Ancillary Meetings Planning

As part of the 2023 Americas Conference on Information Systems (AMCIS), the Association for Information Systems (AIS) is seeking participation by all Information Systems organizations to conduct an ancillary meeting at AMCIS.

Registration is now open for all SIG/Ancillary/Pre/Post conference meeting event requests.

Should you require assistance or have questions during this process, contact Julie Rule at julie@aisnet.org.

Reminder all workshops should be submitted as workshops.

Workshops Co-Chairs (Amcisworkshop@gmail.com):

  • David Croasdell
  • Antino Kim

Workshops are typically half- or full-day sessions that facilitate discussion and exploration of ideas, techniques, and methodologies that advance research, teaching knowledge of IS-related concepts, or products from industry and their application to academia, educational curricula, or industry practice.

Key Benefits to using the OAM Site to plan your ancillary event:

  • SIG and Ancillary events arranged through the OAM receive the best available audio/visual and food & beverage rates.
  • Your event attendees will have the convenience to book during the AMCIS registration process, or to add your event to their itineraries after registration.
  • Hotel management – Ancillary event organizers can opt to take advantage of AIS’ meeting planning services to negotiate on your behalf to plan your event exactly how you want.
Click Here to Complete Your OAM Form

Ancillary Meetings Schedule

Submission of REGISTRATION PORTION of OAM Application May 1, 2023
Approval of your ancillary meeting program and registration form description. One week after receipt from AIS.
Submission of meeting specifications including audio-visual equipment, food & beverage selections, and room setup. July 10, 2023

Services

Registration

  • Listing your group on the Official AMCIS Registration Form
  • Processing payment
  • Scheduled registration reports
  • Refunds
  • Scheduled financial reports
  • Name badges (following official conference format only)
  • Badge ribbons (as available) and lanyard
  • Onsite registration service
Meeting Planning

  • Logistical planning
  • Discounted menus and menu planning
  • Discounted AV prices
  • Audio-visual equipment recommendation
  • Room layout recommendation
  • On-site coordination
  • Hotel bill review
Ancillary Meeting Registration Reports
We will post the number of registrants on the “Ancillary Meetings” page on the AMCIS 2023 website by end of the day, every Tuesday.
You will receive a full report with names, dietary restrictions, email address, twice before the conference begins.

  • 1st Report: 2nd week of July
  • 2nd Report: 1st week of August
  • Final Report: You will receive the final registration report via email the night before your session.

Fees

Meeting Planning Coordination Fees

  • No planning coordination fee – Only applicable to SIG Business Meetings (without audio visual and/or food and beverage) and AIS related groups such as journals, affiliated conferences, AIS business meetings, etc.
  • $250 – Only applicable to SIGs and Chapters. Flat fee regardless of number of days or events.
  • $350 – Non-AIS affiliated groups (1-day event), or workshops, and ancillary receptions
  • $500 – 2-day event
  • $650 – Events three or more days

Audio Visual Costs

ITEM DESCRIPTION FEES
LCD Projector Package – Hotel Includes Tripod 7×12 screen, LCD Projector 5,000, cart, cabling, technician $390++
Podium Microphone with Audio Package This includes a microphone, mixer and audio package (1 speaker). Labor fee (set-up and strike) is included in cost. $310++
Table Microphone w/Podium Microphone Package Above package, plus 1 wireless mic and up to 3 table microphones. $310++

Each additional table mic is $45++
Wireless Microphone Kit w/ Small Speaker Sound System Includes wireless kit, mixer and audio package. $185++
Laptop (PC) for presentation purposes/accessing Zoom and labor (if applicable) Laptop and labor $280++
Microphone Mixer and Audio Speakers $165++
Video camera on stand (no operator) 1 camera, video and audio capture $350++
Podium $50++
Power strip Each $2.50++

*Add 10% service fee and 7% tax.

Food and Beverage Costs

Please click here for food and beverage options.

Should you have any questions during this process, please contact Julie Rule at julie@aisnet.org.