Ancillary Meetings Planning

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

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 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 ICIS registration process, or to add your event to their itineraries after registration.
  • Event 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.

SIG/ANCILLARY MEETINGS – REGISTRATION REPORT

Please note: This report is updated on Tuesdays

Ancillary Meetings Schedule

Submission of REGISTRATION PORTION of OAM ApplicationSeptember 8, 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.November 1, 2023
Final headcount and/or Food & Beverage guarantees due to AIS Planning Team.November 30, 2023

SIG/Ancillary Meeting Times (IST UTC/GMT +5:30 – Hyderabad) Availability*

DateAvailability
Saturday, December 908:00 – 18:00
Sunday, December 1008:30 – 17:00 -Now available until 11:00. Afternoon at capacity.
19:00 – 22:00
Monday, December 1119:00 – 22:00
Tuesday, December 12N/A
Wednesday, December 1313:00 – 18:00

Meeting room availability is subject to change.
IMPORTANT:* Meeting space is subject to availability and assigned on a first come, first served basis.
Monday, December 11 is a free evening and when most SIG business meetings and receptions take place.

Services

Registration
• Listing your group on the Official ICIS 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
• Final invoice review
Ancillary Meeting Registration Reports
We will post the number of registrants on the “Ancillary Meetings” page on the ICIS 2023 website by the end of the day, every Tuesday.
You will receive a full report with names, dietary restrictions, and email address twice before the conference begins.
• 1st Report: Week of October 30
• 2nd Report: Week of November 27
• 3rd Report: Week of December 4 (24 hours prior to the SIG/ancillary meeting)

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

  • IMPORTANT: Laptop rental is available for a fee. Tablets, iPhones and iPads are not compatible with LCD projectors / beamers and should not be used.
  • All items/services subject to 10% service fee + 18% GST.
ItemDescription/Cost*
*10% service fee + 18% GST not included.
LCD Projector Package₹ 10,000++ (Est. $120.30++ USD)
Includes LCD projector, screen, AV cable, projection stand, install and dismantle
Clicker / Slide Advancer₹ 1,500++ (Est. $18.05++ USD)
If lost, will be billed at ₹ 10,000++ (Est. $120.30++ USD)
Podium Microphone₹ 900++ (Est. $10.83++ USD)
Mixer and speaker required.
Table Microphone ₹ 1,500++ (Est. $18.05++ USD)
Mixer and speaker required.
Wireless Headset Microphone₹ 1,200++ (Est. $14.44++ USD)
Mixer and speaker required.
Wireless Handheld Microphone₹ 1,000++ (Est. $12.03++ USD)
Mixer and speaker required.
Microphone Mixer and Speaker₹ 15,000 (Est. $180.45 USD)
A mixer and speaker must be ordered if a microphone is ordered. More than 4 microphones ordered will incur additional charges.
Polycom₹ 35,000++ (Est. $421.05++ USD)
55″ Monitor on rolling stand₹ 5,500++ (Est. $66.17++ USD)
Windows Touchscreen Laptop₹ 1,000++ (Est. $12.03++ USD)
Lectern₹ 1,500++ (Est. $18.05++ USD)
PowerComplimentary*
*Power for projector, microphone and a laptop is included in the meeting room fee. For any additional needs, please share the details and an estimate will be provided. Each additional power strip is ₹ 500++ (Est. $6.02++ USD)
Technician₹ 1,500++ (Est. $18.05++ USD)
Labor cost – set-up and strike₹ 10,000++ (Est. $120.30++ USD)

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.