The Full Bid will describe, explain, and provide details in support of the main elements listed below. A Full Bid may also include details on other bid-related matters that the Bid Committee feels will help the AMCIS Executive Committee reach a decision.
The Full Bid (including an executive summary) must not exceed 20 pages (U.S. letter size) including appendices. Bid leader contact details (e-mail, phone numbers, fax numbers, mailing address) should be included.
The Full Bid should include the following elements:
The team should draw on the material prepared earlier regarding the proposed conference city and elaborate on it as they see fit. How will the strengths of the city be exploited and how will its weaknesses be overcome to accomplish the team's goals for the conference? How will the city be promoted to attendees? What opportunities exist for holding social events? Are there nearby tourist attractions? If it is not already obvious, how will attendees travel to the city?
Proposed dates of the conference and ancillary meetings, which usually reflect hotel or conference center availability, should be given. Any known conflicts with other conferences and meetings (e.g., AoM) should be identified.
All conference chairs should be listed along with details of their prior experience with conferences administration. At a minimum, the following conference chairs must be identified:
- Conference Chair(s)
- Program Chair(s)
- Doctoral Consortium Chair(s)
- MIS Camp Director(s)
Other conference committee members may also be identified.
The Bid need only "sketch" the experience of each member of the proposed Conference Committee. A paragraph on each emphasizing significant conference administrative involvements, especially those that include AMCIS, will suffice. The leadership experience of the Conference Chair(s) and the scholarly accomplishments of the Program Chair(s) and Doctoral Consortium Chairs are also relevant.
The quality of the Conference Committee proposed in support of the bid is a critical factor in securing a favorable result. The Conference Chair, Program Chair, Doctoral Consortium Chair, and MIS Camp Director should have extensive prior experience with conferences, ideally AMCIS, in some administrative or organizing capacity. As a group, they should be able to demonstrate experience with, interest in, and a commitment to AMCIS. Committee positions such as Honorary Chair, Vice Chair, or Advisory Committee may be included but the role of individuals in these positions should be explained in the bid document.
Where two or more persons share a position, they will be known as Co-Chairs. Each will assume all responsibilities and obligations of the position. If a bid has Conference Co-Chairs, one must agree to serve on the AMCIS EC and on the AIS Conferences Committee for three years, beginning in the year preceding their conference, if the bid is successful.
The Program Chair must be an established scholar in the discipline and be capable of judging the quality of scholarship in a broad range of relevant topics. The Program Chair must be willing and able to build a Program Committee that draws strongly on the scholarly information systems community. The Program Chair must also be willing to serve as an AMCIS Track Chair (or Track Co-Chair) in the year preceding their conference, if so invited by the preceding year’s Program Chair. Similarly, the Program Chair (or one of the Program Co-Chairs) must be willing to serve on the AMCIS Executive Committee in the years prior to, during and following their conference. The Program Chair must agree to use the AIS-approved Web-based peer review system.
The Doctoral Consortium Chair must be an established scholar in the discipline and be capable of attracting and organizing a highly competent consortium faculty with experience advising PhD students. Ideally, the Chair will have served as a consortium faculty member previously and be well acquainted with the objectives and consortium process.
The MIS Camp Director should be senior faculty with experience mentoring junior faculty. The MIS Camp Director accepts responsibility for organizing the MIS Camp as a pre-conference event and for inviting respected scholars to participate as presenters and facilitators.
The proposed Conference Chair assumes the important responsibility of ensuring that every member of the Bid Committee understands and accepts their responsibilities as a member of the AMCIS Conference Committee, should their Full Bid be accepted, and subsequent responsibilities, should they become a member of the AMCIS Executive Committee.
The right of the Conference Chair to choose the makeup of her/his Conference Committee is acknowledged. However, each Program Chair can strengthen AMCIS by agreeing to provide training for the Program Chair of the conference for the year following their own conference. This may be achieved by inviting the Program Chair for the year following to serve as a track chair. Program Chairs can also learn the process by submitting mini-track proposals and serving as a reviewer for AMCIS in the years leading up to their conference. This vital form of "knowledge transfer” will help ensure that each Program Committee is knowledgeable regarding peer-review procedures and they are ready to assume this very important function.
The right of the Doctoral Consortium Chair to choose her/his Consortium faculty members is acknowledged. However, for the reason explained in the previous paragraph, the Doctoral Consortium Chair should provide experience and training for the Doctoral Consortium Chair for the year following by inviting that Chair to serve as a member of their Consortium faculty.
The right of the MIS Camp Chair to choose her/his MIS Camp faculty members is acknowledged. However, for the reason explained previously, the MIS Camp Chair may provide experience and training for the MIS Camp Chair for the year following by inviting that Chair to serve as a member of their MIS Camp faculty.
Hotel and Conference Facilities
The team should draw on the material prepared earlier and elaborate it so that bid evaluators can visualize the conference experience, especially with regard to any proposed conference innovations. Pertinent material about hotel and/or conference center options should be included and updated -- e.g., the map of the hotel or conference facilities, hotel room rates. Specific strengths or defects of the facilities should be noted and the bid team should outline their strategies for exploiting strengths and compensating for weaknesses. For example, if it is necessary to use multiple hotels to accommodate all attendees, how does the team propose to create additional opportunities for networking? If there are constraints on the available meeting or lunch space, how does the team plan to deal with these?
Doctoral Consortium Plans
Describe any innovations you are proposing in the design of the Doctoral Consortium that will enhance its value to participants. The location, description, capacity, and rental cost of at least one Doctoral Consortium site must be given. The AIS Conference Director will assist the Bid Committee in determining whether the meeting space available for the Doctoral Consortium is appropriate and adequate for any innovations they have in mind.
The Doctoral Consortium may be held in the conference hotel or in another facility removed from the conference hotel. If removed from the hotel, transportation to and from the hotel should be explained. In recent years, the doctoral consortium has been expanded and divided into two parallel and connected tracks, one for "junior" or pre-dissertation students and one for "senior" or dissertation-stage students, each with about 40 students and 12 faculty mentors The Doctoral Consortium is no more than one day long, perhaps starting the day before the conference with an informal dinner and definitely ending before paper sessions begin.
MIS Camp Plans
Describe any innovations in the design of MIS Camp that will enhance its value to participants. The location, description, capacity, and rental cost of at least one MIS Camp site must be given. The AIS Conference Director will assist in determining whether the meeting space available for the MIS Camp is appropriate and adequate for any innovations the team has in mind.
MIS Camp may be held in the conference hotel or in another facility removed from the conference hotel. If removed from the hotel, transportation to and from the hotel should be explained. Approximately 25 junior faculty and 8 senior faculty will attend. MIS Camp is no more than one day long, perhaps starting the day before the conference with an informal dinner but definitely ending before paper sessions begin.
Ancillary Meetings Plans
Describe any innovations in ancillary meetings or pre- or post-conference workshops that will enhance the value of AMCIS to its stakeholders. (The AIS Conference Director will have already assessed the suitability of available facilities for ancillary meetings before or after the conference.) Facilities to support meetings of ancillary groups should be described. These meetings will include SIG meetings and the ISDSA Project meeting.
Conference Program Elements
The nature of the Conference experience that the Bid Committee envisions should be described. Given the very long lead time, the Full Bid need not propose a theme – which may be chosen a year or two prior to the conference. But the full bid should elaborate on the proposals of the Conference Committee for improving the experience of all AMCIS stakeholders -- submitting authors, those who review or otherwise contribute to the selection of submissions, and all attendees. How can this AMCIS be more intellectually stimulating and provide a better networking experience for everyone?
The Bid Committee should examine all programmatic elements of recent Conferences and seek advice from previous Conference Committees on the strengths and weaknesses of various program options such as tracks, panels, keynote speakers, poster sessions, roundtables, pre- and post-conference workshops, receptions, social events and the like.
Program Chairs have some latitude in choosing the format for the Conference scholarly program but must receive approval from the AMCIS Executive Committee for any major changes from the traditional design. SIGs are given the opportunity to develop program content through the submission of minitrack proposals and nominating track chairs. Specific details such as track topics need not be specified. The AMCIS Executive Committee’s concern will be to evaluate whether the proposed program format is likely to attract attendees and whether it is likely to result in high-quality research and a diverse program being presented.
Estimates of attendance will be provided by the SAC, based on history. However, any unusual factors that may affect attendance (positively or negatively) should be described. These could include, for example, a location that is particularly attractive and thus likely to attract a large attendance or a known conflict with another conference that may draw attendees away from AMCIS.
A pro forma budget must be developed and included in the Full Bid based on a template provided by the SAC and with the assistance of the AIS Finance Director and the AIS Conference Director. The template will include costs that are predetermined (fixed), such as attendee revenue expectations, expenses for the use of the review system, and expenses associated with AIS Office personnel. The Bid Committee and/or the AIS Conference Director will jointly determine other costs and revenues for the Conference. Notes to the budget should identify any revenue or expense items that are likely to deviate significantly from the expected norm for AMCIS. For example, normally there is no charge for the use of meeting facilities in hotels. However, if facilities in a conference center must be rented, then the expected cost of these facilities must be identified in the budget and explained. Expected sponsorship revenue should be included in the pro forma budget only if sponsors provide a letter of provisional support, or if sponsorship for similar conferences is the norm, or under similar circumstances. If sponsorship is expected to cover specific costs, then both those costs and the corresponding sponsorship revenue should be included in the budget. Any unusual factors that may affect either revenue or expense in the budget must also be described. These could include, for example, significant revenue expected from an associated CIO event, a plan for a particularly expensive but desirable social event, additional transportation charges between hotels and conference facilities, or a donation of facilities or equipment. Normally, particularly expensive options will need to be covered by sponsorships.
Approximately 8 months before the conference, the AIS office will prepare a detailed budget for the Conference. The office will work with the Conference Committee and the AIS Conference Director to identify the costs of various budget items.
The Full Bid should describe the Bid Committee’s plans for soliciting sponsorship for the conference. Likely sponsors should be described. Any committed sponsors should be identified.
Sponsorship could be in monetary or in-kind gifts. The CIO Symposium can be used to entice vendors with the opportunity to interface with IT executives.
One or more options for the social event should be described.
The social event is normally held on the night of the last day of the conference. It is a time for attendees to interact in a relaxed atmosphere. The social event should be planned to provide for maximum attendee interaction in an atmosphere that showcases the location of the conference. Facilities that are broken up and distributed are less desirable than spaces where it is easy for attendees to meet each other. Long performances that interfere with attendee socializing should be avoided. The location should be convenient to the hotels. The cost is a function of the respective budget and often driven by sponsorship revenue.