AIS Administrative Bulletin

Number: 2011.1115.1

Subject Area: AIS Communities
Topic: AIS Hosted Online Events
Last Updated: May 3, 2024
Please see a complete list of edits at the bottom of this page.

Overview

For the benefit of AIS Communities and with the goal of promoting the growth and development of AIS SIG, Chapter, and College events, AIS provides online event hosting services for short events (60-90 minutes).

Organizers are responsible for all aspects of speaker agreements and their online arrangements. Organizers are responsible for registering all speakers/panelists for the event using the provided link. We ask for organizers and speakers to arrive 5-10 minutes prior to the session so we can be sure everyone is set and comfortable before allowing participants to enter the session.

The organizing SIG/Chapter/College is also responsible for the distribution of the registration link to interested members in an invitation.  Participants will register via the provided link. Each registering participant will receive a unique confirmation link to the event via email. 

Requests must be made at least two weeks prior to the event date. AIS reserves the right to deny requests.

Process for Submitting a Request

Send an email to communities@aisnet.org with your request to host an online event. The email should include the following information:

  1. Primary contact name and email address for the event (this will be the “from” contact for confirmation messages.
  2. Date and time of event (including host time zone)
  3. Title and short description of event
  4. Presenter (s) and/or Panelist Names and email addresses
  5. Recording: Should the session be recorded?
  6. Chat: Would you like to have chat enabled for all attendees or only for host/panelists?
  7. Q&A: Would you like to have the Q&A enabled during the session?
  8. Registration: Currently the registration asks name, organization/university, country, and email address. Would you like to add any questions? NOTE: Sometimes we ask registrant questions to the panelists here. Additional question: “Do you have any questions for the panelist?”

To support the registration process, AIS Staff will: 

  • Create a Zoom registration link for the event. The organizer will receive a registration link for the event. 
  • Add the session to the AIS Calendar at https://aisnet.org/events/event_list.asp
  • Promote the event in the next issue of the AIS InSider, with agreement of the organizer.
  • Provide the primary contact with a registration report two weeks also three business days before the event. Additional registration report are available upon request.

During the event, AIS Staff will: 

  • Launch the Zoom meeting 15 minutes prior to the event start with the waiting room enabled. 
  • Allow the organizers and speakers/panelists into the waiting room early.  
  • Make both the event organizers co-hosts for the event.  
  • When the speaker and introducer are ready, staff will open the waiting room to allow attendees into the room. 
  • Begin recording, if permitted. 
  • Watch the attendee list to ensure attendees remain on mute during the presentation.   

After the session, AIS Staff will: 

  • Provide the organizer with the final registration list.
  • Share a link to the event recording, if applicable.

Having difficulties, email communities@aisnet.org for assistance.

Edits to Administrative Bulletin

Date (MM/DD/YY)
Description of Edits
05/03/24
Updated from GoToWebinar -> Zoom processes.