
ICW
POLICY
An ICW is an event that takes place "in conjunction with" the
Annual Meeting but is scheduled and organized as a separate event.
These events are not sponsored by any AOM division, interest group,
or committee. ICWs provide a valuable opportunity for
organizations, universities, and/or groups to host an event or
gathering at the Annual Meeting, where many of their participants
are conveniently located in one area. ICWs are scheduled
within the AOM contracted properties where Annual Meeting sessions
take place. The Annual Meeting locations are posted on the housing
website in February. All ICW requests need to be submitted
through the ICW Submission System, when it opens in late April and can be
submitted throughout May, for inclusion in the printed program, or
until the ICW submission deadline in early July, for inclusion in
the online program. The ICW submission system also captures special
requests such as preferred day, time, location, number of people
expected to attend, outdoor preferences, if the session should be
listed in the program, etc. (NOTE: ALL ICW requests need to be
requested through the AOM. Please refrain from contacting the
Annual Meeting properties directly as they are unable to release
any space to outside organizations.) Also, all ICW events are
scheduled based upon room and space availability at each property,
therefore all requests are not guaranteed to be scheduled.
ICW organizers do not need to be AOM members or registered for
the meeting to submit an ICW request. However, anyone attending the
ICW event onsite, taking place at the Annual Meeting, must be
registered to attend the meeting and must be a member of the
Academy of Management. Attendee badges will be checked upon entry
into each session.
ICW events require a nominal fee, based upon the size of the
event. The costs are provided below in Figure 1. Additional costs,
such as catering orders or audio visual rental fees are additional
and are the responsibility of the submitter/organizer. AOM does NOT
have any involvement in placing orders or covering the cost for ICW
related equipment or expenses. All catering orders must be placed
through the Convention Service Manager (CSM) at the appropriate
property and the menus will be offered at the AOM negotiated
conference rate. Outside food is not permitted.
ICW events cannot be used for interview purposes nor can they be
used by an AOM division, interest group, or committee to obtain
additional program time. However, DIGs are able to submit ICW
events for non-AOM related events, such as Journal events or other
outside events. Memorial services can also be scheduled as an ICW
event and will receive a complimentary room for the event.
Please review the ICW FAQ Document for
more details on how to submit an ICW event, the payment process,
and additional instructions.
Figure 1.
Room Size per Square Foot
|
Banquet Rounds Capacity
|
Theatre Style Capacity
|
Reception Capacity
|
Cost
(per 4 hour block)
|
0-1000
|
0-60
|
0-84
|
0-100
|
$250
|
1001-2000
|
61-120
|
85-190
|
101-211
|
$350
|
2001-4000
|
121-270
|
101-391
|
212-410
|
$450
|
>4001
|
> 271
|
> 392
|
>411
|
$550
|
NOTES:
- Banquet rounds are round tables that accommodate 8-10 people at
each table.
- Theatre style is rows of chairs; tables are not provided.
- Reception style provides high cocktail tables scattered throughout the room; chairs are not provided.
- Rooms are provided in 4 hour blocks. If a room is needed for 5
hours, a charge for TWO rooms will be applied. (Ex: A small
room for 4 hours =$250/ Small room for 5 hours= $500.)
- ICW events cannot be combined.
- Each ICW event requires its own submission number (submission
numbers are provided when the event is entered into the submission
system).