Aerospace Sciences Group

Conference Planning
Handbook
Revision 1.0
May 2001
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Table of Contents
1.0 Purpose 1
2.0 Responsibility and Authority 1
3.0 Positions 2
3.1 AIAA Member Volunteer Positions 2
3.1.1 Conference General Chair 2
3.1.2 Conference Administrative Chair 4
3.1.3 Technical Program Chairs 4
3.1.4 Technical Session Chairs 6
3.2 AIAA Professional Staff Positions 7
3.2.1 Business Developer 8
3.2.2 Event Planner 8
3.2.3 Technical Papers Specialist 9
3.2.4 Technical Activities Liaison 10
3.2.5 Honors and Awards Liaison 10
4.0 Planning Processes and Schedules 11
4.1 Conference Identification and Site Selection 11
4.2 Selection of General Chair 12
4.3 Conference Administrative and Technical Program Planning 12
4.4 Schedule of Significant Events 13
5.0 Awards Protocol 14
5.1 Technical Awards 14
5.1.1 Complimentary Considerations 14
5.1.2 Personal Attention 15
5.2 Best Paper Awards 15
5.2.1 Complimentary Considerations 15
5.2.2 Personal Attention 16
5.3 Distinguished Lectureship Awards 16
5.3.1 Complimentary Considerations 16
5.3.2 Personal Attention 16
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5.4 Other Awards (Presented at Aerospace Sciences Meeting) 17
5.4.1 Complimentary Considerations 17
5.4.2 Personal Attention 17
6.0 Policy Issues 19
6.1 Single General Chair for Collocated Conferences 19
6.2 Complimentary Registration for Member Volunteers 19
6.2.1 Eligibility 19
6.2.2 Cost Recoupment 19
6.3 No Paper, No Podium (AIAA Printing vs. Bring Your Own) 20
Appendices
A Collocated Conferences and General Chair Rotations 21
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1.0 Purpose
This Handbook constitutes a single source of reference for policy and procedures governing the
planning and execution of Technical Conferences sponsored by member Technical Committees of
the AIAA Aerospace Sciences Group.
This Handbook identifies the key positions (both AIAA member and AIAA professional staff)
involved in the planning and implementation of AIAA technical conferences. It provides definition
of the various responsibilities associated with each of these positions, establishes the associated
authority conferred on upon the individuals who assume them, and delineates criteria for selection of
qualified persons to serve in these positions.
This Handbook further outlines the processes and schedules associated with planning and
implementation of Aerospace Sciences Group Technical Conferences.
2.0 Responsibility and Authority
The AIAA Director-Technical, Aerospace Sciences Group, is responsible for the conduct of
Technical Conferences sponsored by Technical Committees within the Aerospace Sciences Group.
Those Technical Committees include:
Aeroacoustics Aerodynamic Decelerator Systems
Aerodynamic Measurement Technology Applied Aerodynamics
Atmospheric Environment Astrodynamics
Fluid Dynamics Atmospheric Flight Mechanics
Plasmadynamics and Lasers Balloon Systems and Technology
Thermophysics Guidance, Navigation, and Control
Policies and procedures defined herein are subject to review and approval by the Director-Technical,
Aerospace Sciences Group.
Revision 1.0 Approved:
Director, Aerospace Sciences Group
May 2001
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3.0 Positions
The planning and implementation of a successful AIAA Technical Conference require the
coordinated efforts of many individuals who serve in a variety of positions. Each position may be
characterized as having a specific set of responsibilities, and an associated level of authority, as
required for the successful execution of the technical conference. Some positions are filled by AIAA
members, who serve in volunteer capacities, representing a specific Technical Committee or
constituency. The responsibilities of certain other positions require that they be filled by members of
the professional staff of the AIAA.
Those key positions required for the planning and execution of any specific technical conference, or
collocated group of conferences, include:
AIAA Member Volunteer Positions AIAA Professional Staff Positions
Conference General Chair Business Developer
Conference Administrative Chair Event Planner
Technical Program Chairs Technical Papers Specialist
Technical Session Chairs Technical Activities Liaison
Honors and Awards Liaison
3.1 AIAA Member Volunteer Positions
AIAA member volunteers provide leadership for the definition of: conference technical emphasis
and content; conference organizational structure and schedule; and professional development, social,
and other ancillary events associated with the conference. They serve in volunteer capacities
without remuneration. They are personally accountable for the performance of those duties for
which they have accepted responsibility, and for any administrative support that may be required for
the successful accomplishment of those duties.
AIAA member volunteers are NOT authorized to represent the Institute in any manner that, either
overtly or by implication, might create a financial obligation (either real or apparent) on the part of
the Institute.
3.1.1 Conference General Chair
The Conference General Chair is the single individual responsible for oversight, facilitation,
and coordination of ALL aspects of the planning and implementation of the Technical
Conference. The General Chair works closely with the AIAA staff, the Conference
Administrative Chair, the Technical Program Chairs, and others to assure that the
conference is properly and successfully planned, marketed, and implemented.
Qualifications: As a general rule, it is MANDATORY that an individual have previous
experience as a Technical Program Chair before he/she should receive consideration for
selection to be a Conference General Chair. In unusual circumstances, equivalent
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experience obtained through service as a Technical Committee Chair, a Group Deputy
Director, or other appropriate position, might provide an individual with the requisite
understanding of the role, responsibilities and requirements of a Conference General Chair
to qualify them for selection/appointment to that position.
Selection and Approval: For conferences sponsored by a single Technical Committee, the
Technical Committee Chair is responsible for identification and selection of the Conference
General Chair. For collocated conferences with sponsorship by multiple Technical
Committees, selection of the Conference General Chair is a shared responsibility of the
Technical Committee Chairs (or their designated representatives) of those TCs participating
in the particular conference. (See Section 4.2 for discussion of this process for specific
collocated conferences.)
In all cases, the selection/appointment of the Conference General Chair is subject to
approval by the Director-Technical, Aerospace Sciences Group.
The General Chair of the annual Aerospace Sciences Meeting is selected/appointed by the
Director-Technical, Aerospace Sciences Group.
Responsibilities: The Conference General Chair leads the conference planning team of
member volunteers (Administrative and Technical Program Chairs) and AIAA staff. He/she
is responsible for oversight, coordination, and facilitation of all conference planning
activities, and assurance that all aspects of the planning and implementation process are
properly addressed by other responsible team members.
Specific responsibilities of the Conference General Chair include:
o Establishment of conference focus or theme (if appropriate)
o Planning and organization of plenary sessions built around the conference theme
o Identification of, and invitation to, guest speakers (keynote or luncheon)
o Identification and selection of all conference special events and accommodations;
e.g., exhibits, off-site social events, receptions, luncheons or banquets,
complimentary coffee or refreshment services, etc. (The conference registration fee
is directly related to the inclusion of all such items.)
o Coordination and development, with AIAA staff, of an accompanying spouses
program
o Specification of overall conference administrative schedule (i.e., times of technical
sessions, luncheons, breaks, social events, etc.)
o Assignment of meeting rooms for technical sessions
o Assurance that award winners are afforded proper courtesies, consistent with
Awards Protocol (see Section 5.0)
o Conduct of daily Speakers' Briefing
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o Serve as "master of ceremonies" at Awards Luncheon/Banquet or other ceremony
o Single point of interface with AIAA staff regarding any and all administrative
aspects of conference planning and implementation.
Authority: The Conference General Chair, in consultation with AIAA staff, is the final
decision authority regarding all matters pertaining to the general administration of the
conference. If possible, all substantive decisions should be made in consultation with the
Technical Program Chairs. However, if and when required, the General Chair has single-
point decision authority to independently represent the interests of the other volunteer
members involved in conference planning.
In the event consensus or agreement cannot be achieved among/between the Technical
Program Chairs and/or appropriate AIAA staff with regard to any substantive issue, the
General Chair is responsible for arbitration of the disagreement. If the involved parties
remain unable to reach consensus or agreement, the General Chair is authorized to dictate a
final decision based upon his/her best judgement.
3.1.2 Conference Administrative Chair
The Conference General Chair may, at his/her sole discretion, appoint a Conference
Administrative Chair to provide additional conference planning and implementation
support. The duties and responsibilities of the Administrative Chair are determined and
specified by the General Chair.
The appointment of an Administrative Chair may be particularly advantageous when
neither the General Chair, nor any of the Technical Chairs, live in the vicinity of the
conference site. In this situation, selection/appointment of an Administrative Chair
who lives in the conference site locality can provide a valuable "on-site" presence
during the conference planning process.
If there is an AIAA Section in the conference locality, it is recommended that the
Administrative Chair be selected from among the membership of that Section. This
provides an excellent mechanism for encouraging Conference participation by local
Section members.
3.1.3 Technical Program Chairs
The Technical Program Chair is responsible for development and implementation of the
conference technical program in his/her technical area. The Technical Program Chair works
closely with the General Chair and other Technical Program Chairs to assure a well
presented, fully-integrated technical program for conference attendees. In addition, the
Technical Program Chair serves as the representative of his/her Technical Committee with
regard to all aspects of conference planning.
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The position of Technical Program Chair is unquestionably the most demanding of the
several conference leadership positions filled by AIAA member volunteers.
Qualifications: The Technical Program Chair should be an individual with significant
previous experience as a participant in AIAA technical conferences, both as an
author/presenter and as a Technical Session Chair. In addition, the Technical Program
Chair MUST be both willing and able to commit substantial personal time and effort to this
task, especially during the short time period between the abstract submittal deadline and the
required date of final technical program submittal to AIAA staff.
Selection: The Technical Program Chair is selected and appointed by the Chair of the
sponsoring Technical Committee.
Responsibilities: The Technical Program Chair determines the conference's technical
program content. He/she is responsible for oversight and coordination of all aspects of the
technical program planning and implementation process.
Specific responsibilities of the Technical Program Chair include:
o Preparation of the "Call for Papers" for publication in Aerospace America and
distribution via other independent media (See Section 4.0 for schedule.)
o Planning and organization of plenary or other special technical sessions
o Identification of reviewers to perform the technical review of abstracts received
o Definition and coordination of the technical review process for abstracts received as
a result of the Call for Papers
o Selection of papers for inclusion in conference
o Notification to authors of the results of the selection process (Specifically, the
Technical Chair is REQUIRED to inform authors of non-selected papers of that
decision.)
o Organization of selected papers into focused technical sessions
o Planning of session scheduling and session room assignments (in consultation with
Conference General Chair and other Technical Program Chairs)
o Selection and appointment of Technical Session Chairs
o Confirmation of audio-visual requirements for all sessions
o Submission of all Session Planning materials to AIAA Headquarters in accordance
with the required schedule
o At-conference confirmation of availability of printed papers for enforcement of the
AIAA "No Paper, No Podium" policy.
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In order to effectively perform his/her responsibilities, the Technical Program Chair may
require substantial administrative support and may incur monetary costs associated with
postage for communication with prospective authors and Session Chairs. The Technical
Chair is responsible for providing, either personally or through his/her employer, for any
and all such support. AIAA Headquarters staff does NOT serve an administrative support
role for Technical Chairs, nor does AIAA pay for Technical Program-unique postage costs.
Authority: The Technical Program Chair is authorized to invite individuals to present
papers on topics of specific interest to the conference, without requirement for the invited
author(s) to follow the normal abstract submittal, review and selection process. (However,
as with other authors, invited speakers are expected to provide a written paper.) The
Technical Program Chair is authorized, at his/her sole discretion, to select or reject any
paper submitted in response to the Call for Papers for inclusion in the conference technical
program.
The Technical Program Chair has NO authority to offer complimentary conference
registration, social event tickets, or other type(s) of special assistance to any individual,
either as an enticement or direct remuneration, for their participation in the conference or
for any other reason whatsoever.
The Technical Program Chair is NOT authorized to waive the AIAA "No Paper, No
Podium" rule. (This rule may be waived only under unusual circumstances, and then only
in consultation with, and by authority of, the Conference General Chair and the Director-
Technical, Aerospace Sciences Group.)
3.1.4 Technical Session Chairs
Technical Session Chairs constitute the primary communication link between the conference
organizers (Technical Program Chair and AIAA Staff) and the authors of technical papers
selected for presentation at the conference. Prior to the conference, Sessions Chairs perform
oversight of the authors' progress in preparation of the final paper, and readiness for its
presentation at the conference. At the conference, Session Chairs serve as "masters of
ceremonies" for their technical sessions.
Selection: Technical Sessions Chairs are selected and appointed by the Technical Program
Chair.
Responsibilities: The various responsibilities of the Technical Session Chair begin when
their Technical Session is formally organized by the Technical Program Chair, and are not
completed until after conclusion of the conference session itself. The specific
responsibilities of the Technical Session Chair include:
o Initial communication (phone or e-mail) with all authors of papers selected for
presentation in the session to assure understanding of the paper submission deadline
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required for AIAA printing of the technical paper, and the AIAA "No Paper, No
Podium" policy
o Confirmation of the audio-visual requirements of each author, and comparison of
those requirements with the session's audio-visual equipment plan
o Follow-up communication with authors to provide a continuing assessment of paper
status (i.e.: Will the paper be provided to AIAA for printing? If not, will the
author print and hand-carry the required copies of the paper to the conference? Will
the paper be withdrawn?)
o Communication with the Technical Program Chair, as required, regarding any
changes in the status of papers selected for presentation in the session, or the
authors' audio-visual requirements
o Serve as "master of ceremonies" at the Technical Session, performing appropriate
introduction of each speaker, leading/encouraging a robust question and answer
period following the presentation of each paper, and maintaining the prescribed
time schedule for the session
o Completion and submittal, following the session, of the "Technical Session Report
Form."
Some Technical Committees also utilize Technical Session Chairs as session organizers, as
an aid to the Technical Program Chair. In this role, a Session Chair may be asked to solicit
abstracts in a particular technical area (which would be considered along with all other
submitted abstracts), and/or solicit Invited Papers for inclusion in his/her session.
Technical Session Chairs may also have other unique duties (e.g., identification of papers
from the session for consideration for a Best Paper Award) as assigned by the Technical
Program Chair, or the Technical Committee that sponsors their technical session.
3.2 AIAA Professional Staff Positions
AIAA employs a staff of professionals who support AIAA Technical Activities through liaison,
business development, and meetings planning and execution. These personnel are responsible for
various aspects of the conference planning and implementation process, and support the Conference
General Chair in all aspects of his/her responsibilities for successful execution of the technical
conference. AIAA staff personnel are accountable for the performance of those duties for which
they have responsibility.
ONLY specified AIAA professional staff members are authorized to participate in matters that may
result in financial obligations on the part of the Institute with regard to the conduct of technical
conferences.
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3.2.1 Business Developer
The AIAA Business Developer is the primary AIAA staff liaison with the Conference
Planning Team. The Business Developer works closely with the Conference General,
Administrative, and Technical Chairs to facilitate the planning process.
Specific responsibilities of the AIAA Business Developer include:
o Coordination, with the Aerospace Sciences Group Director, and the General and
Technical Chairs (as representatives of the sponsoring technical committees) of
conference "strategic planning." This includes definition of the scope, objectives,
and target audience for the current conference. It also includes facilitation of
discussion of issues, ideas and trends that may influence the future direction of the
conference, in the interest of continually improving the conference's attractiveness
and value to the membership
o Coordination with other societies, government agencies and/or industry
organizations regarding all issues associated with possible conference co-
sponsorship
o Assurance (working with the Technical Chairs) of timely availability and
distribution (through publication in Aerospace America and via other independent
media) of the conference "Call for Papers."
o Coordination with the Event Planner to assure that the conference logistical
arrangements are consistent with, and responsive to, the intent and requirements
established by the Conference Planning Team.
3.2.2 Event Planner
The AIAA Event Planner is responsible for the successful administrative and logistical
execution of the conference. The Event Planner works closely with the AIAA Business
Developer, and the General, Administrative, and Technical Chairs in the definition of
conference logistical requirements. The Event Planner is then responsible for assuring that
those requirements are fulfilled.
During the conference planning and preparation process, specific responsibilities of the
AIAA Event Manager include:
o Assessment of the capabilities of various hotel, conference, and special event
facilities (in candidate host cities) to meet the logistical needs of the conference.
These needs include, but are not limited to: meeting rooms (for both sessions and
committee meetings), special event and/or exhibit capabilities, food and beverage
services, etc.
o Selection, in consultation with the conference planning team, of preferred facilities
for negotiation
o Preparation (in consultation with the planning team) of the conference budget
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o Serve as single point-of-contact between AIAA and candidate hotel, conference,
and special event facilities for definition of all requirements
o Negotiation and signature of contracts with hotel, conference, and special event
facilities (The Event Manager is the only individual authorized to commit the AIAA
to any agreement which results in any financial obligation, real or implied, on the
part of the Institute.)
o Coordination of ALL conference logistical issues, including but not limited to:
meeting, banquet, and exhibit room assignments; menus and coffee/beverage
service; audio-visual equipment; special events; security, etc.
On-site, during the actual conference execution, specific responsibilities of the AIAA Event
Manager include:
o Serve as single point-of-contact between AIAA and contracted hotel, conference,
and/or special event facilities for assurance that all requirements are met, and
unanticipated problems or needs are addressed in a timely manner
o Crisis management
3.2.3 Technical Papers Specialist
The AIAA Technical Papers Specialist is responsible for coordination of the preparation of
conference programs, paper printing, and on-site paper sales. The Technical Papers
Specialist works closely with the Conference Technical Chairs in documentation and
publication of the conference technical program.
Specific responsibilities of the AIAA Technical Papers Specialist include:
o Distribution of program planning software to Technical Chairs
o Receipt, from Technical Chairs, and processing of electronic session planning
sheets establishing conference technical program
o Assignment of paper numbers
o Preparation and distribution of paper acceptance letters and author manuscript
preparation instruction packages
o Receipt and preparation of manuscripts for printing by AIAA
o Preparation and distribution of "missed printing deadline" letters and instructions
for author printing and delivery of papers
o Oversight of preparation and production of preliminary and final conference
programs
o Operation of conference technical papers sales area.
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3.2.4 Technical Activities Liaison
The Technical Activities Liaison is responsible for administrative support of the Technical
Activities Committee and each of the AIAA Technical Committees. The Technical
Activities Liaison also facilitates communication and issue resolution among the various
participants in the conference planning process, including the General and Technical Chairs,
the Aerospace Sciences Group Director, and AIAA professional staff.
3.2.5 Honors and Awards Liaison
The Honors and Awards Liaison is responsible for administration of the AIAA Honors and
Awards Program. The Honors and Awards Liaison serves as staff interface with the various
organizations responsible for selection of award winners, the Honors and Awards
Committee, and the Event Planner regarding all information associated with award winners
and award ceremony requirements. (See Section 5.0 for information regarding Honors and
Awards activities conducted in conjunction with Aerospace Sciences Group-sponsored
conferences.)
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4.0 Planning Processes and Schedules
This section provides a description of the conference planning and implementation process, and an
indication of key event/requirements milestones and their timing relative to the conference dates.
4.1 Conference Identification and Site Selection
Planning for an Aerospace Sciences Group Technical Conference normally begins several years
prior to the actual conference dates. The planning process starts with identification of the need for a
conference, definition of the technical program objective or theme (if any), and identification of the
Technical Committee(s) which will participate in the planning, organization, and implementation of
the conference. With the conference need identified, a Site Selection Committee, consisting of
representatives of the each of the participating Technical Committees, and an AIAA Business
Developer and Events Planner, is convened to consider candidate dates and identify possible host
cities for the conference. Additionally, the Site Selection Committee performs an initial assessment
of the physical requirements of any hotel/convention facility in which the conference might be held,
such as:
o number and size of meeting rooms, both for conference sessions and for side
(e.g., Technical Committee) meetings,
o number and size of banquet rooms for large group lunches, dinners, and/or receptions,
o food and beverage services, and
o numbers of sleeping rooms.
With the above advisory information in-hand, the AIAA Events Planner performs an assessment of
the capabilities of various hotel/convention facilities, located in candidate host cities, to meet the
established requirements. This assessment also provides a rough determination of the anticipated
costs of all required services, and identification of minimum guarantees (e.g., room-nights for
sleeping rooms) required by the hotel/convention facility, and possible monetary penalties to be
imposed if minimums are not met. Alternate conference dates are also normally considered, as these
may influence property availability and/or significant cost variability.
The information resulting from the site assessment is subsequently presented to the Site Selection
Committee TC representatives. With the cost and capability assessment information in-hand, the
Site Selection Committee selects/approves both the city and the specific property (hotel or
convention center) to host the conference. In the event the conference is to be held at a convention
center, or the host hotel has insufficient room capacity to house all conference attendees, the
Committee will also select/approve hotels for provision of contracted sleeping rooms. The Site
Selection Committee decision process is, by and large, a consensus one; however, if consensus
cannot be reached, the choice is made by majority vote of the participating TC representatives.
Although described above as "single-pass," the site selection process is, in reality, an iterative one.
The process may involve two or more iterations to assure that sufficient information is available, and
all desired alternatives are considered, prior to a final site selection decision.
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4.2 Selection of General Chair
For conferences sponsored by a single Technical Committee, the Technical Committee Chair is
responsible for identification and selection of the Conference General Chair.
For collocated conferences with sponsorship by multiple Technical Committees, selection of the
Conference General Chair is a shared responsibility of the Chairs of those TCs participating in the
particular conference. In order to assure that each participating TC has an equal opportunity to
provide the Conference General Chair on a regular basis, a General Chair rotation schedule has
been established. For the Fluid Sciences group of Technical Committees, that rotation schedule is
nominally as follows:
Plasmadynamics and Lasers
Thermophysics
Fluid Dynamics
Aerodynamic Measurement Technology
Applied Aerodynamics
This schedule is subject to modification, based upon unique circumstances/considerations that may
arise regarding a specific conference. (Such circumstances include the fact that the Aerodynamic
Measurement Technology Conference occurs only every other year. Other considerations might
relate to opportunities for corporate sponsorships, or the availability/willingness of a key individual
that resides in the site city whose involvement might help assure an outstanding conference.) In any
event, the spirit of this schedule (i.e., that each TC will provide the Conference General Chair on a
regular basis, approximately every 5 years) shall be maintained. Appendix A indicates the planned
General Chair rotation schedule for upcoming conferences.
It is the responsibility of the Chair of the TC indicated by the rotation schedule to nominate a
candidate to serve as Conference General Chair for a specific conference. The individual nominated
is subject to confirmation, by consensus, by the Chairs (or their designated representative) of the
other TCs involved in that particular conference.
In all cases, the selection/appointment of the Conference General Chair is subject to approval by the
Director-Technical, Aerospace Sciences Group. (See Section 3.1.1 for definition of the nominal
qualifications expected of a Conference General Chair.)
4.3 Conference Administrative and Technical Program Planning
Once the Conference General and Technical Program Chairs have been selected (not less than 18
months prior to the conference), the conference administrative and technical program planning begin
in earnest. These planning processes proceed under the leadership of the Conference General Chair,
with appropriate support from, and consultation with, the AIAA Event Planner. The most significant
effort required of all concerned in these processes occurs during a very short time span between
about 9 months and 5 months prior to the conference. The majority of the total conference planning
effort, including the most critical planning elements, must be accomplished during this time span.
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4.4 Schedule of Significant Events
The schedule chart below indicates approximate points-in-time, relative to actual conference dates,
of the most significant events associated with the conference planning process.
Identification of Potential Sites
12 6 18 30 42 48 36 24
Months Prior to Conference
Conference
Program Published in Aerospace America
Abstract Submittal DEADLINE
Final Selection of Papers
Final Program DUE to AIAA Headquarters
Technical Review of Abstracts
Screening of Potential Sites
Selection of General Chair
Selection of Technical Chairs
Call for Papers DUE at AIAA Headquarters
Call for Papers Published in Aerospace America
Final Site Selection
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5.0 Awards Protocol
Recognition of outstanding professional achievement on the part of AIAA members is a primary
responsibility of the Institute. The AIAA Honors and Awards Program annually identifies members
who have made notable and significant contributions to the aerospace arts and sciences, and
recognizes those individuals in public ceremonies. These ceremonies are normally held in
conjunction with the Institute's conferences.
The AIAA Honors and Awards Program includes a number of Technical Awards that are sponsored
and administered by Technical Committees of the Aerospace Sciences Group. Many of these
Technical Committees also sponsor Best Paper Awards, for both professionals and students, to
recognize excellence in technical communications. Presentations of these awards are made at
conferences sponsored by the Aerospace Sciences Group.
Additionally, the annual Aerospace Sciences Meeting and Exhibit, which is administered by the
Aerospace Sciences Group, provides the venue for presentation of several awards sponsored by other
elements of the Institute. These awards include AIAA Distinguished Lectureships, and certain other
Technical, Education, and Publication awards.
It is appropriate that the recipients of AIAA Awards be accorded special treatment when attending
the conference at which they receive their award, not only at the award ceremony itself, but also
throughout the duration of their stay at the conference. Consequently, guidance is provided in this
section regarding the protocol associated with appropriate "care and feeding" of AIAA award
winners, both during the course of the conference and specifically at the award ceremony where they
are publicly recognized.
5.1 Technical Awards
Technical Awards are normally presented at the appropriate technical specialists' conference
sponsored by the awarding Technical Committee. The Aerospace Sciences Group Director, or other
Institute officer, normally presents these awards at a ceremony in conjunction with an Awards
Luncheon or Banquet.
5.1.1 Complimentary Considerations
Policy: Technical Award winners shall receive full complimentary registration (exclusive of
proceedings or CDs) for the technical conference at which they are to receive their award,
including all luncheons or banquets, receptions, and other social events included therein. If
accompanied by a spouse, additional complimentary tickets for all social events shall also be
provided for use by the spouse.
Responsibility: The Honors and Awards Liaison is responsible for providing the
Conference Event Planner with appropriate information regarding the names and affiliations
of award winners, and the attendance plans of the winners' spouses. The Conference Event
Planner is responsible to assure that registration envelopes are prepared (with all appropriate
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materials included) and available for pick-up by the award winners upon their arrival at the
conference.
5.1.2 Personal Attention
Policy: Technical Award winners (and spouses, if present) should be accompanied to the
awards ceremony by an appropriate representative of the Technical Committee which
sponsors the technical award. The award winners will be seated at a reserved area in the
front of the hall near the podium. Following the award ceremony, the award winners should
continue to receive personal escort or other attention, as appropriate for the specific
conference venue and schedule.
Responsibility: The Chair of the sponsoring Technical Committee is responsible for
assurance that their award winner is afforded appropriate personal attention during the
conference. The Technical Committee Chair shall assign an individual to provide these
services.
The Conference General Chair should assure that each Technical Committee is prepared to
fulfill this responsibility.
5.2 Best Paper Awards
Best Paper Awards are normally presented at the appropriate technical specialists' conference
sponsored by the awarding Technical Committee. The Aerospace Sciences Group Director, or other
Institute officer, normally presents these awards at a ceremony in conjunction with an Awards
Luncheon or Banquet.
5.2.1 Complimentary Considerations
Policy: If not already included in a paid conference registration fee, Best Paper Award
winners shall receive a complimentary ticket to the Awards Luncheon or Banquet at which
they are to receive their award. This policy applies to ALL authors of any winning paper.
Responsibility: The AIAA Honors and Awards Liaison is responsible for providing the
Conference Event Planner with appropriate information regarding the names and affiliations
of Best Paper Award winners. The Conference Event Planner is responsible to assure that
the registration envelopes of these individuals include a Luncheon or Banquet ticket, as
appropriate.
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5.2.2 Personal Attention
Policy: Best Paper Award winners should be accompanied to the awards ceremony by an
appropriate representative of the Technical Committee that sponsors the Best Paper Award.
The award winners will be seated at a reserved area in the front of the hall near the podium.
Responsibility: The Chair of the sponsoring Technical Committee is responsible for
assurance that their award winner is afforded appropriate personal attention before and
during the awards ceremony. The Technical Committee Chair shall assign an individual to
provide these services.
The Conference General Chair should assure that each Technical Committee is prepared to
fulfill this responsibility.
5.3 Distinguished Lectureship Awards
The Dryden Lectureship in Research and the von Karman Lectureship in Astronautics are normally
presented at the annual Aerospace Sciences Meeting and Exhibit. The presentation of each of these
awards is normally performed by the AIAA President, and immediately precedes the award winner's
presentation of his/her lecture.
5.3.1 Complimentary Considerations
Policy: Distinguished Lectureship winners shall receive full complimentary registration
(exclusive of proceedings or CDs) for the Aerospace Sciences Meeting and Exhibit,
including all luncheons, receptions, and other social events included therein. If
accompanied by a spouse, additional complimentary tickets for all social events shall also be
provided for use by the spouse.
Responsibility: The AIAA Honors and Awards Liaison is responsible for providing the
Conference Event Planner with appropriate information regarding the names and affiliations
of the award winners, and the attendance plans of the winners' spouses. The Conference
Event Planner is responsible to assure that registration envelopes are prepared (with all
appropriate materials included) and available for pick-up by the award winners upon their
arrival at the conference.
5.3.2 Personal Attention
Policy: Distinguished Lectureship Award winners (and spouses, if present) should be
accompanied to the lectureship/awards ceremony by an appropriate representative of the
AIAA Honors and Awards Committee. Following presentation of the lecture, the award
winner should continue to receive personal escort or other attention, as appropriate for the
specific conference venue and schedule.
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Responsibility: The Chair of the AIAA Honors and Awards Committee is responsible for
assurance that the award winner is afforded appropriate personal attention during the
conference. The Honors and Awards Committee Chair shall assign an individual to provide
these services.
The Conference General Chair should assure that the AIAA Honors and Awards Committee
is prepared to fulfill this responsibility.
5.4 Other Awards (Presented at Aerospace Sciences Meeting)
A number of other AIAA awards (in addition to those discussed in previous sections) are also
regularly presented at the annual Aerospace Sciences Meeting and Exhibit. The AIAA President
normally presents these awards at an Awards Luncheon ceremony. These awards (and their
sponsoring AIAA organizations) include:
Lawrence Sperry Award Young Professionals Committee
Losey Atmospheric Sciences Award Atmospheric Environment Technical Committee
Space Processing Award Space Processing Technical Committee
Faculty Advisor Award Student Activities Committee
History Manuscript Award History Technical Committee
Pendray Aerospace Literature Award Publications Committee
Summerfield Book Award Publications Committee
5.4.1 Complimentary Considerations
Policy: Recipients of each of these awards shall receive full complimentary registration
(exclusive of proceedings or CDs) for the Aerospace Sciences Meeting and Exhibit,
including all luncheons, receptions, and other social events included therein. If
accompanied by a spouse, additional complimentary tickets for all social events shall also be
provided for use by the spouse.
Responsibility: The AIAA Honors and Awards Liaison is responsible for providing the
Conference Event Planner with appropriate information regarding the names and affiliations
of the award winners, and the attendance plans of the winners' spouses. The Conference
Event Planner is responsible to assure that registration envelopes are prepared (with all
appropriate materials included) and available for pick-up by the award winners upon their
arrival at the conference.
5.4.2 Personal Attention
Policy: Recipients of these awards (and spouses, if present) should be accompanied to the
awards ceremony by an appropriate representative of the AIAA Committee which sponsors
the award. The award winners will be seated at a reserved area in the front of the hall near
the podium. Following the award ceremony, the award winners should continue to receive
18
personal escort or other attention, as appropriate for the specific conference venue and
schedule.
Responsibility: Each award-sponsoring organization is responsible for assurance that its
award winner is afforded appropriate personal attention during the conference. The
responsible Vice President or Committee Chair shall assign an individual to provide these
services.
The Conference General Chair should assure that each sponsoring organizational Vice
President or Committee Chair, as appropriate, is prepared to fulfill this responsibility.
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6.0 Policy Issues
This section delineates Aerospace Sciences Group policy regarding miscellaneous topics of
importance to the conference planning and implementation processes.
6.1 Single General Chair for Collocated Conferences
It is the policy of the Aerospace Sciences Group that the administrative leadership of collocated
conferences be performed by a single General Chair. This provides for a clear definition of
responsibility and authority for conference planning and implementation; and provides the AIAA
professional staff with a single point-of-interface with the volunteer members of the conference
planning team.
6.2 Complimentary Registration for Member Volunteers
Complimentary conference registrations shall be provided to the key member volunteers who have
been/are responsible for the conference planning and implementation process.
6.2.1 Eligibility
The following persons shall be provided full complimentary registration, including
proceedings or CDs, all luncheons or banquets, receptions, and other social events included
therein:
General Chair
Administrative Chair
Technical Chairs
If accompanied by a spouse, additional complimentary tickets for all social events shall also
be provided for use by the spouse.
Due to the extremely large number of persons involved in planning for the Aerospace
Sciences Meeting, this benefit does not apply to the Technical Chairs for that meeting. This
benefit is only applicable for the Summer technical specialists conferences.
6.2.2 Cost Recoupment
The cost of providing these complimentary registrations to the key member volunteers shall
be treated as an element of the cost of operating the conference.
As a part of the Conference Registration Fee determination process, the Event Planner shall
include the value of providing these complimentary registrations in the total conference
budget. Specifically, the included cost elements shall be equal to the AIAA base conference
management fee, plus the specific costs of all individually-additive cost elements, such as
luncheons or banquets, receptions and/or other social events, etc.
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6.3 No Paper, No Podium (AIAA Printing vs. "Bring Your Own")
The Technical Activities Committee (TAC) has established a "No Paper, No Podium" policy for all
papers presented at conferences sponsored by the TAC. That policy requires an author to send a
master copy of his/her paper to AIAA for printing prior to the conference (per the established AIAA
procedure and schedule). In the event the author is unable to meet that schedule, he/she is required
to deliver (at his/her expense) a specified number of copies of the final paper to the conference site,
for inclusion in the paper sales area. If neither of these requirements are met (i.e., copies of the
paper are not available for purchase by conference attendees prior to the scheduled time of paper
presentation), the author will be not be allowed to orally present the paper as a part of the
conference program.
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Appendix A
Collocated Conferences and General Chair Rotations
(Update May 2001)
The Aerospace Sciences Group nominally sponsors two large collocated conferences each year. The
following table presents the currently defined collocation schedule, conference sites, and Conference
General Chair rotation.
Note: TC indicated in BOLD is responsible for nomination of Conference General Chair.
TC indicated in Italics is not a member of the Aerospace Sciences Group.
Current and Future Years
2001 Anaheim 2001 Montreal
Applied Aerodynamics Atmospheric Flight Mechanics
Fluid Dynamics Guidance, Navigation, and Control
Plasmadynamics and Lasers Modeling and Simulation
Thermophysics
2002 St. Louis 2002 Monterrey
Aerodynamic Measurement Technology Astrodynamics
Applied Aerodynamics Atmospheric Flight Mechanics
Fluid Dynamics Guidance, Navigation, and Control
Ground Test Modeling and Simulation
Thermophysics
2003 Orlando 2003 Austin
Applied Aerodynamics Atmospheric Flight Mechanics
Fluid Dynamics Guidance, Navigation, and Control
Plasmadynamics and Lasers Modeling and Simulation
Thermophysics
2004 Portland 2004 TBD
Aerodynamic Measurement Technology Applied Aerodynamics
Fluid Dynamics Astrodynamics
Ground Test Atmospheric Flight Mechanics
Plasmadynamics and Lasers Guidance, Navigation, and Control
Thermophysics Modeling and Simulation
22
Past Years
2000 Denver 2000 Denver
Aerodynamic Measurement Technology Applied Aerodynamics
Fluid Dynamics Astrodynamics
Ground Test Atmospheric Flight Mechanics
Plasmadynamics and Lasers Guidance, Navigation, and Control
Thermophysics Modeling and Simulation
1999 Norfolk 1999 Portland
Applied Aerodynamics Aerodynamic Measurement Technology
Fluid Dynamics Guidance, Navigation, and Control
Thermophysics Modeling and Simulation
Plasmadynamics and Lasers
1998 Albuquerque 1998 Boston
Aerodynamic Measurement Technology Astrodynamics
Applied Aerodynamics Atmospheric Flight Mechanics
Fluid Dynamics Guidance, Navigation, and Control
Ground Testing Modeling and Simulation
Plasmadynamics and Lasers
Thermophysics
1997 Atlanta 1997 New Orleans
Applied Aerodynamics ???
??? ???
??? ???
Thermophysics ???
1996 New Orleans 1996 San Diego
Applied Aerodynamics ???
??? ???
??? ???
Thermophysics ???
1995 San Diego 1995 Baltimore
Applied Aerodynamics ???
??? ???
??? ???
Thermophysics ???
1994 Colorado Springs 1994 Scottsdale
23
Applied Aerodynamics ???
Fluid Dynamics ???
Ground Testing (Eric Hedlund??) ???
Plasmadynamics and Lasers ???
Thermophysics ???
1993 Orlando 1993 Monterrey
Fluid Dynamics Applied Aerodynamics
Plasmadynamics and Lasers ???
Thermophysics ???
??? ???
1992 Nashville 1992 Hilton Head
??? ???
??? ???
??? ???
Thermophysics ???
1991 Honolulu 1991 New Orleans
??? ???
??? ???
??? ???
Thermophysics ???
1990 Seattle 1990 Portland
??? Applied Aerodynamics
??? ???
??? ???
Thermophysics ???
1989 Buffalo 1989 Boston
??? ???
??? ???
??? ???
Thermophysics ???
1988 San Antonio 1988 Minneapolis
??? ???
??? ???
??? ???
Thermophysics ???
1988 Cincinnati ????
24
??? ???
??? ???
??? ???
1987 Honolulu 1987 Monterrey
??? Applied Aerodynamics
??? ???
??? ???
Thermophysics ???
1986 Boston 1986 Williamsburg
??? ???
??? ???
??? ???
Thermophysics ???
1986 Atlanta ????
??? ???
??? ???
??? ???
??? ???
1985 Williamsburg 1985 Snowmass
??? ???
??? ???
??? ???
Thermophysics ???
1985 Cincinnati ????
??? ???
??? ???
??? ???
1984 Snowmass 1984 Seattle
??? ???
??? ???
??? ???
Thermophysics ???
1983 Montreal 1983 Gatlinburg
??? ???
??? ???
??? ???
25
Thermophysics ???
1983 Boston ????
??? ???
??? ???
??? ???