Ancillary Meetings Planning

The Association for Information Systems (AIS) is seeking participation by all Information Systems organizations to conduct an ancillary meeting at AMCIS 2024 in Salt Lake City, Utah.

Registration will open mid-April for all SIG/Ancillary/Pre/Post conference meeting event requests.

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

Reminder: All workshops should be submitted as workshops.

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 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.

Ancillary Meetings Schedule

Submission of REGISTRATION PORTION of OAM Application May 1, 2024
Approval of your ancillary meeting program and registration form description. Ten days after receipt from AIS.
Finalize the meetings logistics (audio visual, food and beverage, etc.) portion of the OAM application July 1, 2024
Final headcount and/or Food & Beverage guarantees due to AIS Planning Team. July 31, 2024

Meeting Room Availability (Salt Lake City – MDT | UTC/GMT -6) *

Date Time
Wednesday, August 14, 2024 8:30 AM – 5:00 PM
Thursday, August 15, 2024 7:30 AM – 11:30 AM and between 7:30 PM – 10:00 PM
Friday, August 16, 2024 7:00 AM – 8:00 AM and between 7:00 PM – 10:00 PM
Saturday, August 17, 2024 7:00 AM – 8:00 AM

IMPORTANT: Space is based on availability and assigned on a first come, first served basis.

*Friday, August 16 is a free evening when most SIG receptions and business meetings take place.

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 this page 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:
– 1st Report: 2nd week of July
– 2nd Report: 1st week of August
– Final Report: You will receive the most current report via email the day before your session.

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

Audio Visual Costs

ITEM DESCRIPTION FEES* (per day estimate)
Hotel LCD Projector Package Includes Tripod screen, LCD Projector (5,000 lumens), cart, cabling $575++**
AIS Projector Package
-Based on availability
Tripod screen, AIS LCD Projector, cart, cabling $250++**
Podium Microphone with Audio Package and Podium This includes a microphone, mixer and audio package (1 speaker). $155++**
Table Microphone with Audio Package and Podium Above package, plus up to 3 table microphones. $65++**/per table mic
Wireless Hand-held or Lavaliere Microphone with Audio Package One wireless hand-held or one lavaliere microphone $150++**
Microphone Mixer and Speaker $75++**
Laptop (PC) $225++**
Power Strip $20++**
Labor Set-up/Strike $95++**/hour
Podium Based on availability – complimentary $0
Service Fee 25%
State Sales Tax 7.75%

Please Note

*Fees and tax are subject to change.

**Service fee (25%) and tax (7.75%) will be added.

Food and Beverage Costs

Click here for catering details and pricing

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