Letter of Invitation

International teams may need a letter of invitation in order to obtain a visa so that they can come to the United States. As you go through the competition process, each team will receive confirmation emails that indicate completion of that step as well as what steps are forthcoming. This may be used as needed.

Only teams that proceed to Final Design Report phase AND submit their documentation on time will be invited to attend the flyoff. Teams that need a letter of invitation may then contact Michael Lagana to obtain an official letter of invitation.

One letter of invitation will be prepared. When requesting the letter, please send your most recent team roster. This letter, noting all team members and faculty, will then be sent to the primary team contact as indicated by the team’s application. This person is responsible for providing a copy to any team member that may need one for visa purposes.


Non-US citizens traveling to the competition from abroad may be required to obtain a visa to enter the country. Visas are handled by the US Department of State. Neither AIAA nor any corporate sponsor have influence in any way on whether a person receives a visa to enter the USA.

AIAA will provide letters of invitation to teams that are invited to the flyoff that may be used in filing for a visa. Also, AIAA will take calls from the Department of State or any embassy that calls to validate whether a person is participating in the competition.

AIAA will validate team information and provide information about the competition only. No one involved with the competition will provide reference for any individual, nor will they act as a sponsor in any way. The competition is an event over a weekend. While there are prizes, the event is considered personal activity. Therefore persons coming for the competition could qualify for a tourist visa.

Information about obtaining a visa to the USA can be found at the US Department of State website.

Shipping to the U.S.

Each team is responsible for getting their aircraft to the flyoff. One option that some teams choose is to ship their plane ahead of the competition via UPS, DHL, or some other shipping service. This has a few particular items that need to be considered.

First item to note is that a physical address must be entered for final delivery. This address must also have someone there who can sign for the package(s). Most shipping companies will not hold a package at a warehouse for the sender. Second item is that the package will need to clear customs in order to be delivered. Clearing customs will most likely require that the aforementioned person at the delivery location provide a Power of Attorney (POA) document and provide information about the business or person occupying the delivery address.

A commercial invoice must be prepared. This invoice must be provided with the package, and most likely must be available from the outside of the package and in multiple copies.

While the choice of shipping is at the discretion of the team, sample information and instruction can be found on the UPS website.

From that site there are instructions for Import/Export (see More International Tools). The Country Regulations box will provide details on SHIPPING FROM Country 1 to Country 2 (for the DBF, Country 2 will be the United States). Clicking Select All and then Show Regulations will provide all pertinent information, specifically if using UPS.

Again, UPS is just being noted as an example. The shipping company used is at the complete discretion of the team.