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ICW Frequently Asked Questions

ICW Submission      ICW Submission

What is an ICW?
Where are ICWs scheduled?
How do I request an ICW event?
After I submit an ICW request, what happens next?
How do I make requests for food or audio visual equipment, are they included in the ICW fee?
Can I order food from an outside location for my event?
Do all ICWs appear in the program?
How much does it cost to have an ICW event?
When is payment for my ICW event due?
What type of payment is accepted?
What if I need to cancel my ICW event?
What is the ICW payment process?
What if I need to make changes to my event after it is scheduled?
Can a division, interest group (DIG), or committee host an ICW event for additional time on the program?
Can ICW events be used for interview purposes?

 

Q. What is an ICW?

A. An ICW is an event that takes place "in conjunction with" the Annual Meeting but is scheduled and organized as a separate event. ICWs are not sponsored by any AOM division, interest group, or committee. ICWs provide a valuable opportunity for organizations, universities, and/or groups to host a meeting or gathering at the Annual Meeting, where many of their participants are conveniently located in one area.

ALL ICW requests need to be requested through the AOM. Please refrain from contacting the Annual Meeting properties directly as they are unable to assist you and release space.

Q. Where are ICWs scheduled?

A. ICWs are scheduled at the AOM contracted properties where sessions take place. The Annual Meeting locations are posted on the housing website in February. You can request a specific location to have your ICW event when you submit your request through the ICW submission system. All requests will be considered, however, we cannot guarantee all requests will be accommodated as scheduling is subject to room and space availability at each property.

Q. How do I request an ICW event?

A. All ICW requests need to be submitted through the ICW submission system at http://submission.aom.org/icw.asp. The ICW submission system opens in late April and closes in early July.

ICW Submission Instructions can be found HERE.

Please see a few important notes regarding the submission system below:

  • All submissions require a title, description, and a brief note about the purpose of the session
  • Allows you to submit your scheduling preferences (day, time, etc.) and special requests such as preferred conference property, approximate number of persons attending, if the session should be listed on the program, etc.
  • All special requests need to be documented in the "Special Scheduling Requests" field in "step 4" of the submission process.
  • You should provide an alternate day and/or time for your event in the “"Special Scheduling Requests" field in case your preferred date is not available.

Q. After I submit an ICW request, what happens next?

A.  Please allow AOM two weeks to respond to your request before contacting the office.

After you submit a request online, AOM staff will review the request and will identify appropriate space for the session. A "tentative confirmation" email will then be sent and will request payment be provided to secure the space.  NOTE: If payment is not provided to AOM within 10 days of the payment request, the reserved space will be released.

After AOM receives payment, AOM will send a Final Confirmation email confirming that payment has been successfully received and your request has been granted. This email will also include the relevant details for you to finalize the logistical details for your event. The confirmation email will include the Convention Service Manager (CSM) contact information for you to arrange any catering needs required.

Q. How do I make requests for food or audio visual equipment, are they included in the ICW fee?

A. Catering and Audio Visual equipment is an additional cost, paid for by the submitter/organizer. After AOM has received your ICW payment, a confirmation will be sent with the instructions on how to request catering orders and/or audio visual equipment. The submitter needs to contact the CSM to place catering orders and will contact Projection for any audiovisual needs.

Catering: AOM will provide the Convention Service Manager (CSM) contact information for you to place any catering orders.

Audio Visual: Audio Visual equipment is provided through Projection. AOM will attach a Projection Audio Visual ordering form to your final ICW confirmation.

Q. Can I order food from an outside location for my event?

A. No outside food is permitted. All catering orders must be placed through the appropriate CSM at each property. Catering menus will be offered at the AOM negotiated conference rate.

Q. Do all ICWs appear in the program?

A. ICW events submitted throughout mid-May will be included in both the online and printed programs. ICW events submitted mid-May through the submission deadline in early July, will be included in the online program only. However, if you don't want your session listed in the program, include this request in the "Special Scheduling Request" section of your ICW submission, and we will ensure it is not listed in the program.

Q. How much does it cost to have an ICW event?

A. ICW cost is related to the size of your event. It is based upon the square footage of the room, and is provided in 4 hour time blocks.

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 cocktail tables scattered throughout the room.
  • Rooms are provided in 4 hour blocks. If a room is needed for 5 hours, a charge for TWO rooms will be applied.  (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).

Q. When is payment for my ICW event due?

A. AOM requires payment within 10 days of receiving your Tentative Confirmation email. If payment is not received by this time, AOM reserves the right to release your space.

Q. What type of payment is accepted?

A. AOM only accepts Visa or MasterCard.

Q. What if I need to cancel my ICW event?

A. If an ICW needs to be canceled, contact the ICW coordinator (icw@aom.org). Note: Refunds for ICW events will not be provided. All payments are final and non-refundable.

Q. What is the ICW payment process?

A. After AOM identifies space for your event,  a "tentative confirmation" email will be sent and will include a link to the AOM ICW Payment website, requesting payment be provided.  Payment is required within 10 days of the request. If payment is not received within this time frame, the reserved space will be released               

Q. What if I need to make changes to my event after it is scheduled? 

A. All changes must be requested by contacting the ICW coordinator at icw@aom.org.

Q. Can a division, interest group (DIG), or committee host an ICW event for additional time on the program?

A. No, divisions, interest groups and committees are provided complimentary program space for Annual Meeting sessions through the AOM. However, DIGs are able to submit ICW events for non-AOM related events, such as Journal events or other outside events.

Q. Can ICW events be used for interview purposes?

A. No, all interviews must be coordinated through and take place at Placement Services.

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