old City’, the Hilton Mexico City Reforma is the perfect base from which to explore Mexico City’s main attractions. Further information is available here.

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Bogotá – Hotel Accommodation

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Grand Hyatt Bogotá
Cl. 24a # 57 – 60
Bogotá, Colombia
+57 601 6541234
www.hyatt.com

Rate
We are pleased to offer you the preferential rate of US$ 199 per night per single and US$ 214 per double occupancy in the Grand Hyatt Bogotá, where the Colombia leg of the roadshow will be taking place.

The above rate is subject to 19% VAT, 8% consumption tax and $ 3 hotel insurance per night per person. Breakfast and internet are included. Foreign visitors paying with a personal credit card are currently VAT exempt if they have the necessary tax exemption stamp in their passport (available at the airport, subject to change).

Bookings
Rates are available for bookings from March 7 (check-in) to March 10, 2024 (check-out), subject to room availability. For bookings outside this period the regular room rates become applicable. To make a reservation please use the hotel’s online booking system.

Rooms can be booked until February 19 and will be allocated on a first-come, first-served basis.

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

Amenities
The Grand Hyatt Bogotá is located 10 minutes from the airport and 10 minutes drive from the historic centre. The hotel also features four dining options, a fully equipped business centre, a state-of-the-art spa, indoor pool and 24/7 gym facilities.

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Traveling between Mexico and Colombia

Please note that flights between Mexico and Colombia are not included in your participation fees and must be booked at your own expense. There are more than 6 direct flights between Mexico and Colombia operating daily.

Popular flight options for March 6 and 7 include:

AM 761// 08:40 (Mexico / AICM) – 14:30 (Bogotá / BOG)

ICEF will provide a complimentary group airport transfer for the above listed flights.

If you would like to join the transfer to Mexico City International Airport and from El Dorado – Bogotá International Airport in Bogotá to the Grand Hyatt Bogotá, please submit your request by February 22, 2024. A booking form can be downloaded here.

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Day Excursion & Group Dinner

Mexico City – Wednesday, March 6, 2024

Optional Day Excursion (at additional cost) or free for visiting local agents in their offices.

Itinerary:
• Visit to the Frida Kahlo Museum
• Visit to Coyocán Market
• Visit to Xochimilco neighbourhood

Includes transportation, guide, tickets to the Frida Kahlo Museum, Trajinera in
Xochimilco, 1 drink on the trajinera and light quesadilla lunch.

Bogotá – Thursday, March 7, 2024

Group dinner (at additional cost).

You can now book the excursion and the dinner by filling out this form

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Mexico – Visa & Entry Information

Whether a visa is necessary in order to enter Mexico varies by nationality. Nationals of 76 countries and regions, holding valid passports, do not need a visa to enter Mexico for both tourist or business purposes for a period not exceeding 180 days. For other nationalities, a visa is obligatory.

For further details please contact the Mexican embassy closest to you.

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Colombia – Visa & Entry Information

Whether a visa is necessary in order to enter Colombia varies by nationality. Nationals of over 100 countries and regions, holding valid passports and a return ticket, do not need a visa to enter Colombia for both tourist or business purposes for a period not exceeding 90 days. For other nationalities, a visa is obligatory. Visa can be processed at Colombian embassies and consulates abroad. You can check if you need a visa or not here.

For further details please contact the Colombian embassy closest to you.

All passengers entering or leaving Colombia are required to fill in and submit the Colombia Check-Mig form – a digital form that all travelers must present upon an entry or exit point. The form must be filled out online 24 to 72 hours before the trip.You can find more information about filling out Colombia Check-Mig form on this website.

For entry into Colombia, you should bear certain important recommendations in mind. In this section, you’ll find information on bringing in luggage, regulations regarding entry with foreign currency and short-term imports.

Airport Tax
This is the fee charged to passengers for use of the airport facilities. It is mandatory for passengers to pay this fee for use of both chartered and non-chartered commercial airline services. For further information, please consult the Airport Services Authority. Some airlines include this fee in their fares.

More information about your entry recommendations for Colombia can be found in this website.

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Arrival in Mexico City

Mexico City International Airport

Taxis
The duration of the journey by taxi from the airport to the Hilton Mexico City Reforma is about 30 minutes. The fare costs approx. MXN 300 (approx. US$ 16) depending on traffic. Further information can be found here.

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Private Airport Transfer Service
If you are staying at the Hilton Mexico City Reforma, an individual airport pick-up / drop-off service can be arranged at the following costs: Airport pick-up at US$ 56; Airport drop-off at US$ 19 (per car, up to 3 people). To book your airport transfers, please contact the concierge desk of the Hilton Mexico City Reforma directly at  mexrf_concierge@hilton.com.

Uber
Is also available at Mexico City airport. Rates from and to the airport may differ depending on time and traffic. Check the price estimator in your Uber App.

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Arrival in Bogotá

El Dorado – Bogotá International Airport

Taxis
The duration of the journey from the airport to the Grand Hyatt Bogotá takes about 10 minutes. The fare costs approx. COP 70,000 (approx. US$ 18) depending on traffic.

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Private Airport Transfer Service
If you are staying at the Grand Hyatt Bogotá, an individual airport pick-up / drop-off service can be arranged at the following costs: Airport pick-up at 80.000 (Approx. USD 20 per car, up to 2 people); Airport drop-off at 65.000 (Approx. USD 16 per car, up to 2 people). To book your airport transfers, please contact the concierge desk of the Grand Hyatt Bogotá directly at BOGGH-Concierge@hyatt.com
Please know these prices may vary depending on your visit date.

Uber
Is also available at Bogotá airport. Rates from and to the airport may differ depending on time and traffic. Check the price estimator in your Uber App.

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Share on Social Media

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.

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Download Social Media Visuals

Scheduling Meetings

Scheduling meetings prior to the event

Approximately four 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.

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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.

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T&Cs on parallel events

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.

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Forwarding of Promotional Material

Package Preparation

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

Your materials for the ICEF Mexico-Colombia Roadshow should arrive starting from Thursday, February 27 in Mexico City (but not before) to allow you sufficient time to check if your packages have arrived and been delivered correctly.

If you decide to ship your promotional material in Bogotá, please know it should arrive starting from Wednesday, March 6 (but not before).

Please note that the Grand Hyatt Bogota is not in a position to receive packages with pending customs or delievery charges or clear packages through customs for clients. This would need to be arranged through a local customs broker. With a total of 18 pre-scheduled meetings we would therefore highly recommend to bring all materials with you from Mexico City.

It is very important that you include a proforma invoice. Inspections of deliveries with incomplete documents can take up to 4 weeks.
When sending promotional material please make sure to use ICEF Shipping Labels.

Package Preparation

When calculating the amount of promotional materials to send to Mexico or Colombia, please bear in mind that you will have a maximum of 18 pre-scheduled appointments per city 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.

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Advertising & Sponsorship Opportunities

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

Contact your sales representative to build a customised package.

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On-site Check-in

Onsite registration will take place on Monday, March 4 from 18:30 to 21:00 and on Tuesday, March 5 from 8:30 onward at the ICEF Registration Desk located in front of the Don Alberto 1 / 2 room on the fourth floor of the Hilton Mexico City Reforma. 

You will receive one set of materials for the duration of the roadshow. Please ensure to bring your badge with you to Bogotá. The ICEF Registration Desk at the Grand Hyatt Bogotá will be located in the Grand Ballroom Foyer on the ground floor and will open at 8:30 on Friday, March 8.

As the event is a protected trading environment, anyone not wearing a badge may not be admitted. Please also understand that for the same reason we cannot allow non-registered family, friends or staff to enter the meeting hall.

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Meeting and Display Tables

Meeting tables will be accessible as follows:

Mexico City: 8:30 on Tuesday, March 5, 2024
Bogotá: 8:30 on Friday, March 8, 2024.

Each meeting table will be covered with a table cloth and will have access to an electricity outlet.
Table size in Mexico: 244cm x 90cm
Table size in Bogota: 183cm x 76cm

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

Display tables for Service Providers will be accessible as follows:

Mexico City: 8:30 on Tuesday, March 5, 2024
Bogotá: 8:30 on Friday, March 8, 2024.

Each display table will be covered with a table cloth and will have access to an electricity outlet. Table size: 186cm x 78cm

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

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Refreshments and Lunches

Coffee, tea and water will be available throughout the event.

Refreshment breaks are scheduled on Tuesday, March 5 and Friday, March 8 at 8:30, 11:00 and 16:00.

A buffet lunch will be provided from 13:00 to 14:00 on Tuesday, March 5 in the Don Alberto 3 and Doña Sol rooms and on Friday, March 8 in the Capitalino Restaurant.

Please contact us should you have any special dietary requirements.

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Evening Networking ReceptionS

Welcome Reception

Monday, March 4 from 20:00 to 21:00 in the Don Alberto Foyer on the fourth floor of the Hilton Mexico City Reforma.

Dinner Receptions

Tuesday, March 5 from 19:30 to 22:00 in the Terraza Alameda Restaurant on the sixth floor of the Hilton Mexico City Reforma.

Friday, March 8 from 19:30 to 22:00 in the Grand Ballroom 3 on the ground floor of the Grand Hyatt Bogotá.

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.

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Quick Facts About Mexico City & Bogotá

Mexico City quick facts:

Mexico City is the capital city of Mexico and one of the most important political, cultural, educational and financial centres in North America.

  • Time zone: GMT – 6 hours
  • Temperature: The average temperature in February is around 22°C
  • Currency: Mexican Peso (MXN). See x-rates.com for the latest rates. Credit cards are widely accepted.
  • Electricity: 110-220 volts
  • Plug type: A and B

Bogotá quick facts:

Bogotá is the capital of and largest city in Colombia. It is a place of convergence for people from all around the country and is therefore diverse and multicultural. Within this city, the past and present come together.

  • Time zone: GMT – 5 hours
  • Temperature: The average temperature in February is around 20°C
  • Currency: Colombian Peso (COP). See x-rates.com for the latest exchange rates. Credit cards are widely accepted.
  • Electricity: 110 volts
  • Plug type: A and B

If you have any questions prior to the event, please do not hesitate to contact Karolina Guc by email at

We look forward to welcoming you to Mexico & Colombia!

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