Ancillary Meetings

As part of the 2018 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 in New Orleans, August 15-19, 2018.

For all SIG/Ancillary/Pre/Post AMCIS meeting event requests for AMCIS 2018, please complete the OAM Application.

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.

Dates/Deadlines

Submission of REGISTRATION PORTION of OAM ApplicationApril 18, 2018
Approval of your ancillary meeting program and registration form descriptionOne week after receipt from AIS
Submission of meeting specifications including audio-visual equipment, food & beverage selections, and room setup.July 11, 2018

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

Once the AMCIS 2018 registration site is live, we will post the number of registrants on the “Ancillary Meetings” page on the AMCIS 2018 website by end of the day, every Tuesday.

You will receive a full report with names, dietary restrictions, email address (TBD), twice before the conference begins.

– July 16 – first report

–  week of Aug. 6 – second report

– You will receive the most current report when you check in at the onsite registration desk.

FEES

Meeting Planning Coordination Fee

  • 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 and Podium Requirements

Item  Description Fees
Screen Package Only Includes Tripod screen, cart, cabling, install and dismantle. $260
LCD Projector Package – AIS Owned*   

*Based on availability.  You will be notified.

Includes Tripod screen, 4,000 lumens LCD Projector, cart, cabling, install and dismantle. $300
LCD Projector Package – Hotel Includes Tripod screen, 3500 lumens LCD Projector, cart, cabling, install and dismantle. $550
Podium Microphone and Podium* All cabling installed and dismantled (mixer and speaker required).  *Includes podium rental fee. $95
Table Microphone All cabling installed and dismantled (mixer and speaker required). $70 per mic
Microphone Mixer and Speaker A mixer and speaker must be ordered if a microphone is ordered.  More than 4 microphones ordered and there will be additional charges. $335
Wireless Hand-held or Lavaliere Microphone All cabling installed and dismantled (mixer and speaker required). $160 per mic
Podium  Based on availability. $25
Estimated prices are quoted on a per day basis and include labor for installation, dismantle and verification. Any additional labor requests such as a dedicated technician can be requested, and a detailed estimate will be forwarded.

If you are unsure of your Audio-Visual needs at this time, please select “none” and add a comment in the box below.  You can always return to this application and change your order.

IMPORTANT:  Laptops are not provided.  Please remind all presenters to bring their own.

Food & Beverage

Menu Options and Pricing

Should you require assistance or have questions during this process, contact Jordan Alexander at jordan@aisnet.org.