Who should I contact if I have questions? 

For author and manuscript-related questions, please contact conferences@aiaa.org.

If you are a member of the media, please contact rebeccag@aiaa.org.

For questions regarding exposition and sponsorship, please contact pauld@aiaa.org.

For all other questions, please contact conferences@aiaa.org.

Please note that due to the large volume of questions and requests, it may take us a few days to respond to emails. We will respond as soon as possible and appreciate your patience.

The 2022 AIAA SciTech Forum will be held in a hybrid format.

The forum will be held in person in San Diego, California, and online via the virtual platform 3–7 January 2022. Please note: anyone considering in-person attendance is encouraged to register by 13 December to take advantage of the early member registration discount.

AIAA recognizes the desire to return to face-to-face meetings to share research, ideas, and build the aerospace community. Given the current challenges posed by COVID-19, we are evolving AIAA SciTech into a hybrid forum, allowing attendees the ability to attend, present, and interact virtually or in person, based on their preference and level of comfort. We are excited to use this new format to accomplish AIAA’s mission of helping aerospace professionals and their organizations succeed.

Please see Frequently Asked Questions below, which will be updated regularly with additional details, and follow @AIAA on Twitter for real-time updates. Should you have any questions, please contact us at conferences@aiaa.org.

2022 AIAA SciTech Forum Safety Protocols

AIAA continues to prioritize attendee health and safety as we return to in-person events. We are using guidance from federal, state, and local health departments, event health and security experts, and many others while continuing to monitor and evaluate the current landscape and recommended safety precautions for the 2022 AIAA SciTech Forum.

All 2022 AIAA SciTech in-person participants must follow the following onsite health and safety protocols:

  • Present proof of full vaccination or a negative COVID-19 test. A third-party vendor will be used to collect all vaccination and testing information. Booster shots will not be necessary. Information will follow your registration with instructions on how to submit these documents closer to the event. Please be aware that failure to submit either a full vaccination or a negative COVID-19 test will result in the inability to print your badge and denial to the conference area. There will be no exceptions.
  • A daily health survey will be conducted by a third-party vendor each morning on each attendee. Once an attendee has completed their daily health check, they will receive a badge sticker to identify they are safe to attend the forum for that day.
  • Masks will be required indoors when not eating or drinking. Social distancing will be strongly encouraged, and rooms will be set with social distancing in mind when possible. Sanitizer stations will be available throughout the meeting space.
  • If additional regulations are put in place by the state or country, they will be added to our protocol requirements.
Hybrid Format
Plenary & Forum 360 Sessions

Both plenary and Forum 360 sessions will occur in person and be livestreamed. In-person attendees will experience the session live and have on-demand access to the recording. Virtual attendees will have access to the livestreamed session and on-demand access to the recording.

Virtual Technical Panels/Lectures

Details on how virtual panels/lectures will take place:

  • Panelists/Lecturers should be registered and they will receive a link for their login information for the virtual platform
  • On the day of the session, 30 minutes prior to start time:
    • Login to the virtual platform: https://virtualscitech.aiaa.org/Profile/Login
    • Navigate to the session through the schedule; click on the session to see the details
    • A prompt will appear to join the Zoom meeting, once participants click on the link, Zoom will open up
    • At the session start we recommend that the session chair make brief announcements about the panel or lecture format and how Q&A will work
    • We also recommend that the session chair share slides, although each presenter will be able to share their own screen if they’d like
  • Tech support will be available if needed
Technical Session Formats

The traditional technical sessions will be separated into in-person and virtual presentation time blocks. Sessions are either completely in-person, or completely virtual. In-person technical sessions will consist of five 20-minute presentations with Q&A. (The 20 minutes includes Q&A, so approximately 15 minutes to present, 5 minutes of Q&A.)

The virtual session block will follow the in-person block and consist of five 10-minute prerecorded presentations followed by Q&A for all authors. Please note that virtual attendees cannot participate in in-person technical sessions, but will have access to the presentation videos and can interact with their authors, in the virtual platform.

This concept was developed to give the presenter the ability to present in their preferred format, give dedicated time for both in-person and virtual presentations, and add flexibility for additional safety protocols in San Diego if necessary.

How will the virtual sessions work?

Each scheduled virtual technical session will have an individual virtual Live Screening room for watching the prerecorded presentations, asking questions, and chatting with session attendees. At the start of the session, the first prerecorded presentation will automatically play, followed by the remaining presentations in speaker order. During the presentations, attendees will have the ability to ask questions via chat. After the final presentation has finished, a Zoom meeting room will open for Q&A with the authors and to discuss the session.

You can view a demonstration of a Live Screening session here:

Can I present virtually in an in-person session?

No. There is no virtual access to in-person technical sessions.

Can I change my preferred presentation format from in-person to virtual?

We understand that these are challenging circumstances and that presenters may need to switch from in-person to virtual sessions based on health and travel requirements. AIAA is committed to offering all authors the opportunity to present and publish their work at SciTech; however, there are a number of logistical requirements that necessitate the need for the following deadlines:

Any presenter assigned to an in-person session who needs to change to a virtual session may do so by notifying Ann Ames. If your email is received by 10 December, 2000 hrs ET, we will work with the technical discipline chairs to keep your presentation within a related session and desired time block. Include the control ID number of your presentation in the email. Please be advised that while the organizing committee will make every effort to reassign presentations to sessions with similar presentation topics, that may not be possible due to limited session availability.

Email requests that are received 10 December, 2001 hrs ET through 2 January, 2359 hrs ET: you will be assigned to a virtual session taking place Friday, 7 January, in the afternoon. These virtual sessions will be designated as “Topics in Aerospace” and will not be grouped according to discipline or topic.

Unfortunately we are not able to accommodate any change requests made after 2 January 2359, hrs ET.

Can I change my preferred presentation format from virtual to in-person?

We will also try to honor all requests to change from a virtual to an in-person session; but in-person session space is strictly limited, so it may not be possible. These requests must be made by notifying Ann Ames and your email must be received by 10 December, 2000 hrs ET. Include the control ID number of your presentation in the email.

Unfortunately we are not able to accommodate any requests to change from virtual to in-person sessions that are made after 10 December, 2000 hrs ET.

Presenter Requirements

All authors will be required to submit a 10-minute summary video of their presentation, whether presenting in person or virtually. This additional action will allow both in-person and virtual attendees access to all technical presentations. All 10-minute summary videos will be added to the AIAA Video Library at the conclusion of the event and will be accessible to all individuals and organizations with access to conference proceedings. All presenting authors, whether presenting in person or virtually, will be required to register for the forum, attend their scheduled session, present, and be available for Q&A.

In-person session presenters must bring slides (not the presentation video) for use during their presentations.  The presentation video will be available on the online platform for virtual attendees, and also will be archived in the AIAA Video Library.

Virtual session presenters are required to attend their sessions for the entire length of the session, 75 minutes.  Failure to do so will be considered a no-show and will result in withdrawal of their papers from the proceedings.

Will my presentation video be played during my in-person session?

No. You must bring slides (not the video presentation) to use during your session. Your presentation video will be available to all in the online platform and will be archived in AIAA’s Video Library.

Rooms available for in-person attendees to watch virtual sessions
Is there a room available for in-person attendees to participate in virtual sessions?

AIAA has set aside the rooms on the 33rd floor of the hotel as areas where individuals can watch/participate in virtual sessions. You’ll need to bring your own device and headphones. We will not have a sign-up sheet/reservations, but there is plenty of space available.

Registration
How much is registration for the event?

Please visit the registration page to view registration options.

What if I register for in-person attendance but need to change to virtual?

Registration cancellation fees have been waived for any cancellations received by 3 January 2022. If you register to attend in-person but would like to switch to virtual attendance, or if you would like to cancel, please email the Forum Registrar, Sandra Turner, at sandrat@aiaa.org.

Do I need to register to present my paper?

Yes, an author from a submitted manuscript will be expected to register and participate during their scheduled in-person or virtual technical session. The registrant (participating author) does not need to be the same individual that recorded the presentation. Should an author be unable to participate during the designated events for technical paper presenters, the manuscript will be withdrawn from the proceedings.

Who will have access to the conference proceedings?

Full forum registrants will have access to the conference proceedings. All other registration types (Student and Retiree) do not include access to the proceedings (publications), but there is an option to purchase proceedings separately.

What is included in full conference registration?

SciTech2022-included-in-full-conference-registration

What will the in-person registration include?
  • Live and on-demand plenary sessions
  • Live and on-demand Forum 360 sessions
  • In-person technical sessions
  • Virtual technical sessions
  • Special sessions, including lectures, technical panels, tutorials, and workshops
  • Access to all 10-minute summary videos during the forum and in perpetuity to all individuals with access to conference proceedings
  • Exposition Hall
  • HUB programming in Exposition Hall
  • Access to networking events and food functions
What will the virtual registration include?
  • Live and on-demand plenary sessions
  • Live and on-demand Forum 360 sessions
  • Access to live virtual technical paper sessions
  • Access to all 10-minute summary videos during the forum and in perpetuity to all individuals with access to conference proceedings

For questions, please contact conferences@aiaa.org.

 

Supported By

Lockheed Martin
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