ANCILLARY MEETINGS PLANNING

As part of the 2024 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 or event at ICIS.

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.
  • 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.

SIG/ANCILLARY MEETINGS – REGISTRATION REPORT

Please check back late-September after conference registration has opened.
The registration report will be updated every Tuesday.

Ancillary Meetings Submission Schedule

Step#  Description Deadlines
1. Decide if your group wants to meet in Bangkok and be part of the official ICIS program. Review the OAM Catering Menu to establish your budget and to make your selections. Now
2. Begin the OAM application process. Submit as much information as you have or your best estimates; you can always come back and make adjustments later. As soon as possible to reserve your space.
3. Complete the registration portion of the OAM application. We strongly encourage you to enter as many details (i.e. AV, F&B, etc.) by this date. This will help us accommodate your needs and be as cost effective, as possible. August 30, 2024
4. Finalize the meetings logistics (audio visual, food and beverage, etc.) portion of the OAM application November 1, 2024
5.  Final headcount and/or Food & Beverage guarantees due to AIS Planning Team. November 29, 2024

Meeting Room Availability

(Bangkok – ICT – UTC/GMT +7)*

Date Time
Saturday, December 14, 2024 08:00 – 18:00
Sunday, December 15, 2024 08:30 – 17:00
Monday, December 16, 2024 19:00 – 20:00
Wednesday, December 18, 2024 13:00 – 18:00

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

*Monday, December 16 is a free evening when most SIG receptions and business meetings 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
  • Hotel bill review
Ancillary Meeting Registration Reports

We will post the number of registrants on the “Ancillary Meetings” page on the ICIS 2024 website by end of the day, every Tuesday beginning late September.

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

  • 1st Report:  Week of October 28
  • 2nd Report:  Week of November 25
  • Final Report:  You will receive the most current report via email the day before your session/event.

Fees

Meeting Planning Coordination Fee (Applicable to all SIG/Ancillary Meetings and meeting location)

  • 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

FOOD & BEVERAGE

Click here for catering details and pricing.

AUDIO VISUAL COSTS

Most meeting rooms at the hotel come equipped with a mounted projector/screen and at least one microphone per room.*
*Once meeting rooms are assigned closer to the conference date, your A/V order/estimate will be revised accordingly.

Item & Description THB Price Per Day ++  USD (estimated conversion) Price Per Day ++ **
Laptop (PC)  ฿ 3,500 ++  $ 95.44 ++
Power Strip  ฿ 400 ++  $ 10.91 ++
Labor
Set-up and Strike
 ฿ 2,500 ++  $ 68.17 ++
Clicker/Advancer
Note:  $35 USD fee if not returned
 ฿ 1,200 ++  $ 32.72 ++
Podium – with microphone (based on availability) Included  Included
Podium – no sound needed (based on availability)  Included  Included
Flipchart on Stand  ฿ 500 ++  $ 13.63 ++
Tripod Easel (no flipchart)  ฿ 800 ++  $ 21.82 ++

**USD estimate based on May 7, 2024, conversion rate and subject to change.

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