Policies

Publication Policy

AIAA will not consider for presentation or publication any paper that has been or will be presented or published elsewhere. Authors will be required to sign a statement to this effect. 

AIAA policy precludes an abstract or paper from being submitted multiple times to the same Forum. Also, AIAA will not republish a paper that has already been published by AIAA or another organization. 

Papers being submitted to the Student Paper Competition must be indicated during the submission process as “Student Paper Competition” presentation type. Students should not submit the abstract more than once. Only submissions with “Student Paper Competition” presentation type indicated will be eligible for the competition. Papers selected for that competition will be published along with the Forum proceedings.

"No Paper, No Podium" and "No Podium, No Paper" Policies

If a written paper is not submitted by the final manuscript deadline, authors will not be permitted to present the paper at the forum. Also, if the paper is not presented at the forum, it will be withdrawn from the proceedings. It is the responsibility of those authors whose papers or presentations are accepted to ensure that a representative attends the conference to present the paper. These policies are intended to eliminate no-shows, improve the quality of the program for all participants, and to ensure that the published proceedings accurately reflect the presentations made at the forum.

Timing of Presentations

Each paper presentation will be allotted 20 minutes, including introduction and question-and-answer period, except where noted in the program.

WARNING Technology Transfer Considerations

Prospective authors are reminded that technology transfer guidelines have considerably extended 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 deter¬mine the extent of approval necessary early in the paper prepa¬ration process to preclude paper withdrawals and late submis¬sions. The conference technical committee will assume that all abstracts papers and presentations are appropriately cleared.

International Traffic in Arms Regulations (ITAR)

AIAA speakers and attendees are reminded that some topics discussed at conferences 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.

General Policies

Nondiscriminatory Practices

AIAA is committed to providing engagement opportunities and access to products and services in a manner that is free from discrimination based on any personal factor unrelated to qualifications or performance. Such personal factors include, without limitation, race or color, citizenship, national origin or ethnicity, ancestry, religion or creed, political affiliation or belief, age, sex or sexual orientation, gender identity or expression, physical or mental disability, or any other characteristic protected by law. This does not prevent AIAA from offering programs or services targeted at, or even restricted to, underrepresented populations.

Complimentary Registrations

Review the Institute's policy on Complimentary Registrations.

Anti-Harassment Policy

Review the Institute's Anti-Harassment Policy for AIAA members and event attendees.

Restrictions

Photography or the video or audio recording of sessions or exhibits, as well as the unauthorized sale of AIAA-copyrighted material, is prohibited.

AIAA Photography and Video Notice

Attendance at, or participation in, this American Institute of Aeronautics and Astronautics (hereinafter “AIAA”) event constitutes consent to the use and distribution by AIAA and its employees, agents and assignees of the attendee’s image and/or voice for purposes related to the mission of AIAA, including but not limited to, publicity, marketing, other electronic forms of media, and promotion of AIAA and its various programs and events.

AIAA Event Photo and Video Policies

Photographs of presentations, slides, or materials at this American Institute of Aeronautics and Astronautics (hereinafter “AIAA”) event—whether expressly copyrighted or not—are for personal use only and may not be published, reproduced, or distributed. Do not photograph any such images that are labeled as confidential and/or proprietary.
AIAA Event Photo and Video Policies

Note that all non-ITAR sessions at this AIAA event are considered “on the record” and are open to the media unless expressly stated by the presenter or moderator. Credentialed members of the media may publish photos of sessions but are discouraged from posting slide decks or presentations without the permission of the presenter.

With the exception of credentialed media, video recording and/or use of a tripod by AIAA event participants and attendees during any portion of this event is prohibited without prior written permission of AIAA.

Please contact AIAA’s Senior Communications Manager, Rebecca Gray, with requests or questions.