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 2010 Annual Convention. All events will be held at either the New Orleans Hilton Riverside Hotel or the Loews New Orleans Hotel.  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.  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 Meetings, Receptions, & Workshops menu to the left to navigate this site.

Panel Schedules

Panels at the 2010 Convention will be conducted Wednesday, February 17 through Saturday, February 20. Panels will take place 4 times a day, beginning at 8:30 a.m. and ending at 5:30 p.m. daily.  There is a 1.5 hour break from 12:15 to 1:45 p.m. daily.  Business meetings or Board meetings may be scheduled during the mid-afternoon break.

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 found here.

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

Preliminary Schedule of Events

A tentative schedule of all events 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.

Listing Your Event in the Convention 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 FRIDAY, NOVEMBER 20. Meeting or Reception requests received after November 20 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 1, 2009. 

NOTE ON PANEL ROOM ASSIGNMENTS:   Panel 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. Participants will be able to view meeting room names online after registration payment is made in the MyISA system. 

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. 

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. 

How to Schedule A Workshop, Meeting or Reception (Affiliates only)


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 coordinate all affiliate non-panel events.  Please download and complete the workshop or business meeting request form or the reception request form to begin the process.  Upon receipt of the form, ISA will contact you and discuss your requirements.  All event space is assigned on a first-come, first-noticed basis.  ISA holds all meeting space at the Hilton and Loews hotels.  Please do not contact the hotels directly – you will be referred back to ISA.

DEADLINE FOR AFFILIATE CATERING ORDERS IS JANUARY 15, 2010!


SCHEDULING AN OFFICIAL ISA WORKSHOP

Tuesday, February 16 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 Estimated Costs for Budget Proposals 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:  NOVEMBER 6, 2009!

DEADLINE TO CONFIRM ALL WORKSHOP MEETING ROOM REQUIREMENTS (AUDIO VISUAL, CATERING, ROOM SETUP, ETC.):  JANUARY 4, 2010

For more information about the ISA 2010 Workshop Grant process, please visit the Workshops website.

SCHEDULE AN OFFICIAL ISA BUSINESS MEETING OR RECEPTIONS

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 several 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, Wednesday – Saturday only) and certain labor fees.  Please see catering section for more information.

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, the New Orleans Riverside Hilton, and the Loews New Orleans 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 Hilton New Orleans Riverside or Loews New Orleans Hotels. 

DEADLINE TO REQUEST MEETING SPACE FOR PROGRAM-LISTED EVENTS:  NOVEMBER 20, 2009

DEADLINE TO REQUEST MEETING SPACE – WITHOUT PROGRAM LISTING:  JANUARY 4, 2010

Catering - Order Food & 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.  All ISA clients, including affiliates, will submit their catering orders to Jeanne White at ISA. 

The Hilton New Orleans Riverside Hotel 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. 

Download Menu: A downloadable copy of the Hilton New Orleans Riverside menus is available in the FORMS section.

DEADLINE TO SUBMIT CATERING ORDERS FOR OFFICIAL ISA FUNCTIONS:  JANUARY 4, 2010

Forms

Workshop or Business Meeting Request Form

Reception Request Form

Catering Menus – Hilton New Orleans Riverside

Catering Menus – Loews New Orleans

ISA Credit Card Authorization Form

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

Hilton Riverside New Orleans Credit Card Authorization Form

  • WORD (for paying catering, AV, & other hotel related event charges)

Contacts

We would like to make this process as efficient as possible and our staff is standing by to assist you.

Questions about a panel, poster or the program? 

  • 2010 Program Chair, Elizabeth DeSombre  at isa2010@wellesley.edu

Questions about convention registration?

  • ISA convention registration website here.

Questions about ISA membership?

  • ISA Member Services website here, and Membership Services Coordinator here.

Questions about exhibits, advertising, or sponsorship?