SIG and Chapter Meeting and Event Options

ASIS&T SIGs and Chapters are encouraged to host events as a way to engage membership, share research and best practice, and grow revenue. Below are the various types of events a group could hold. But first, a few fundamental rules to SIG and Chapter Events.

Fundamentals:

With the exception of a networking event, no event may be offered for free to non-members. Networking events may not include any educational content.
The ASIST platforms (Go-to-Webinar and Zoom) should be used for all virtual ASIS&T events.
Registration is required for all ASIS&T events, even if they are free to attend, and even for presenters. Do not send zoom information directly to participants or presenters. ASIS&T HQ will do this.
All ASIS&T events will be recorded.

Not sure what type of event you have in mind? Not to worry, contact us. Before planning your event, please let HQ know about it by clicking the button below:

Event Notification Form

Networking / Recruitment Event

Description
A networking/recruitment event is held over zoom and is an opportunity for current and prospective members to come together to learn more about the SIG or Chapter and ASIS&T. This is not an opportunity to impart content/knowledge, but rather to get to know each other.

Financial Considerations
Pricing: $0 but registration is required

Staffing
SIGs and Chapters typically host these networking events without ASIS&T staff support using either a member’s zoom account or the ASIS&T account.

Webinar

Description
A webinar is a one-hour session comprised of roughly 40-45 minutes of presentation by one or more presenter using slides and potentially video followed by 15-20 minutes of Q&A. The questions are posted into the webinar platform, read by the moderator, and answered by presenters. Participants are not visible nor can they engage with the speaker directly.

Financial Considerations
Pricing: $0 for members, $25 for non-members
Cost: There is no cost to the SIG or Chapter to host a webinar
Revenue: SIGs or Chapters will receive all registration revenue after the first five paid registrants in any webinar. There are rarely more than 5 paid registrants unless the hosting entity reaches out beyond the ASIS&T membership for attendance.

Staffing
ASIS&T staff will organize the webinar, coordinate the tech-check, and host the event. They can also moderate if there is not someone from the SIG or Chapter that wishes to do this.

Note: If you wish to hold your webinar outside of general ASIS&T HQ working hours (8 am to 6 pm ET), we will suggest hosting your webinar over Zoom which can be run by the SIG or Chapter

Interactive Webinar

Description
An interactive webinar is a one-hour session comprised of roughly 40-45 minutes of presentation by one or more presenter using slides and potentially video followed by 15-20 minutes of Q&A. An interactive webinar is hosted in zoom allowing participants to unmute to ask questions or discuss the presentation. Interactive webinars can incorporate breakout groups. A longer webinar is possible but the longer it becomes, the more like a symposium it becomes.

Financial Considerations
Pricing: $0 for members, $25/hour of content for non-members

Cost: There is no cost to the SIG or Chapter to host a one-hour webinar. Webinars longer in length may incur an administrative fee. Check with HQ staff on this.

Revenue: SIGs or Chapters will receive all registration revenue after the first five paid registrants in any webinar. There are rarely more than 5 paid registrants unless the hosting entity reaches out beyond the ASIS&T membership for attendance

Staffing
ASIS&T staff will organize the webinar, coordinate the tech-check, and host the event. They can also moderate if there is not someone from the SIG or Chapter that wishes to do this.

Note: If you wish to hold your webinar outside of general ASIS&T HQ working hours (8 am to 6 pm ET), your webinar can be run by the SIG or Chapter

Virtual Symposium

Description
A SIG or Chapter Symposium is an opportunity for a SIG or Chapter to showcase the research done by its members. It is a mini-Annual Meeting of sorts specific to the content of the SIG or area of the Chapter. These events are typically held as a pre-meeting event at the Annual Meeting but can be held at any time during the year. Symposia range from 4 to 8 hours in length and can be held in one day or over two days.

Financial Considerations
Pricing: This is at the discretion of the SIG or Chapter so long as it is not free to non-members. We typically recommend not less than $25 in order to recoup costs and provide some revenue for your group

Cost: ASIS&T charges an administrative fee of $25 per attendee for a virtual symposium.

Revenue: SIGs or Chapters will receive all registration revenue remaining after the administrative fee is deducted.

Staffing
The symposium will take place over Zoom and ASIS&T will provide full staff support including registration, marketing, and hosting the zoom. The staff person responsible will be in touch to determine the timing of the event, who should have host control, the need for breakout rooms, etc. The SIG or Chapter may need to provide people to record breakouts.

Virtual Workshop

Description
A SIG or Chapter workshop is a structured meeting or educational program where people collaborate to learn skills, solve problems, or work on a project. Workshops should have a clearly defined set of learning outcomes and provide time for attendees to have hands-on experience with the subject of the learning whenever possible. Workshops range from 4 to 8 hours in length and can be held in one day or over two days.

Cost: ASIS&T charges an administrative fee of $25 per attendee for a virtual workshop.

Revenue: SIGs or Chapters will receive all registration revenue remaining after the administrative fee is deducted.

Staffing
The workshop will take place over Zoom and ASIS&T will provide full staff support including registration, marketing, and hosting the zoom. The staff person responsible will be in touch to determine the timing of the event, who should have host control, the need for breakout rooms, etc. The SIG or Chapter may need to provide people to record breakouts.

Conference/Regional Meeting

Description
A SIG Conference or Regional Chapter Meeting is a multi-day event akin to an ASIS&T Annual Meeting in format. There should be keynote speakers and breakout sessions--papers, panels and posters. The event can be in person or virtual and even hybrid if the SIG or Chapter has the volunteer support to handle that. ASIST HQ may send a staff member to an in-person event.

Financial Considerations
Pricing: This is negotiated between HQ and the SIG or Chapter at the time that the event is proposed. The registration fee should cover all anticipated expenses.

Cost: ASIS&T HQ will pay all expenses and deduct that from the revenue.

Revenue: The sharing of revenue between the component and ASIS&T HQ will depend on the level of support needed from HQ and be negotiated along with the registration fee.

Staffing:
In-person events should be hosted by an institution willing to provide in kind support to the event. The ASIS&T member(s) at that institution will be largely responsible for staffing the event on-site though ASIS&T HQ may be able to send a staff support if the revenue covers that cost. Virtual conferences will be staffed by ASIS&T in a manner similar to a virtual symposium.