Meeting Room Use and Availability Policies

Policies and Important Information

ISA Regions, Sections and affiliate groups are invited to host a workshop, business meeting or reception during the ISA 2016 Annual Convention. All events will be held at either Hilton Atlanta or Sheraton Atlanta hotels.  Meeting space is assigned on a first-come, first-served basis. ISA controls all meeting space at both hotels – please do not contact the hotel directly; you will be referred back to ISA.

Availability and Use

Meeting room assignments are based on size needs, room capacity and space availability at the time request forms are received at ISA.

During the daytime hours, all meeting rooms are set theater style for panels. Panel rooms contain an LCD projector, screen, and netbook computer.  Internet is not provided in the meeting rooms, but can be ordered at ISA’s discount prices at the participant’s expense.  (See Internet Options). Setup changes are not permitted.

Due to the short turn-around times, ISA, the Hilton Atlanta and Sheraton Atlanta hotels reserve the right to set evening functions (ISA and affiliate events) in a manner that best accommodates the function requirements, based on the time available to reset the room.  Not all rooms will be set “reception” style. In some cases, sufficient theater seating will be removed to permit a standing reception with roll-in stations. Changes to existing audio-visual setups are not permitted.

Reception hosts may request a 6 foot skirted table in the reception room, at no charge, to display promotional materials during the reception. Reception hosts are responsible for securing and removing all promotional materials at the conclusion of the event.

By submitting a meeting or reception request form to ISA, client acknowledges rules of use and agrees to be bound by the decisions of ISA and/or the Hilton Riverside and the Loews New Orleans.

DEADLINE TO REQUEST MEETING SPACE: December 1, 2015

Scheduling Meeting Space

Business Meeting, Reception, Board Meeting or Workshop
Please see the Workshop or Business Meeting Request Form or the Reception Request Form for availability. Available days/times are restricted to those shown on the forms, with the exception of Board meetings. ISA has a few small meeting rooms for Board meetings, available on a first-come, first-served basis.

ISA Regions, Working Groups, Sections and Committees may reserve meeting rooms for business meetings or group-sponsored receptions at no charge. Contact Jeanne White directly for options.

ISA affiliates are charged a nominal meeting room rental fee.  Please see meeting room reservation form for details. Upon receipt of your event request form, ISA will issue an invoice for the meeting room rental fee and event signage fee, if applicable.  Meeting room reservations are not confirmed until payment of these fees is received at ISA Headquarters.  Upon receipt of payment, ISA will send confirmation of the meeting room name to you via email.  

Promotional event signage is available for a nominal fee.  Please see reservation form for details and prices.  Promotional signage can be ordered for all events except panels, business meetings, or board meetings.

Individuals wishing to secure a meeting room for a non-panel event should review the application instructions, complete the appropriate REQUEST FORM(S), and return them to ISA.

Catering, Audio Visual and Internet

Catering - Order Food & Beverages
ISA has negotiated discounted catering prices for ISA groups and approved affiliates.  All event orders must be submitted to ISA’s Director of Conventions and Meetings via email or over the telephone (see Contacts).  The deadline for submitting catering orders is December 1, 2015.  You may change quantities up to 14 days prior to the event date.  ISA can provide recommendations or suggestions based on your budget.  

The catering menu prices are shown in UNITED STATES DOLLARS in two price points: base pricing, which is the price you will see on the final banquet event order, is the price per item before service charges and taxes.  The inclusive price is provided to assist you with budgeting, and includes the total estimated price per item, including service charges and taxes.

Affiliates will place their orders with ISA. Approximately 6 weeks prior to the convention, the hotel’s catering manager will contact affiliates to make payment arrangements.  Direct billing is not available.  All orders must be guaranteed with a credit card or affiliate may pre-pay the estimated total.

Audio Visual Information
ISA groups may make arrangements for audio-visual capabilities directly with ISA’s Director of Conventions. Affiliates can order A-V at ISA's discounted prices if submitted with catering orders before the December 1st, 2015 deadline. After December 1st, affiliates must order A-V directly from the appropriate hotel. Discount prices are available only if ordered by December 1st!

Internet Information
Internet is not provided in the hotel meeting rooms.  ISA groups may make arrangements for internet directly with ISA’s Director of Conventions. Affiliates can order internet at ISA's discounted prices if submitted with catering orders before the December 1st, 2015 deadline. After December 1st, affiliates must order internet directly from the appropriate hotel. Discount prices are available only if ordered by December 1st!

Event Promotion

Listing Your Event in the Program

Your event can be listed in the printed Official Program and the online version of the preliminary program. The deadline for inclusion in the printed final program is Tuesday, December 1, 2015.

Meeting room assignments are TENTATIVE and subject to change until the program becomes final on December 1, 2015.

Distribution of Promotional Flyers
ISA will designate display tables in areas near the Convention Registration counters for the purpose of advertising events or distributing pamphlets or announcements.

POSTING FLIERS OR ADVERTISEMENTS IN PUBLIC AREAS OF THE HOTEL, ON ISA MESSAGE BOARDS, OR IN ANY AREA NOT SPECIFICALLY DESIGNATED FOR SUCH DISPLAYS IS STRICTLY PROHIBITED IN SIGNED AGREEMENTS BETWEEN ISA AND THE HOTEL.

Materials posted in violation of this policy will be removed and discarded. ISA appreciates your understanding and adherence to this policy.

Can we Help?

Do you have any questions about these policies? Please contact Jeanne White, who can help explain and clarify things as needed.

Email Jeanne

The International Studies Association

Representing 100 countries, ISA has over 6,500 members worldwide and is the most respected and widely known scholarly association in this field. Endeavoring to create communities of scholars dedicated to international studies, ISA is divided into 6 geographic subdivisions of ISA (Regions), 29 thematic groups (Sections) and 4 Caucuses which provide opportunities to exchange ideas and research with local colleagues and within specific subject areas.
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