AIS Adm Bulletin: Conference Websites

AIS Administrative Bulletin
Number:	2016.0614.01
Subject Area:	Technology
Topic:	Conference Websites
Last Updated:	November 22, 2016
Please see a complete list of edits at the bottom of this page.
Overview This document details how AIS supports the conferences through the initial conference website installation, outlining basic responsibilities for volunteer and staff partnership toward successful branding of the conference. Feedback and questions may be directed to the AIS Webmaster at webmaster@aisnet.org.

Conference Website Task Force

Outcomes

The task force approved the website menu order and structures below (AMCIS and ICIS).
The task force selected the WordPress template Enfold as the template for all future conferences.

The outcomes were approved by an AIS Conference Website Task force: May 23, 2016
Chaired By: Dr. Stacie Petter

Domain Names

It is not necessary to purchase domains for an AIS conference. AIS establishes web addresses and provides website hosting for its conferences. To promote the AIS brand, provide consistency, and eliminate unnecessary expense, AIS utilizes subdomains (e.g., amcis20xx.aisnet.org and icis20xx.aisnet.org) for its conference website hosting. This method is very easy to set up, is not subject to availability restrictions, and involves no additional cost.

Content Management System (CMS)

For managing website content, AIS utilizes the WordPress content management system (CMS). WordPress allows users to easily maintain website content without the need to understand programming (see wordpress.org/about for details).

A task force was convened in the spring of 2016 to discuss a shared template and menu structure for all future conferences. The task force selected the Enfold theme because of the built-in features and ease of use. The initial set up of the website will include this menu structure (the menu can be found at the end of this document). In order to maintain consistency and to foster familiarity for members across all AIS conference websites, the task force determined that the order of the menus should be fixed.

Timeline

After the AIS Council approves the location for a future conference, AIS staff will begin the process of setting up the conference website. Please allow at least two weeks for the staff to create the initial website.

Roles and Responsibilities

Once the website has been created, the conference webmaster or designated conference volunteer(s) will be responsible for maintaining most of the website content. There are some areas of the website that staff will need to access and update on a regular basis. The next section outlines the responsibilities for both:

Volunteer responsibilities

Determine which volunteer(s) need access to the WordPress site. Two to three people is the ideal number.
Provide the following information to webmaster@aisnet.org:
o The name and year of your conference
o The full names and email addresses of the 2-3 volunteers that you would like to have access
to the website
Work with the AIS Communications Director to develop a logo and color scheme. (communications@aisnet.org)
Determine a top or left menu location. The structure of the menu will remain consistent across websites, but the placement of that menu on the website is up to the conference chairs or designee.
Determine page content responsibilities for the “Submissions”, “Events” and other unpopulated sections (past conference websites are a great place to “borrow” ideas)

Staff responsibilities

Installation of the WordPress site (IT Staff), including:
o   Steps to protect the website against common security threats.
o   Configuring automatic, weekly backups of the site and its contents. The website will
be setup with software that will back up the site on a weekly basis.
o   Configure Google Analytics and install a plugin to provide statistics viewable on the
site administration “Dashboard.”
Installing the approved theme (Enfold) with the underlying content structure. (IT Staff)
Provide basic content structure (i.e., menu hierarchy)
Staff will fill in and maintain the content of the pages generally related to administrative or registration processes, including:
o   Registration page
o   Hotel page
o   Sponsorship page
o   FAQ
o   Mobile App
o   Engage
o   Global travelers
o   Career Placement

Work with the conference co-chairs to develop a website color scheme and logo for the conference (Communications Director).
Perform regular updates and maintenance on the site.
Set up the AIS registration system and page that will link from the conference website (Conference Registrar).

Security Breach/ Loss of Data

In the unlikely event of a security breach or other issue that compromises the website, AIS staff will be responsible for restoring it from the most recent available backup. Please note that any updates made after the last back up will be lost. The staff will work with the volunteers to update the necessary pages.

Archiving

AIS will convert the dynamic CMS websites into “flat” HTML websites 12 months after the conclusion of the conference. While the conference websites will remain accessible after this, no changes can be made to the website after the conversion has been completed.

Assistance

Establishment and maintenance of the conference websites is a collaborative effort between volunteers and staff designed to make the AIS conferences shine. The staff will be available to assist with technical problems or issues as needed. If you have a technical problem, please contact webmaster@aisnet.org for assistance. For questions or assistance with content, please contact the Director of Communications communications@aisnet.org.

For additional questions, please contact webmaster@aisnet.org.

Website Menu

I. AMCIS Menu and Submenu

a. About

i. Conference Committee

ii. FAQ

iii. Mobile App

iv. Engage

b. Events

i. Junior Faculty Workshop

ii. Mid-Career Faculty Workshop

iii. Doctoral Consortium

iv. Doctoral Student Corner

v. Career Placement

vi. Ancillary Meetings

c. Schedule & Program

d. Submissions

i. Call for Papers

ii. Track Descriptions

iii. Submissions Types & Instructions

iv. Revisions

v. Timeline

vi. Presentation Guideline

vii. Journal Publications Opportunities

e. Register

f. Hotel & Travel

i. Hotel Information

ii. Transportation

iii. Global travelers

iv. Local Attractions

g. Sponsors & Exhibitors

i. Current Sponsors/Exhibitors

ii. Become a Sponsor/Exhibitor

iii. Exhibitor Information

II. ICIS Menu and Submenu