Events
Ancillary Meeting Planning
As part of the 2026 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.
Ancillary meeting organizers are welcome to host a virtual-only session available to ancillary only registrants of ICIS 2026. 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 November 30 – December 11. 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:”
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.
Ancillary Meetings Submission Schedule
| Step # | Description | Deadlines |
| 1. | Decide if your group wants to meet in Lisbon and be part of the official ICIS program. Review the OAM Catering Menu to establish your budget and 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 as possible (i.e., AV, F&B, etc.) by this date. This will help us accommodate your needs and be as cost effective as possible. | August 28, 2026 |
| 4. | Finalize the meetings logistics (audio visual, food and beverage, etc.) portion of the OAM application | October 30, 2026 |
| 5. | Final headcount and/or Food & Beverage guarantees due to AIS Planning Team. | November 16, 2026 |
Meeting Room Availability
(Lisbon, Portugal – WET – UTC/GMT +0)*
| Date | Time |
| Saturday, December 12, 2026 | 08:00 – 18:00 |
| Sunday, December 13, 2026 | 08:30 – 17:00 |
| Monday, December 14, 2026 | 19:00 – 22:00 |
| Wednesday, December 16, 2026 | 13:00 – 18:00 |
IMPORTANT: Space is based on availability and assigned on a first-come, first-served basis.
*Monday, December 14 is a free evening when most SIG receptions and business meetings take place.
Services
Registration |
Meeting Planning |
Ancillary Meeting Registration Reports |
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We will post the number of registrants on the “Ancillary Meetings” page on the ICIS 2026 website by the end of the day, every Tuesday beginning in late September. You will receive a full report with names, dietary restrictions, email address, twice before the conference begins. · 1st Report: Week of October 19, 2026 · 2nd Report: Week of November 9, 2026 · 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.
- $150 – Offsite Meetings – Flat Fee includes session listed on conference registration form and/or ancillary only meeting registration and session registration report based on the ancillary meeting registration schedule.
- $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 fees below are applicable to 23% Value-added tax (VAT). 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 |
EURO Price Per Day ++ |
USD Price Per Day ++ ** |
| Video Projector | € 1180,00 | $1,362.90 |
| Front Projection Screen | € 320,00 | $369.60 |
| DI Box (Required for presentations with sound; must also order Podium/Highboy with microphone) | € 10,00 | $11.55 |
| LED Monitor on stand with HDMI cable | € 220,00 | $254.10 |
| Podium/Highboy – with microphone (based on availability) | € 200,00 | $231.10 |
| Podium/Highboy – no sound needed (based on availability) | Complimentary | Complimentary |
| Tabletop microphone (1 microphone per 2 panelists recommended) | € 80,00 | $92.40 |
| Wireless Handheld Microphone with Stand | € 80,00 | $92.40 |
| Wireless Lavalier Microphone | € 80,00 | $92.40 |
| Extension Cord with Power Strip (Universal Adapter not included) |
€ 25,20 | $29.11 |
| Laptop | € 84,57 | $97.68 |
| Clicker | € 8,00 | $9.24 |
| Labor (setup / dismantle) | € 660,00 | $762.30 |
** USD estimate based on June 8, 2026, conversion rate and subject to change.
Should you have any questions during this process, please contact icisoam@aisnet.org.