Information Pack ICEF Moscow - March 27 - 29, 2020
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ER Information
D
VI
O
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Pack
2020 ICEF Moscow
March 27 - 29, 2020
Venue
Ritz-Carlton Hotel, Moscow
Tverskaya Street 3,
125009 Moscow,
Russia
Tel +7 495 225 8888
Fax +7 495 225 8400
Email ► rc.mowrz.leads@ritzcarlton.com
Website ►www.ritzcarlton.com/en/Moscow
ICEF GmbH
Am Hofgarten 9
53113 Bonn, Germany
Tel: + 49 228 201 19 0
Web: www.icef.com
Provider Information Pack, ICEF Moscow 2020 Page 1
Hotel Accommodation
Ritz-Carlton Moscow
Rate
We are pleased to offer you the preferential rates of RUB 13.000 per night
per single occupancy and RUB 14.500 per night per double occupancy in the
Ritz-Carlton Hotel, Moscow, where the event will be taking place. The above
rates are subject to 20% VAT. Breakfast is not included.
Bookings
The preferential rates are available for bookings from March 24 to March
30, 2020. For bookings outside this period the regular room rates become
applicable. Rooms can be booked subject to availability. They will be allocated
Venue hotel on a first-come, first-served basis. Reservations can be made through this
►booking link.
Check-In / Check-Out
Earliest possible check-in time is 15:00 and latest check-out time is 13:00.
Amenities
Located close to the Red Square and Kremlin, the Ritz-Carlton offers 334 of
the largest guest rooms and suites in the city and features a spa with indoor
pool, hot pool, sauna and steam rooms as well as a rooftop bar with stunning
views across Moscow. With a full service business centre and high-speed
wireless Internet access in all public areas, the hotel offers the ideal backdrop
to conduct business.
Further information on the Ritz Carlton Moscow is available at ►www.
ritzcarlton.com/en/Moscow.
Moscow Marriott Grand Hotel
Rate
The Marriott Grand Hotel offers preferential rates for March 27 - 30 of RUB 7.854 for
single and RUB 8.874 for double occupancy. The rates are per night per room. VAT at
20% and breakfast are included.
Bookings
The preferential rates are available for bookings from March 27 to March 30, 2020
and are subject to availability. For bookings outside this period the regular room rates
become applicable (RUB 11.065 for a single and RUB 12.110 for a double room).
Please be advised that rooms can be booked until March 13, 2020. Reservations made
after this date cannot be guaranteed and are subject to availability. This hotel can be 20 min walking distance to the
booked through Interconnect Management Corporation (Interconnect). A booking Ritz-Carlton Moscow
form is available ►here. Bus transfer provided
on March 28 and 29
Check-In / Check-Out
Earliest possible check-in time is 15:00 and latest check-out time is 12:00 noon.
Amenities
The Moscow Marriott Grand Hotel, which is a short drive (or 20 minutes walking
distance) from the Ritz-Carlton Moscow, is centrally located on Tverskaya Street near
excellent shopping facilities, Red Square and the Kremlin. Further information on the
Marriott Grand Hotel is available at ►www.marriott.com/hotels/travel/mowgr-moscow-
marriott-grand-hotel/.
A bus transfer from and to the Ritz-Carlton Moscow will be provided on March 28 and
29.
Provider Information Pack, ICEF Moscow 2020 Page 2
Visa Requirements
Tourist Visa
Please note that you will be required to hold a valid visa to enter Russia. Airport
authorities do not issue visas and you will therefore have to apply for your visa in
advance.
If you are staying at the Ritz-Carlton Hotel Moscow and wish to apply for a tourist
visa, please complete the ►Ritz-Carlton Tourist Visa Support Form and return it
by email or fax to the Ritz-Carlton Hotel Moscow with a colour copy/scan of your
passport as soon as possible. The Ritz-Carlton will endeavour to issue a visa support
voucher within 24 hours that you can present to the Russian embassy/consulate to
support your visa application. This service is free of charge. However, please note
that the hotel will only be able to issue a voucher for the period of your stay with the
Ritz-Carlton.
If you are staying at the Marriott Grand and wish to apply for a tourist visa, please
return the ►Marriott Grand Tourist Visa Support Form to reservation@marriott-
moscow.ru or fax to +7 495 937 0801 together with a colour copy/scan of your
passport and your ►Marriott Grand Reservation Form. The hotel will send you the
tourist visa voucher as soon as possible.
Business Visa
If you prefer a business visa or if you need to extend the dates of your stay in Russia,
please complete the ►Business Visa Support Form from the company Western Gate
and return it by email to westerngate.agency@gmail.com (please cc wgate@mail.ru)
as soon as possible. After having received your completed application form together
with a scan of your passport, Western Gate will be able to apply for your visa support
at the Foreign Ministry in Russia who in return will send your official invitation by
express mail. Once Western Gate has returned your invitation, you will then be able
to apply for your visa following the guidelines of the Russian embassy or consulate
where your application will be presented.
Please take into consideration that the visa process might take up to six weeks.
Your passport should be valid at least six months after departure from Russia. We
recommend that you send your details to Western Gate straight away to avoid
unforeseen delays.
Please note that the issue of visa support documents does not mean a visa will
automatically be granted. This decision is taken by the Russian Embassy or
Consulate where your application is presented.
Alternatively you might wish to consider using an agency in your own country that
specialises in visa services and who will be able to assist you in obtaining the
necessary invitation letters and handle the entire visa application process for you.
Please also refer to the ►Visa Overview. If you need any further advice or
recommendations, please do not hesitate to ►contact us.
Arrival in Moscow
Airport
Moscow has three international airports (Vnukovo, Sheremetyevo
and Domodedovo). Train and taxi services are available from all
three airports. For further information please refer to the document
►Arriving from / Getting to the Airport.
If you prefer a pre-booked car, we can also recommend the airport pick-
up service of Interconnect Management Corporation (Interconnect).
Please refer to the enclosed ►Airport transfer booking form.
Uber is also available at all three airports. Rates from and to the
airports may differ depending on time and traffic. Check the price
estimator in your Uber App.
90 min driving distance from Moscow’s main
Railway airports to the Ritz-Carlton
If you are arriving at one of Moscow’s railway stations, you can
easily connect to the metro. The closest metro station to the Ritz-
Carlton Hotel is “Teatralnaya”/”Okhotny Ryad” station. Further
information is available on the ►Moscow metro map.
Provider Information Pack, ICEF Moscow 2020 Page 3
Forwarding of Promotional Material
Shipping to Moscow
In view of the numerous complications and costs that might arise from forwarding
materials to Russia, we strongly recommend that you bring your materials with you to
Moscow. This way you will avoid high customs clearance charges and unnecessary
delays in delivery which we have experienced in the past.
Package Preparation
When calculating the amount of promotional materials you are taking with you to
Moscow, please keep in mind that you will have a maximum of 36 meetings that can
be scheduled during the event 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 (see also the paragraph “Follow Up” at ►ICEF Event Procedures:
Guidelines for First-Time Participants).
You can now also upload documents into Marcom eSchedule PRO and make them
available to agents prior to the event. You can upload up to five files with a maximum
size of 5MB for all files, accepted formats are pdf, doc, docx, xls, xlsx, ppt, pptx, pps,
ppsx.
Scheduling Meetings
Scheduling Meetings Prior to the Event
Approximately 8 weeks prior to the event you will be given access to the
Marcom eSchedule PRO online meeting scheduling system. Marcom
eSchedule PRO allows you to select potential partners according to
geographical origin, programmes, or date of inclusion in the system, as
well as to send personalised meeting requests.
Please note that the deadline for confirming / requesting meetings
is March 26, 09:00 Moscow time.
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 view Marcom’s
►video tutorials.
Scheduling Meetings During the Event
In case your schedule is not full at the close of Marcom eSchedule
PRO, you will still have the possibility to maximise the number of your
meetings through Marcom Onsite, a web-based application/native app
that will enable you to schedule last-minute meetings, message other
event participants, view onsite event information and access your latest
schedule.
Marcom Onsite complements eSchedule PRO and will open on
March 26 at 12:00 noon, once eSchedule PRO closes. If you are using
Marcom Onsite for the first time, we recommend to have a look at our
video tutorials ►Introducing Marcom Onsite and ►Basics of Marcom
Onsite.
NEW: A meeting request needs to be accepted by the recipient for the
meeting to be confirmed. Meeting requests automatically expire after 2
hours or 30 minutes prior to the meeting (whichever is shorter) if they
have not been answered.
If you prefer not to opt into the last-minute meeting scheduling function
of Marcom Onsite, you may also arrange additional meetings through
personal contacts between participants on the morning of March 28 and
29 between 8:00 and 9:00.
Provider Information Pack, ICEF Moscow 2020 Page 4
Your Catalogue Entry
Update Your Company Profile
Once you have logged on to Marcom eSchedule PRO for the first
time, you will be asked to edit your profile, which you may change
ICEF Booth 28
INTERNATIONAL
Address: Am Hofgarten 9 ICEF is the global leader in connecting international
Bonn, 53113 educators to qualified agents, providing networking events Table 28
at a later date. It is very important that you take the time to enter
Germany and other marketing services for student recruitment results.
Services include:
· ICEF Agency Recognition Programme: Recognising only
+49-228-201 19 0 ICEF-screened and vetted recruitment agencies, providing
your institution’s description, as participants will use this information
Tel.:
Fax: +49-228-201 1944 quality assurance for educators.
Web: www.icef.com · ICEF Workshops: B2B events in all key markets,
connecting international educators, agents, and service
providers as well as work and travel professionals.
before requesting or confirming meetings with you and it will also
Email: info@icef.com
· ICEF Monitor (www.icefmonitor.com): a free, online resource for unbiased industry news, market intelligence,
Skype: sarah.mines research, best practices, trends, and tips for international student recruitment.
ianfcann · ICEF Media: Full-service video solutions designed for international education.
appear in the ICEF Moscow catalogue. If you wish to add your logo
Facebook: www.facebook.com/ICEFGmbH · ICEF Educator Development and Advisory Services: Expanded professional development and advisory
Twitter: www.twitter.com/icefmonitor services supporting educators to achieve success in our increasingly complex and dynamic industry.
YouTube: www.youtube.com/ICEFvideos · ICEF Agent Training Course (IATC): A practical, professional training course for agency-based international
student recruitment counsellors.
and up to two representatives’ portrait-style pictures, please upload
· ICEF Education Fund: Providing donations and support for selected causes, giving young people around the
◄ Ms Sarah Mines world access to education.
Director, Business · ICEF Marketing and Sponsorship: Guaranteed exposure and branding to key decision makers in international
Development, Canada education and language travel markets.
them into your profile.
· Internet Course Finders: Websites enabling educators to promote their institutions to over 600,000
international student visitors.
Mr Ian Cann ► Please arrange a meeting with one of our team members at the ICEF booth to learn more about these
Director, USA opportunities. We look forward to meeting you in Vancouver.
Language Programmes:
Photos and logos should have the highest resolution possible
3 Classroom-based Learning ☐ 3 Online Learning ☐ 3 Blended Learning ☐
Programmes Programmes offered
(see codes on the Programme Index)
1 Types of Language Programmes
(without exceeding the max. size of 4 MB) and can be uploaded 2 Secondary, High School and Foundation Programmes
Career / Vocational Certificate / Diploma
in JPEG, JPG, PNG or GIF format (please make sure the
Undergraduate Degree / Bachelor
3 Graduate / Postgraduate Certificate / Diploma
Graduate / Postgraduate Masters
representative’s name appears in the file name). If your files have a Graduate / Postgraduate Doctorate
4 Additional Programmes and Services / Work & Travel
different format, please use the following ►image converter.
Others:
Inline.marketing Booth 3
INTERNATIONAL
Address: Sales & Marketing Inline.marketing are the #1 supplier of print management
Unit 2, The Gateway Trading Estate, London Road and distribution to the international education industry. We
Swanley, Kent, BR8 8GA work with over 500 companies connected to the industry
United Kingdom including: language schools, K-12, colleges, universities,
insurance providers, accommodation providers, associations
Please complete your catalogue entry by March 4 to ensure that
Tel.: +44-20-7231 8000 and accreditation bodies worldwide.
Fax:
Web: www.inline.marketing We supply design, translation, print, storage and distribution
services tailored to the needs of the education industry. By
your up-to-date company profile is included in the printed catalogue.
Email: info@inline.marketing taking advantage of our services you can expect to reduce
your marketing budget while improving your brand communications.
Skype: carly_inline
Inline's USP is quite simple - we provide FREE storage & FREE pick and pack services, which coupled with our
Facebook: www.facebook.com/createprintstoresend wholesale distribution rates results in saving you time, space and money. Our clients have access to our online
Twitter: www.twitter.com/inlinemarketing operations system where they can view stock levels at a glance, track packages and quickly and easily order
YouTube: www.youtube.com/watch?v=IObV8gXIoaw materials to be sent out to anywhere in the world.
Aside from our main hub in the UK, we also have 6 in-country hubs in Brazil, China, Colombia, Russia, South
◄ Ms Carly Moncrieff Korea and Turkey offering print, storage and distribution services.
Sales & Marketing Manager
We have nearly 15 years experience working within the international education industry and are proud to be
partners and preferred suppliers of ALTO, British Council, CAPS-I, EnglishUSA, English UK, IALC, Languages
Collecting Your Badge and Welcome Pack Onsite
Canada, Quality Education and Quality English.
Mr Danny Silvester ►
Managing Director
Language Programmes:
3 Classroom-based Learning ☐ 3 Online Learning ☐ 3 Blended Learning ☐
Programmes Programmes offered
(see codes on the Programme Index)
Onsite registration will take place on Friday, March 27, 2020 from 13:00 to 19:00
1 Types of Language Programmes
2 Secondary, High School and Foundation Programmes
Career / Vocational Certificate / Diploma
at the ICEF Hospitality and Registration Desk located on the second floor of the Undergraduate Degree / Bachelor
3 Graduate / Postgraduate Certificate / Diploma
Ritz-Carlton Hotel. There you will receive your registration package including your
Graduate / Postgraduate Masters
Graduate / Postgraduate Doctorate
4 Additional Programmes and Services / Work & Travel
badge, a print-out of your meeting schedule as well as the catalogues. Participants
Others:
arriving after the registration period stated above can register on Saturday, March
204
28, 2020 from 8:00 onwards at the ICEF Hospitality and Registration Desk in front
of the Grand Ballroom.
As the event is a protected trading environment, 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.
If you are new to ICEF events, please have a look at the ►ICEF Event Procedures:
Guidelines for first-time Participants with further useful event information.
ICEF is dedicated to harassment-free
ICEF Moscow events and we expect our attendees to
always act in a professional manner. Our
Russia, Eastern Europe, Code
Central Conduct can be found ►here.
ofCaucasus
For international education and service providers and student recruitment agents from
Asia and the
The Ritz-Carlton, Moscow • March 27 – 29, 2020
Event Programme
Friday, March 27, 2020 Please refer to the
13:00 - 19:00 Registration of participants Ballroom Pre-function Area
13:00 - 14:30 CCEA, IATC, USATC and IEAC testing Astana II
►Event Programme
14:00 - 14:45 Introductory seminars: How to maximise your ICEF Experience Moscow I - III for further details
14:45 - 17:00 Seminars Moscow I - III
17:00 - 17:30 Refreshment break Ballroom Pre-function Area
17:30 - 19:00 Seminars Moscow I - III
19:00 - 21:00 Welcome reception Ballroom Pre-function Area
- sponsored by Londonist DMC / Student Accommodation Agency
Saturday, March 28, 2020
08:00 Meeting hall opens / Light breakfast Ballroom Pre-function Area
08:30 - 09:00 Time for scheduling additional meetings Grand Ballroom
09:00 - 11:00 Business meetings (5 x 20 minutes each) Grand Ballroom
11:00 - 11:20 Refreshment break Ballroom Pre-function Area
11:20 - 13:00 Business meetings (4 x 20 minutes each) Grand Ballroom
13:00 - 14:15 Networking lunch Ballroom Pre-function Area, Alma-Ata,
- sponsored by Londonist DMC / Student Accommodation Agency Moscow, Washington
14:15 - 16:40 Business meetings (6 x 20 minutes each) Grand Ballroom
16:40 - 17:00 Refreshment break Ballroom Pre-function Area
17:00 - 19:00 Business meetings (5 x 20 minutes each) Grand Ballroom
19:30 - 22:30 Dinner reception Ballroom Pre-function Area
Sunday, March 29, 2020
08:00 Meeting hall opens / Light breakfast Ballroom Pre-function Area
08:30 - 09:00 Time for scheduling additional meetings Grand Ballroom
09:00 - 11:00 Business meetings (5 x 20 minutes each) Grand Ballroom
11:00 - 11:20 Refreshment break Ballroom Pre-function Area
11:20 - 13:00 Business meetings (4 x 20 minutes each) Grand Ballroom
13:00 - 14:10 Networking lunch Ballroom Pre-function Area, Alma-Ata,
Moscow, Washington
14:10 - 17:00 Business meetings (7 x 20 minutes) Grand Ballroom
17:00 Meeting hall closes Grand Ballroom
19:00 - 21:00 Moscow by night city tour* Hotel Lobby
* at additional cost, booking required
Sponsors
Provider Information Pack, ICEF Moscow 2020 Page 5
Advertising and Sponsorship Opportunities
Our advertising and sponsorship opportunities help build your brand
and grow your business. Advertising at ICEF Moscow 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 sales representative to build a customised package.
Meeting and Display Tables
Meeting tables
Each meeting table (150cm x 80cm) will be covered with a white table cloth
and will have access to an electricity outlet. Table signage with name and
logo of each institution will be provided.
Meeting tables can be accessed on Saturday, March 28, 2020 from 08:00
onwards.
Display tables
Each display table (150cm x 80cm) will be covered with a white table cloth
and will have access to an electricity outlet. Table signage with name and
logo of each institution as well as a literature display rack will be provided.
Display tables can be accessed on Saturday, March 28, 2020 from 08:00
onwards.
Seminars
Recognising the importance of market trends and their impact on student
enrolments, a number of seminars will be held on Friday, March 27, 2020 between
14:00 and 19:00.
The programme includes an introductory session on How to Maximise your ICEF
Experience. A full programme overview will be available shortly.
Refreshments and Lunches
Sponsor
Coffee, tea and water will be available throughout the
Lunch March 28 event.
On March 28 and 29, a light continental breakfast will
be served between 8:00 and 9:00 in the Ballroom Pre-
function Area.
Refreshment breaks are scheduled at 17:00 on March 27,
at 11:00 and 16:40 on March 28 and at 11:00 on March 29.
Buffet lunch will be provided from 13:00 to 14:15 on March
28 and 29 in the Ballroom Pre-function Area, the Alma-Ata
and Washington Rooms.
Provider Information Pack, ICEF Moscow 2020 Page 6
Evening Networking Receptions
Welcome reception
Friday, March 27, 2019, from 19:00 to 21:00 in the
Ballroom Pre-function Area on the second floor of the Sponsor
hotel. Welcome Reception
Dinner reception
Saturday, March 28, 2019, from 19:30 to 22:30 in the
Ballroom Pre-function Area on the second floor.
The dress code for both receptions is smart casual.
Please note that participants not wearing their event
badge may not be admitted.
Moscow City Tour
We are pleased to offer you an optional excursion in Moscow on Sunday,
March 29 from 19:00 to 21:00. This evening tour accompanied by an English
speaking guide will take you to the major sights of Moscow: the Kremlin
(from the outside), Red Square, Gum Department Store, Cathedral of Christ
the Saviour with a spectacular view of Moscow from the Patriarshy Bridge,
and the Moscow State University on the Vorobyovy [Sparrow] Hills.
Please note that this tour is available at a cost of RUB 3.000 per person.
►Pre-booking is required.
Moscow - General Information
Moscow is the capital and with over 16 million residents in its urban
area the largest city of Russia. It also is a major economic centre within
Russia and is home to many scientific and educational institutions,
world famous museums and theatres.
Quick facts:
Time zone: Moscow is 3 hours ahead of GMT.
Temperature: Average temperatures in March are around 5°C during
the day and 0°C at night. Winter clothing is recommended.
Metro: The Metro is one of the best ways to get around in Moscow.
Services are frequent and usually very reliable. Tickets, which can be
obtained at the ticket counter, should be slotted into the turnstile in
order to enter the Metro. Tickets are valid for one trip. The closest Metro
stations to the Ritz-Carlton Hotel are “Okhotny Ryad”, “Teatralnaya” and
“Ploshad Revolutsii”.
Taxi: Please hail only official taxis and make sure you agree on the
price before getting in. If you are not familiar with Moscow, please avoid
unofficial taxis (people offering lifts for money in their private cars). Uber
is also available.
Currency: The official currency is the Russian Ruble (RUB). For current
exchange rates please see ►x-rates.
Electricity: 220 volts.
Plug type: Please bring your own adaptors, if necessary!
More information about Moscow can be found at ►www.waytorussia.
net/Moscow/Guide.html
If you have any questions prior to the event, please do not hesitate to
contact us. We look forward to welcoming you to Moscow!
Kind regards,
Cornelia Wojcik
Provider Information Pack, ICEF Moscow 2020 Page 7
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