In Conjunction With (ICW) Events provide individual attendees, organizations, and institutions with the opportunity to host a meeting or event while on-site at the Annual Meeting.  

The Annual Meeting brings the fraternity/sorority profession together in one place. An In Conjunction With (ICW) Event lets you make the most of that — connecting with your board, staff, members, volunteers, or honorees without the added cost and coordination of convening them separately.

Whether you’re coordinating a board or staff meeting, celebrating an award recipient, or gathering your volunteers and alumni, an ICW event gives individuals, organizations, and institutions a convenient way to meet while everyone is already on-site.

• Reach your people where they already are. Your staff, volunteers, and stakeholders are on-site for the Annual Meeting — no separate travel, venue search, or logistics to manage.
• Maximize your face time. Board meetings, award celebrations, stakeholder updates, and volunteer/alumni gatherings can fit within the footprint of the Annual Meeting, allowing attendees to engage in your event and maximize their conference experience. 
• Stay visible within the fraternity/sorority community. An on-site presence keeps your organization connected and engaged with the broader profession throughout the meeting.

The ICW Request Form is open! Individuals and organizations interested in hosting an ICW event are asked to complete the registration form available on FSCentral. Members and Non-Members can find and submit their event reservation request via the following steps:

1. Log into FSCentral (Non-Members can create a free FSCentral account).
2. From the FSCentral home page, click the “AFA Home” tile.
3. On the AFA home page, find the ICW Event Registration form in the “AFA Events” table.

NOTE: Although you submit an ICW request, placement is on a first-come, first-serve basis based on availability. In the event AFA Central Office Staff is unable to accommodate your request, you will receive a full refund.

Register on FSCentral

ICW Event Planning Procedures

• Upon submission of the ICW Event Request form, AFA Central Office will contact you within two weeks of your request to verify your requested event date/time, A/V requests, and share food and beverage menus (if applicable/requested). In the event we are unable to accommodate your event request, you will receive a full refund.
• Final confirmation for your event date/time and space will be shared in October.
• Event coordinators may request one (1) Annual Meeting registrant list to utilize for event invitations. Requests for additional registrant lists may incur an additional fee. It is recommended that event coordinators request the Annual Meeting registrant list after the Regular Registration deadline in early November.

Space for ICW events is limited and registration will be on a first come, first served basis. Key deadlines for ICW registration are:

• Early Bird Registration ends Friday, September 18 at 11:59 pm ET (or until space is filled)
• Regular Registration ends on Friday, November 6 at 11:59 pm ET (or until space is filled)
• Late Registration ends Friday, November 20 at 11:59 pm ET (or until space is filled)

Pricing

ICW pricing is all-inclusive of your reserved space and standard setup for the time block you select. The difference in price for events with projection reflects the equipment itself along with the on-site labor to install and support it — so you don’t have to source, coordinate, or troubleshoot A/V on your own.

Costs for an ICW event are as follows:

NOTE: If additional services (A/V and/or amplified sound) are requested after the initial point of purchase and are not included in the original rate purchased, AFA will add on services based on the difference between the rate purchased and the current rate inclusive of requested services.

Eligibility to Reserve

In order to host an ICW event, one must be registered for the Annual Meeting.

Food & Beverage Policy

All food and beverage orders must be completed through AFA (and the Hilton Chicago). No outside food or beverage will be permitted. Food and beverage pricing is not included in the ICW registration cost.

Annual Meeting Registrant List Policy

Event coordinators may request one (1) Annual Meeting registrant list to utilize for event invitations. Requests for additional registrant lists may incur an additional fee.

Cancellation Policy

Cancellations made prior to November 6, 2026 will result in a refund of all but a $50 processing fee. Cancellations made between November 7, 2026 and November 20, 2026 will result in a refund of 50% plus a $50 processing fee. Cancellations made after November 20, 2026 are non-refundable.

• If you have questions or concerns about your ICW request, please contact info@afa1976.org.
• If you have any questions about the registration form, please contact Gretchen Foran at gretchen.foran@fraternalexcellence.org.