Dates to Remember

Abstract Submission Begins:
9 September 2019

Abstract Deadline:
7 November 2019, 2000 hrs Eastern Time Zone, USA

Author Notification:
25 February 2020

Manuscript Deadline:

14 May 2020, 2000 hrs Eastern Time Zone, USA

Presentation Deadline: 
28 May 2020, 2000 hrs Eastern Time Zone, USA

How long are technical paper presentations?
Each paper will be allotted 30 minutes (including introduction and question-and-answer period) except where noted.

How can I access the proceedings from the event?
Proceedings for AIAA events will be available in an online format. The cost is included in the registration fee where indicated. Attendees who register in advance for the online proceedings will be provided with access instructions. Those registering onsite will be provided with instructions at that time.

What do I need onsite to check in for the event if I am already registered?
Upon arrival, those individuals already registered, should proceed to the Scan and Go stations at the main AIAA Registration area. You can then print your badge in one of two ways: pull up the confirmation email that was sent to you and scan the QR code (on your device or printout) OR type in your name.  You can then proceed to the materials pick up area for your program, lanyard and ribbons.

Where can I find a list of committee meetings occurring at the event?
The committee meeting schedule will be included in the forum final program, on the forum website, as well as within the forum app once onsite at the event.

Where can I find an attendee list for the event?
Attendee lists are not distributed.

Are certificates of attendance available to attendees?
Certificates of Attendance will be emailed to each registered attendee on the last day of the forum.

How can I request a letter of invitation?
To request a letter of invitation, please fill out and submit the online Invitation Letter Request Form.

If you plan to attend an American Institute of Aeronautics and Astronautics (AIAA) event held in the United States and you require a visa for travel, you must apply for a visa with the U.S. embassy (consular division) or a U.S. consulate with ample time for processing. Advance travel planning and early visa application are important. AIAA strongly suggests that you submit your formal application to U.S. authorities a minimum of 120 days in advance of the date of anticipated travel. For more information, please click here.

Is funding or sponsorship available for individual attendance at the event?
AIAA does not provide funding or sponsorship for individuals to travel to and attend its events.

What meals are included in the event registration?
The meals included in the event registration depends on the rate paid. Please refer to the event Registration page for a full list of rates available and what they include.

Can I cancel my registration if I am not able to travel to the event?
Event registration cancellations must be in writing and received no later than the cancellation date listed on the event Registration page. There will be a cancellation fee assessed for cancellations received by this date. Registrants who cancel beyond this date or fail to attend the event will forfeit the entire fee. For questions, contact the Registrar for the event listed on the event Registration page.

Are registrations transferable?
Registrations are transferable on a case-by-case basis. Contact the Registrar for the event listed on the event Registration page to request a transfer of your registration.

Are there resources available for me to gain management support for attendance at the event?
Please click here to access online resources to help individuals gain support and financial backing from their company to attend an AIAA event.

What audio/visual equipment is available in the session rooms?
Each session room will be preset with the following (anything additional will be at cost to the presenter): one LCD projector, one screen, one laptop and one microphone* (if needed). Specs for the laptops provided in each session room:

Operating System: Windows 10
Software: Office 2019
3) USB Ports (2 USB 3.0, 1 USB 2.0)
1) Card Reader
1) Mini Display Port
Processor: 3rd Generation Intel® Core™ i7-3520M (3.50 GHz, 4MB L3, 1333MHz FSB) 
Storage: 500GB (5400rpm)

Presenters are welcome to use their own laptop if they prefer; however, if so, please make sure to bring appropriate adaptors going to HDMI. Please note that AIAA does not provide security in the session rooms and recommends that items of value, including laptops, not be left unattended. 

PowerPoint specifications:   16:9 aspect ratio for PowerPoint slides.

*A microphone(s), if necessitated by room size and ceiling height will be provided. Due to the extra cost that microphones incur to AIAA, if the room does not need one, there will not be any provided.

Are sessions at the event videotaped?
Yes, AIAA Livestreams and records selected sessions at events such as plenary sessions and Forum 360 discussions. Individual videotaping or audio recording of sessions or exhibits as well as the unauthorized sale of AIAA-copyrighted material is prohibited. By registering for this 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. Recorded sessions can be found here.

Can members of the press attend the event?
Credentialed members of the press are welcome to attend all open events. If interested, members of the press should fill out the Press Credential Registration Form to gain approval.

What registration discounts are available?
AIAA members receive registration discounts. In addition, there are discounted rates available for students, one-day purchases, as well as retired individuals. Please refer to the event Registration page for a full list of rates available.

Can I pay for registration via bank wire transfer? 
Yes, AIAA accepts bank wire transfer as a means of payment. Contact the Registrar for the event listed on the event Registration page to request payment details.

What is the dress code for AIAA events? 
The suggested attire for AIAA events is business casual dress.

What time does the last session end at an AIAA event? 
Please refer to the program agenda to see the daily program schedule.

Is it possible to print airline boarding passes onsite at AIAA events? 
AIAA does not provide this service, but most hotels do.

If you have questions about the abstract and manuscript submission process, please refer to the Technical Presenter FAQs.

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