Registration 

 

Cancellations

Cancellations must be received in writing no later than the date indicated on the event registration form. There is a $100 cancellation fee. Registrants who cancel beyond this date or fail to attend forfeit the entire fee. For questions, call 703.264.7500 or (toll-free, U.S. only) 800.639.AIAA (2422).

Photo ID Required at Check-In

All registrants must provide a valid photo ID (driver’s license or passport) when they check in on site at the event. For student registration, a valid student ID is also required.

Membership

Professionals registering at the nonmember rate will receive a one-year AIAA membership. Students who are not members may apply their registration fee toward their first year’s student member dues.

Nondiscrimination

AIAA accepts registrations without regard to race, creed, gender, color, sexual orientation, physical handicap, or national or ethnic origin.

Consent to Use of Images

Please note that photographs and video taken by or on behalf of AIAA of event activities and attendees shall be the property of AIAA. By registering for an AIAA event, you consent to the use by AIAA of any photograph or video in which you appear, including for promotional purposes, in print, digital, or other format, without notice or compensation to you.

Certificate of Attendance

Certificates of Attendance at a given conference are available for attendees who request such documentation at the conference itself. Please request your copy at the on-site registration desk. AIAA offers this service to better meet the needs of the professional community. Claims of hours or applicability toward professional education requirements are the responsibility of the participant. 

 

Presentation and Publication

 

Exclusivity

AIAA will not consider for presentation or publication any paper that has been previously presented or published elsewhere or that is currently under consideration for presentation or publication elsewhere. AIAA policy also precludes an abstract or paper from being submitted multiple times to the same conference. Authors will be required to certify their compliance with these policies.

“No Paper, No Podium” and “No Podium, No Paper” Policy

This policy is specific to individual AIAA events. Please check the Call for Papers for the event at which you are presenting a paper to determine which policy is in effect. 

 

  • No Paper, No Podium: If a written paper is not submitted by the final manuscript deadline, authors will not be permitted to present the paper at the conference. Final manuscripts are due at AIAA by the deadline specified in the Call for Papers. It is the responsibility of those authors whose papers are accepted to ensure that a representative attends the conference to present the paper. This policy is intended to improve the quality for the event for attendees.
  • No Paper, No Podium, and No Podium, No Paper: If a written paper is not submitted by the final manuscript deadline, authors will not be permitted to present the paper at the conference. Final manuscripts are due at AIAA by the deadline specified in the Call for Papers. It is the responsibility of those authors whose papers are accepted to ensure that a representative attends the conference to present the paper. If an author does not give their scheduled presentation, the paper will be removed from the conference proceedings and list of published papers. These policies are intended to prevent no-shows and improve the quality of the event for attendees.

 

Manuscript Revisions

AIAA will accept revisions of papers within seven (7) business days of the last day of a conference. No revisions will be accepted after that time. Any exceptions to this policy are at the sole discretion of the Technical Papers Manager.

International Traffic in Arms Regulations

AIAA speakers and attendees are reminded that some topics discussed in the conference could be controlled by the International Traffic in Arms Regulations (ITAR). U.S. nationals (U.S. citizens and permanent residents) are responsible for ensuring that technical data they present in open sessions to non-U.S. nationals in attendance or in conference proceedings are not export restricted by the ITAR. U.S. nationals are likewise responsible for ensuring that they do not discuss ITAR export-restricted information with non-U.S. nationals in attendance.

Warning – Technology Transfer Considerations

Prospective authors are reminded that technology transfer guidelines have extended considerably the time required for review of abstracts and completed papers by U.S. government agencies. Internal (company) plus external (government) reviews can consume 16 weeks or more. Government review, if required, is the responsibility of the author. Authors should determine the extent of approval necessary early in the paper preparation process to preclude paper withdrawals and late paper submittal.

 

Restrictions

Photographing or Recording of Sessions and Exhibits

Photographing or video or audio recording of sessions, materials presented in sessions, or technical exhibits without written permission from AIAA are prohibited. Please note that photographs and video taken by or on behalf of AIAA of event activities and attendees shall be the property of AIAA. 

Sale of AIAA-copyrighted Materials

The unauthorized sale of AIAA-copyrighted material is prohibited. 

Smoking Policy 

Smoking is not permitted at AIAA events. 

 

Wi-Fi Internet Access On Site

AIAA may provide limited Wi-Fi service for attendees to use while on site. To keep this service available and optimized for all attendees, please do not download files larger than 2MB, create multiple sessions across multiple devices, or download multiple files in one session. If you receive an error message that an AIAA server is blocking your current IP address, please inform the AIAA registration desk.