Welcome

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Welcome to the Meetings, Receptions and Workshops website. ISA Regions, Sections and affiliate groups are invited to host a workshop, business meeting or reception during the ISA 2009 Annual Convention.  All events will be held at the New York Marriott Marquis at Times Square in New York City.  Meeting space is assigned on a first-come, first-served basis.  ISA controls all meeting space at the Marriott Marquis – please do not contact the hotel directly; you will be referred back to ISA.  Individuals wishing to secure a meeting room for a non-panel event should review the instructions below, complete the appropriate request form(s), and return them to ISA. Please use the navigation links to the left to browse the site, or simply scroll down.

Note on Panel Schedules

Panels at the 2009 Convention will be conducted Sunday, February 15 through Wednesday, February 18. Panels will take place 5 times a day, beginning at 8:00 a.m. and ending at 6:00 p.m. daily.  Due to the compressed panel schedule, we do not have meeting space available during the traditional lunch period.  ISA does have two small boardrooms, available on a first-come, first-served basis

This section provides all the information you need to organize a successful event at the ISA convention.  You may request meeting space, download catering menus, order audio visual equipment, order food and beverages, see when other meetings and receptions are scheduled, etc.  A link to contact ISA’s Director of Conventions is provided at the bottom of this webpage.

For information about sponsoring an event at the ISA convention, please see the SPONSORSHIP tab.  Information about exhibiting or placing an advertisement in the convention program can be found on the EXHIBITORS AND ADVERTISERS tab.

Final Schedule of Events

A tentative schedule of all non-panel events, including workshops, receptions and the presidential address is available for download as a PDF file.  The schedule is updated approximately every two weeks until the month prior to the convention, when it is updated every Friday.

  • Download FINAL WORKSHOPS, MEETINGS & RECEPTIONS schedule here: PDF (updated Feb. 6, 2009)

  • Download the preliminary PANELS program here.

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Listing Your Event in the Program

Your event can be listed in the printed Official Program and the online version of the meetings and receptions listings.  The deadline for inclusion in the printed final program is MONDAY, NOVEMBER 24. Meeting or Reception Request forms received after November 24 will be listed in the online listings, and added to the program addendum.  Meeting room assignments are TENTATIVE and subject to change until the program becomes final on December 10, 2008. 

NOTE ON PANEL ROOM ASSIGNMENTS:   Meeting room names are NOT published in the preliminary program.  Panelists will obtain their panel meeting room names from the printed program, available onsite only at Convention Registration.  Panelists may order audio visual equipment from the hotel without the meeting room name; the hotel will contact ISA for this information.  See the Audio Visual tab for more information.


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Distribution of Promotional Flyers

ISA will designate display tables in areas near the Convention Registration counters for the purpose of adverting 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. 

Reception hosts may request a 6’ 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.


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How To Schedule A Workshop, Meeting Or Reception

NEW AFFILIATE PROCEDURE FOR 2009

In order to ensure the high level of service and attention ISA affiliates have been accustomed to, ISA has partnered with the Marriott Marquis to create a separate and exclusive procedure for all affiliate events, including exhibit booth receptions. 

The first step in the new process is to request a meeting room using the online request forms as detailed in the FORMS section below.  When the meeting or reception request form is received at ISA, an invoice will be issued for the meeting room rental fee (where applicable.)  Upon receipt of the meeting room rental fee payment, a meeting room will be assigned and confirmed to the requesting party.  ISA will then send the confirmed information to the Marriott Marquis Hotel’s Catering Department. 

The Marriott Marquis Hotel’s Affiliate Catering Manager will then contact the affiliate client directly to coordinate the event arrangements.  The Marriott contact is Clare Hussain.  She may be reached via email to clare.hussain@marriott.com or via telephone at 212-704-8929.  Ms. Hussain will coordinate all aspects of affiliate events, including audio visual.

BOOTH OR EXHIBIT HALL RECEPTIONS:  ISA has set aside a small area in the exhibit hall for exhibitor receptions.  Due to space constraints, receptions CANNOT be conducted in exhibit booths.  The maximum capacity for receptions in the exhibit hall catering area is 70 people.  To request space for exhibit hall receptions, download the reception request form and follow procedures outlined in this section. 

ISA will still maintain oversight of affiliate events, and our staff will still perform our pre-function checks of all affiliate events.  Please contact ISA’s Director of Conventions with any questions or concerns about this new procedure.

DEADLINE FOR AFFILIATE CATERING ORDERS IS JANUARY 23, 2009!

Procedure for Scheduling an Official ISA Workshop

Saturday, February 14 is reserved for ISA Workshops.  This is the only day available for workshops.  Meeting space is assigned on a first-come, first-served basis.  Priority is given to awardees of the ISA Workshop Grants. 

To request a workshop meeting room, download and complete the Workshop or Business Meeting Request Form, available as an interactive PDF or downloadable WORD document.  You must complete this form to receive a meeting room assignment.  All workshops are charged a $100 meeting room rental fee.  Audio Visual equipment is not provided in workshop rooms.  See the Audio Visual Equipment tab, Workshop Chairs section, for prices, availability, and restrictions.

All workshops must be listed in the Official Convention Program.  Workshop Chairs should contact ISA’s Director of Conventions, Jeanne White, to coordinate the operational details for the workshop.

DEADLINE TO RESERVE WORKSHOP MEETING SPACE:  DECEMBER 5, 2008

DEADLINE TO CONFIRM ALL WORKSHOP MEETING ROOM REQUIREMENTS (AUDIO VISUAL, ROOM SETUP, ETC.): JANUARY 5, 2009

For more information about the ISA 2009 Workshop Grant process, please visit the Workshops website.

Procedure for Scheduling an Official ISA Business Meeting or Reception

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 reserved two 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.  All other groups or individuals, including workshops, sponsors and affiliates, will be charged a meeting room rental fee according to the following schedule:
•    Daytime function without catering        No Charge
•    Evening function without catering        $100
•    Evening function with catering             $150

The meeting room rental fee covers ONLY the meeting room, existing audio-visual equipment (where applicable, Sunday – Wednesday only) and certain labor fees.  Please see catering section for more information.


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Meeting Rooms Availability & Rules of 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.  Setup changes are not permitted.  Evening functions may generally begin one-half hour after the last panel sessions end unless otherwise noted on the request forms.  Due to the short turn-around times, ISA and the Marriott Marquis 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.  By submitting a meeting room request form to ISA, client acknowledges rules of use and agrees to be bound by the decisions of ISA and/or the New York Marriott Marquis Hotel. 

DEADLINE TO REQUEST MEETING SPACE FOR PROGRAM-LISTED EVENTS:  NOVEMBER 24, 2008

DEADLINE TO REQUESTR MEETING SPACE – WITHOUT PROGRAM LISTING:  JANUARY 9, 2009

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Catering - Ordering Food and Beverages

Once the appropriate meeting room request forms are submitted and approved, and meeting room rental fees are paid (where applicable), you may begin selecting your food and beverage options.  Affiliates will be contacted by the Marriott Marquis Hotel’s Affiliate Catering Manager.  ISA clients will submit their catering orders to Jeanne White at ISA. 

The Marriott Marquis provides the catering for all food and beverage functions held at the hotel.  OUTSIDE FOOD AND BEVERAGE MAY NOT BE BROUGHT INTO THE HOTEL MEETING ROOMS.  ISA has negotiated catering discounts with the hotel.  Prices for each item are listed first as the base price (before service charge and taxes), and then as the inclusive price (with service charge and taxes.)  Inclusive prices may be rounded up or down by a few cents.  Please use inclusive prices for budgeting purposes.  A downloadable copy of the Marriott Marquis menus is available in the FORMS section at the end of this website.

Receptions – Bar Sharing and Labor Fees

There are labor costs associated with hosted bars, cash/ticket bars.  All cash or ticket bars must include at least one bartender and one cashier.  ISA has negotiated a waiver of bartender fees, when the total bar revenue (before service charge and taxes) of $300 per bartender is met.  Cashier fees are NOT waived.  To reduce labor costs for smaller groups (50 or fewer persons), ISA will attempt to set cash bars in common areas where multiple receptions can share the costs of a cash bar.  Please see pages 27-30 of the catering menus for details on bar options and labor fees. 

DEADLINE TO SUBMIT CATERING ORDERS FOR OFFICIAL ISA FUNCTIONS:  JANUARY 9, 2009

AUDIO VISUAL EQUIPMENT  Please see the Audio Visual tab for information and rates.


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Forms

Workshop or Business Meeting Request Form   

Reception Request Form               

Catering Menus – Marriott Marquis       

ISA Credit Card Authorization Form               

  • WORD (for paying meeting room rental, signage fees)

Audio Visual Price List & Order Form for Individuals and Affiliates

Exhibition Hall Reception Request Form

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Contacts

Questions about a panel, poster or the program?  Contact the 2009 Program Chairs, Sabine Carey and Gerald Schneider  at  isa2009@uni-konstanz.de

Questions about convention registration or ISA membership? Visit the ISA convention homepage at http://www.isanet.org/newyork2009

Questions about exhibits, advertising, or sponsorship?  Contact Suela Mustapha, Convention Projects Coordinator, at isa@u.arisona.edu. 

For all other convention –related questions, contact:

Jeanne White, CMP
White
Director of Conventions & Meetings
International Studies Association
324 Social Sciences University of Arizona
Tucson, AZ   85721
Phone:  520-621-2327
Fax: 520-621-5780
Email: jeanne@u.arizona.edu

 

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Audio Visual Equipment

PANELISTS AND PRESENTERS:
Overhead projectors and screens are provided in all panel rooms.  Panelists and presenters who wish to rent LCD projectors or other AV equipment must do so at their own expense.   Although ISA attempted to negotiate discounts for panelists and presenters, the Marriott Marquis is not offering discounts to individuals or affiliates.  The cost to rent an LCD projector from the hotel starts at around $845 per day, including service charge and tax.  Prices shown on order form are exclusive of service charge (22%, taxable) and tax (8.375%).  Please contact the hotel affiliate catering manager for rates and availability.  Clare Hussain can be reached at clare.hussain@marriott.com or 212-704-8929.  Provide the date and time of your panel.   The hotel will contact ISA to obtain the meeting room information, as meeting room names are not posted in the preliminary program.

If you wish to use powerpoint for your presentation, you must contact the hotel to make arrangements to rent equipment, even if you are bringing your own LCD projector.   All LCD projectors require a separate power source and cabling (LCD support package) and must be stationed on separate, stand-alone carts.  Projection screens are in all meeting rooms – you do not need to rent screens.  Audio visual equipment supplied by ISA may not be moved or changed in any way in the meeting rooms.  ADDITIONAL LABOR FEES MAY APPLY IF TECHNICAL SUPPORT IS REQUESTED FOR EQUIPMENT THAT IS NOT SUPPLIED BY ISA.  DISCUSS FEES WITH THE AUDIO VISUAL CONTRACTOR BEFORE YOU PLACE YOUR EQUIPMENT ORDER.

Click HERE for the audio visual price list and order form for individuals and affiliates.

WORKSHOP CHAIRS, BUSINESS MEETING AND RECEPTION ORGANIZERS:
Contact the ISA Director of Conventions for assistance with your audio visual arrangements for any non-panel event.  AV costs can be consolidated into the invoice for your function.  Discounts are available for official events billed to the ISA master account.  Email Jeanne White at Jeanne@u.arizona.edu

AUDIO-VISUAL SUPPLIER:
Event Technology Services is the in-house audio visual supplier for the New York Marriott Marquis hotel.  Telephone 212-704-8879 for prices on items not shown on the price list. 

ISA CONTACT:
Please direct questions NOT COVERED in the above information to Jeanne White, ISA Director of Conventions.  Due to the large volume of inquiries, please allow 2-3 business days for a reply.


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