Events

Ancillary Meeting Planning

As part of the 2025 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. 

Open for submissions mid-June for all SIG/Ancillary/Pre/Post conference meeting event requests. 

Ancillary meeting organizers are welcome to host a virtual-only session available to ancillary only registrants of ICIS 2025. Organizers are responsible for the set-up and management of a virtual session. AIS staff are unavailable to assist in the facilitation of virtual meetings prior to ICIS. The virtual-only session can be held between December 1st – 12th. If you would like to host a virtual-only session and would like it to be listed on the ICIS conference site and/or ICIS Ancillary Only Registration Form, please complete the OAM submission for review. 

Should you require assistance or have questions during this process, contact icisoam@aisnet.org.  

Reminder: All workshops should be submitted as “Workshops:”

Key Benefits to using the OAM Site to plan your ancillary event:
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.
  • 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.
Click here to submit your oam form

Ancillary Meetings Submission Schedule

Step# Description Deadlines
1. Decide if your group wants to meet in Nashville 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 20, 2025
4. 4. Finalize the meetings logistics (audio visual, food and beverage, etc.) portion of the OAM application October 31, 2025 October 31, 2025
5. Final headcount and/or Food & Beverage guarantees due to AIS Planning Team. November 26, 2025

Meeting Room Availability

(Nashville, TN – CST – UTC/GMT -6)*

Date Time
Saturday, December 13, 2025 08:00 – 18:00
Sunday, December 14, 2025 08:30 – 17:00
Monday, December 15, 2025 19:00 – 22:00
Wednesday, December 17, 2025 13:00 – 18:00

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

Services

Registration
Meeting Planning
Ancillary Meeting Registration Reports
  • 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
  • Logistical planning
  • Discounted menus and menu planning
  • Discounted AV prices
  • Audio-visual equipment recommendation
  • Room layout recommendation
  • On-site coordination
  • Hotel bill review
 We will post the number of registrants on the “Ancillary Meetings” page on the ICIS 2025 website by end of the day, every Tuesday beginning late September.

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

  • 1st Report: Week of October 27
  • 2nd Report: Week of November 17
  • 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

Equipment prices are quoted on a per day basis and labor costs are additional.
IMPORTANT: The below fees are applicable to 26% service fee and 10.25% tax. Such fees are not included in the listed price per day.

*Once meeting rooms are assigned closer to the conference date, your A/V order/estimate will be revised accordingly.

 

Item & Description USD Price Per Day ++
Meeting Room Package; 8′ Tripod Screen, AIS projector $760.00 ++
LED Monitor; 4K 50″ $610.00 ++
LED Monitor Rolling Stand $85.00 ++
Laptop (PC); for presentation purposes/accessing Zoom $255.00 ++
Podium/Highboy – with microphone (based on availability) $115.00 ++
Podium/Highboy – no sound needed (based on availability) Complimentary
Wireless Handheld Microphone $255.00 ++
Wireless Lavalier Microphone $255.00 ++
4 Channel Hybrid Audio Mixer $110.00 ++
Small Meeting Audio Package; Two Speakers $460.00 ++
12″ Powered Speaker $175.00 ++
8″ Powered Speaker $145.00 ++
Extension Cord with Power Strip $45.00 ++
Labor; Set-up and Strike, priced per hour $130.00 ++
Clicker/Advancer
Note: $35 USD fee if not returned		 $5.00

To better equip organizers in preparing for their ancillary meeting we have created this template to allow you to download a copy and edit as needed to get a good understanding of expected expenses.

Should you have any questions during this process, please contact icisoam@aisnet.org.