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
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
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
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
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
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
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
Cost (per 4 hour block)
- Banquet rounds are round tables that accommodate 8-10 people at
- 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
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
Q. What type of payment is accepted?
A. AOM only accepts Visa or
Q. What if I need to cancel my ICW event?
A. If an ICW needs to be canceled, contact
the ICW coordinator (firstname.lastname@example.org). Note: Refunds
for ICW events will not be provided. All payments are final and
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
A. All changes must be requested by contacting the ICW coordinator at
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
A. No, all interviews must be coordinated
through and take place at Placement