Conference Handbook

Aerospace Sciences Group

Conference PlanningHandbook

Revision 1.0May 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



5.3 Distinguished Lectureship Awards 16



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5.4 Other Awards (Presented at Aerospace Sciences Meeting) 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 PurposeThis Handbook constitutes a single source of reference for policy and procedures governing theplanning and execution of Technical Conferences sponsored by member Technical Committees ofthe 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 definitionof the various responsibilities associated with each of these positions, establishes the associatedauthority conferred on upon the individuals who assume them, and delineates criteria for selection ofqualified persons to serve in these positions.

This Handbook further outlines the processes and schedules associated with planning andimplementation of Aerospace Sciences Group Technical Conferences.

2.0 Responsibility and AuthorityThe AIAA Director-Technical, Aerospace Sciences Group, is responsible for the conduct ofTechnical 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 GroupMay 2001

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3.0 PositionsThe planning and implementation of a successful AIAA Technical Conference require thecoordinated efforts of many individuals who serve in a variety of positions. Each position may becharacterized as having a specific set of responsibilities, and an associated level of authority, asrequired for the successful execution of the technical conference. Some positions are filled by AIAAmembers, who serve in volunteer capacities, representing a specific Technical Committee orconstituency. The responsibilities of certain other positions require that they be filled by members ofthe professional staff of the AIAA.

Those key positions required for the planning and execution of any specific technical conference, orcollocated group of conferences, include:

AIAA Member Volunteer Positions AIAA Professional Staff Positions

Conference General Chair Business DeveloperConference Administrative Chair Event PlannerTechnical Program Chairs Technical Papers SpecialistTechnical Session Chairs Technical Activities Liaison

Honors and Awards Liaison

3.1 AIAA Member Volunteer PositionsAIAA member volunteers provide leadership for the definition of: conference technical emphasisand content; conference organizational structure and schedule; and professional development, social,and other ancillary events associated with the conference. They serve in volunteer capacitieswithout remuneration. They are personally accountable for the performance of those duties forwhich they have accepted responsibility, and for any administrative support that may be required forthe successful accomplishment of those duties.

AIAA member volunteers are NOT authorized to represent the Institute in any manner that, eitherovertly or by implication, might create a financial obligation (either real or apparent) on the part ofthe 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 TechnicalConference. The General Chair works closely with the AIAA staff, the ConferenceAdministrative Chair, the Technical Program Chairs, and others to assure that theconference is properly and successfully planned, marketed, and implemented.

Qualifications: As a general rule, it is MANDATORY that an individual have previousexperience as a Technical Program Chair before he/she should receive consideration forselection 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 DeputyDirector, or other appropriate position, might provide an individual with the requisiteunderstanding of the role, responsibilities and requirements of a Conference General Chairto qualify them for selection/appointment to that position.

Selection and Approval: For conferences sponsored by a single Technical Committee, theTechnical Committee Chair is responsible for identification and selection of the ConferenceGeneral Chair. For collocated conferences with sponsorship by multiple TechnicalCommittees, selection of the Conference General Chair is a shared responsibility of theTechnical Committee Chairs (or their designated representatives) of those TCs participatingin the particular conference. (See Section 4.2 for discussion of this process for specificcollocated conferences.)

In all cases, the selection/appointment of the Conference General Chair is subject toapproval by the Director-Technical, Aerospace Sciences Group.

The General Chair of the annual Aerospace Sciences Meeting is selected/appointed by theDirector-Technical, Aerospace Sciences Group.

Responsibilities: The Conference General Chair leads the conference planning team ofmember volunteers (Administrative and Technical Program Chairs) and AIAA staff. He/sheis responsible for oversight, coordination, and facilitation of all conference planningactivities, and assurance that all aspects of the planning and implementation process areproperly 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 feeis directly related to the inclusion of all such items.)

o Coordination and development, with AIAA staff, of an accompanying spousesprogram

o Specification of overall conference administrative schedule (i.e., times of technicalsessions, luncheons, breaks, social events, etc.)

o Assignment of meeting rooms for technical sessions

o Assurance that award winners are afforded proper courtesies, consistent withAwards 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 administrativeaspects of conference planning and implementation.

Authority: The Conference General Chair, in consultation with AIAA staff, is the finaldecision authority regarding all matters pertaining to the general administration of theconference. If possible, all substantive decisions should be made in consultation with theTechnical Program Chairs. However, if and when required, the General Chair has single-point decision authority to independently represent the interests of the other volunteermembers involved in conference planning.

In the event consensus or agreement cannot be achieved among/between the TechnicalProgram Chairs and/or appropriate AIAA staff with regard to any substantive issue, theGeneral Chair is responsible for arbitration of the disagreement. If the involved partiesremain unable to reach consensus or agreement, the General Chair is authorized to dictate afinal 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 ConferenceAdministrative Chair to provide additional conference planning and implementationsupport. The duties and responsibilities of the Administrative Chair are determined andspecified by the General Chair.

The appointment of an Administrative Chair may be particularly advantageous whenneither the General Chair, nor any of the Technical Chairs, live in the vicinity of theconference site. In this situation, selection/appointment of an Administrative Chairwho lives in the conference site locality can provide a valuable "on-site" presenceduring the conference planning process.

If there is an AIAA Section in the conference locality, it is recommended that theAdministrative Chair be selected from among the membership of that Section. Thisprovides an excellent mechanism for encouraging Conference participation by localSection members.

3.1.3 Technical Program Chairs

The Technical Program Chair is responsible for development and implementation of theconference technical program in his/her technical area. The Technical Program Chair worksclosely with the General Chair and other Technical Program Chairs to assure a wellpresented, fully-integrated technical program for conference attendees. In addition, theTechnical Program Chair serves as the representative of his/her Technical Committee withregard to all aspects of conference planning.

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The position of Technical Program Chair is unquestionably the most demanding of theseveral conference leadership positions filled by AIAA member volunteers.

Qualifications: The Technical Program Chair should be an individual with significantprevious experience as a participant in AIAA technical conferences, both as anauthor/presenter and as a Technical Session Chair. In addition, the Technical ProgramChair MUST be both willing and able to commit substantial personal time and effort to thistask, especially during the short time period between the abstract submittal deadline and therequired date of final technical program submittal to AIAA staff.

Selection: The Technical Program Chair is selected and appointed by the Chair of thesponsoring Technical Committee.

Responsibilities: The Technical Program Chair determines the conference's technicalprogram content. He/she is responsible for oversight and coordination of all aspects of thetechnical 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 anddistribution 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 asa 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, theTechnical Chair is REQUIRED to inform authors of non-selected papers of thatdecision.)

o Organization of selected papers into focused technical sessions

o Planning of session scheduling and session room assignments (in consultation withConference 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 accordancewith the required schedule

o At-conference confirmation of availability of printed papers for enforcement of theAIAA "No Paper, No Podium" policy.

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In order to effectively perform his/her responsibilities, the Technical Program Chair mayrequire substantial administrative support and may incur monetary costs associated withpostage for communication with prospective authors and Session Chairs. The TechnicalChair is responsible for providing, either personally or through his/her employer, for anyand all such support. AIAA Headquarters staff does NOT serve an administrative supportrole for Technical Chairs, nor does AIAA pay for Technical Program-unique postage costs.

Authority: The Technical Program Chair is authorized to invite individuals to presentpapers on topics of specific interest to the conference, without requirement for the invitedauthor(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.) TheTechnical Program Chair is authorized, at his/her sole discretion, to select or reject anypaper submitted in response to the Call for Papers for inclusion in the conference technicalprogram.

The Technical Program Chair has NO authority to offer complimentary conferenceregistration, 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 orfor any other reason whatsoever.

The Technical Program Chair is NOT authorized to waive the AIAA "No Paper, NoPodium" rule. (This rule may be waived only under unusual circumstances, and then onlyin 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 conferenceorganizers (Technical Program Chair and AIAA Staff) and the authors of technical papersselected for presentation at the conference. Prior to the conference, Sessions Chairs performoversight of the authors' progress in preparation of the final paper, and readiness for itspresentation at the conference. At the conference, Session Chairs serve as "masters ofceremonies" for their technical sessions.

Selection: Technical Sessions Chairs are selected and appointed by the Technical ProgramChair.

Responsibilities: The various responsibilities of the Technical Session Chair begin whentheir Technical Session is formally organized by the Technical Program Chair, and are notcompleted until after conclusion of the conference session itself. The specificresponsibilities of the Technical Session Chair include:

o Initial communication (phone or e-mail) with all authors of papers selected forpresentation 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, NoPodium" policy

o Confirmation of the audio-visual requirements of each author, and comparison ofthose requirements with the session's audio-visual equipment plan

o Follow-up communication with authors to provide a continuing assessment of paperstatus (i.e.: Will the paper be provided to AIAA for printing? If not, will theauthor print and hand-carry the required copies of the paper to the conference? Willthe paper be withdrawn?)

o Communication with the Technical Program Chair, as required, regarding anychanges in the status of papers selected for presentation in the session, or theauthors' audio-visual requirements

o Serve as "master of ceremonies" at the Technical Session, performing appropriateintroduction of each speaker, leading/encouraging a robust question and answerperiod following the presentation of each paper, and maintaining the prescribedtime schedule for the session

o Completion and submittal, following the session, of the "Technical Session ReportForm."

Some Technical Committees also utilize Technical Session Chairs as session organizers, asan aid to the Technical Program Chair. In this role, a Session Chair may be asked to solicitabstracts in a particular technical area (which would be considered along with all othersubmitted 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 papersfrom the session for consideration for a Best Paper Award) as assigned by the TechnicalProgram Chair, or the Technical Committee that sponsors their technical session.

3.2 AIAA Professional Staff PositionsAIAA employs a staff of professionals who support AIAA Technical Activities through liaison,business development, and meetings planning and execution. These personnel are responsible forvarious aspects of the conference planning and implementation process, and support the ConferenceGeneral Chair in all aspects of his/her responsibilities for successful execution of the technicalconference. AIAA staff personnel are accountable for the performance of those duties for whichthey have responsibility.

ONLY specified AIAA professional staff members are authorized to participate in matters that mayresult in financial obligations on the part of the Institute with regard to the conduct of technicalconferences.

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3.2.1 Business Developer

The AIAA Business Developer is the primary AIAA staff liaison with the ConferencePlanning 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 andTechnical Chairs (as representatives of the sponsoring technical committees) ofconference "strategic planning." This includes definition of the scope, objectives,and target audience for the current conference. It also includes facilitation ofdiscussion of issues, ideas and trends that may influence the future direction of theconference, in the interest of continually improving the conference's attractivenessand value to the membership

o Coordination with other societies, government agencies and/or industryorganizations regarding all issues associated with possible conference co-sponsorship

o Assurance (working with the Technical Chairs) of timely availability anddistribution (through publication in Aerospace America and via other independentmedia) of the conference "Call for Papers."

o Coordination with the Event Planner to assure that the conference logisticalarrangements are consistent with, and responsive to, the intent and requirementsestablished by the Conference Planning Team.

3.2.2 Event Planner

The AIAA Event Planner is responsible for the successful administrative and logisticalexecution of the conference. The Event Planner works closely with the AIAA BusinessDeveloper, and the General, Administrative, and Technical Chairs in the definition ofconference logistical requirements. The Event Planner is then responsible for assuring thatthose requirements are fulfilled.

During the conference planning and preparation process, specific responsibilities of theAIAA Event Manager include:

o Assessment of the capabilities of various hotel, conference, and special eventfacilities (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 andcommittee meetings), special event and/or exhibit capabilities, food and beverageservices, etc.

o Selection, in consultation with the conference planning team, of preferred facilitiesfor 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 eventfacilities (The Event Manager is the only individual authorized to commit the AIAAto any agreement which results in any financial obligation, real or implied, on thepart of the Institute.)

o Coordination of ALL conference logistical issues, including but not limited to:meeting, banquet, and exhibit room assignments; menus and coffee/beverageservice; audio-visual equipment; special events; security, etc.

On-site, during the actual conference execution, specific responsibilities of the AIAA EventManager 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, andunanticipated 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 ofconference programs, paper printing, and on-site paper sales. The Technical PapersSpecialist works closely with the Conference Technical Chairs in documentation andpublication 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 planningsheets establishing conference technical program

o Assignment of paper numbers

o Preparation and distribution of paper acceptance letters and author manuscriptpreparation instruction packages

o Receipt and preparation of manuscripts for printing by AIAA

o Preparation and distribution of "missed printing deadline" letters and instructionsfor author printing and delivery of papers

o Oversight of preparation and production of preliminary and final conferenceprograms

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 TechnicalActivities Committee and each of the AIAA Technical Committees. The TechnicalActivities Liaison also facilitates communication and issue resolution among the variousparticipants 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 andAwards Program. The Honors and Awards Liaison serves as staff interface with the variousorganizations responsible for selection of award winners, the Honors and AwardsCommittee, and the Event Planner regarding all information associated with award winnersand award ceremony requirements. (See Section 5.0 for information regarding Honors andAwards activities conducted in conjunction with Aerospace Sciences Group-sponsoredconferences.)

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4.0 Planning Processes and SchedulesThis section provides a description of the conference planning and implementation process, and anindication of key event/requirements milestones and their timing relative to the conference dates.

4.1 Conference Identification and Site SelectionPlanning for an Aerospace Sciences Group Technical Conference normally begins several yearsprior to the actual conference dates. The planning process starts with identification of the need for aconference, definition of the technical program objective or theme (if any), and identification of theTechnical Committee(s) which will participate in the planning, organization, and implementation ofthe conference. With the conference need identified, a Site Selection Committee, consisting ofrepresentatives of the each of the participating Technical Committees, and an AIAA BusinessDeveloper and Events Planner, is convened to consider candidate dates and identify possible hostcities for the conference. Additionally, the Site Selection Committee performs an initial assessmentof 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 ofthe capabilities of various hotel/convention facilities, located in candidate host cities, to meet theestablished requirements. This assessment also provides a rough determination of the anticipatedcosts of all required services, and identification of minimum guarantees (e.g., room-nights forsleeping rooms) required by the hotel/convention facility, and possible monetary penalties to beimposed if minimums are not met. Alternate conference dates are also normally considered, as thesemay influence property availability and/or significant cost variability.

The information resulting from the site assessment is subsequently presented to the Site SelectionCommittee TC representatives. With the cost and capability assessment information in-hand, theSite Selection Committee selects/approves both the city and the specific property (hotel orconvention center) to host the conference. In the event the conference is to be held at a conventioncenter, or the host hotel has insufficient room capacity to house all conference attendees, theCommittee will also select/approve hotels for provision of contracted sleeping rooms. The SiteSelection Committee decision process is, by and large, a consensus one; however, if consensuscannot 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, andall desired alternatives are considered, prior to a final site selection decision.

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4.2 Selection of General ChairFor conferences sponsored by a single Technical Committee, the Technical Committee Chair isresponsible for identification and selection of the Conference General Chair.

For collocated conferences with sponsorship by multiple Technical Committees, selection of theConference General Chair is a shared responsibility of the Chairs of those TCs participating in theparticular conference. In order to assure that each participating TC has an equal opportunity toprovide the Conference General Chair on a regular basis, a General Chair “rotation schedule” hasbeen established. For the “Fluid Sciences” group of Technical Committees, that rotation schedule isnominally as follows:

Plasmadynamics and LasersThermophysicsFluid DynamicsAerodynamic Measurement TechnologyApplied Aerodynamics

This schedule is subject to modification, based upon unique circumstances/considerations that mayarise regarding a specific conference. (Such circumstances include the fact that the AerodynamicMeasurement Technology Conference occurs only every other year. Other considerations mightrelate to opportunities for corporate sponsorships, or the availability/willingness of a key individualthat resides in the site city whose involvement might help assure an outstanding conference.) In anyevent, the “spirit” of this schedule (i.e., that each TC will provide the Conference General Chair on aregular basis, approximately every 5 years) shall be maintained. Appendix A indicates the plannedGeneral Chair rotation schedule for upcoming conferences.

It is the responsibility of the Chair of the TC indicated by the rotation schedule to nominate acandidate to serve as Conference General Chair for a specific conference. The individual nominatedis subject to confirmation, by consensus, by the Chairs (or their designated representative) of theother TCs involved in that particular conference.

In all cases, the selection/appointment of the Conference General Chair is subject to approval by theDirector-Technical, Aerospace Sciences Group. (See Section 3.1.1 for definition of the nominalqualifications expected of a Conference General Chair.)

4.3 Conference Administrative and Technical Program PlanningOnce the Conference General and Technical Program Chairs have been selected (not less than 18months prior to the conference), the conference administrative and technical program planning beginin 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 significanteffort required of all concerned in these processes occurs during a very short time span betweenabout 9 months and 5 months prior to the conference. The majority of the total conference planningeffort, including the most critical planning elements, must be accomplished during this time span.

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4.4 Schedule of Significant EventsThe 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 618304248 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 ProtocolRecognition of outstanding professional achievement on the part of AIAA members is a primaryresponsibility of the Institute. The AIAA Honors and Awards Program annually identifies memberswho have made notable and significant contributions to the aerospace arts and sciences, andrecognizes those individuals in public ceremonies. These ceremonies are normally held inconjunction with the Institute's conferences.

The AIAA Honors and Awards Program includes a number of Technical Awards that are sponsoredand administered by Technical Committees of the Aerospace Sciences Group. Many of theseTechnical Committees also sponsor Best Paper Awards, for both professionals and students, torecognize excellence in technical communications. Presentations of these awards are made atconferences sponsored by the Aerospace Sciences Group.

Additionally, the annual Aerospace Sciences Meeting and Exhibit, which is administered by theAerospace Sciences Group, provides the venue for presentation of several awards sponsored by otherelements of the Institute. These awards include AIAA Distinguished Lectureships, and certain otherTechnical, Education, and Publication awards.

It is appropriate that the recipients of AIAA Awards be accorded special treatment when attendingthe conference at which they receive their award, not only at the award ceremony itself, but alsothroughout the duration of their stay at the conference. Consequently, guidance is provided in thissection regarding the protocol associated with appropriate "care and feeding" of AIAA awardwinners, both during the course of the conference and specifically at the award ceremony where theyare publicly recognized.

5.1 Technical AwardsTechnical Awards are normally presented at the appropriate technical specialists' conferencesponsored by the awarding Technical Committee. The Aerospace Sciences Group Director, or otherInstitute officer, normally presents these awards at a ceremony in conjunction with an AwardsLuncheon or Banquet.

5.1.1 Complimentary Considerations

Policy: Technical Award winners shall receive full complimentary registration (exclusive ofproceedings 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. Ifaccompanied by a spouse, additional complimentary tickets for all social events shall also beprovided for use by the spouse.

Responsibility: The Honors and Awards Liaison is responsible for providing theConference Event Planner with appropriate information regarding the names and affiliationsof award winners, and the attendance plans of the winners' spouses. The Conference EventPlanner 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 theconference.

5.1.2 Personal Attention

Policy: Technical Award winners (and spouses, if present) should be accompanied to theawards ceremony by an appropriate representative of the Technical Committee whichsponsors the technical award. The award winners will be seated at a reserved area in thefront of the hall near the podium. Following the award ceremony, the award winners shouldcontinue to receive personal escort or other attention, as appropriate for the specificconference venue and schedule.

Responsibility: The Chair of the sponsoring Technical Committee is responsible forassurance that their award winner is afforded appropriate personal attention during theconference. The Technical Committee Chair shall assign an individual to provide theseservices.

The Conference General Chair should assure that each Technical Committee is prepared tofulfill this responsibility.

5.2 Best Paper AwardsBest Paper Awards are normally presented at the appropriate technical specialists' conferencesponsored by the awarding Technical Committee. The Aerospace Sciences Group Director, or otherInstitute officer, normally presents these awards at a ceremony in conjunction with an AwardsLuncheon or Banquet.


Policy: If not already included in a paid conference registration fee, Best Paper Awardwinners shall receive a complimentary ticket to the Awards Luncheon or Banquet at whichthey 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 theConference Event Planner with appropriate information regarding the names and affiliationsof Best Paper Award winners. The Conference Event Planner is responsible to assure thatthe registration envelopes of these individuals include a Luncheon or Banquet ticket, asappropriate.

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Policy: Best Paper Award winners should be accompanied to the awards ceremony by anappropriate 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 forassurance that their award winner is afforded appropriate personal attention before andduring the awards ceremony. The Technical Committee Chair shall assign an individual toprovide these services.

The Conference General Chair should assure that each Technical Committee is prepared tofulfill this responsibility.

5.3 Distinguished Lectureship AwardsThe Dryden Lectureship in Research and the von Karman Lectureship in Astronautics are normallypresented at the annual Aerospace Sciences Meeting and Exhibit. The presentation of each of theseawards is normally performed by the AIAA President, and immediately precedes the award winner'spresentation of his/her lecture.


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. Ifaccompanied by a spouse, additional complimentary tickets for all social events shall also beprovided for use by the spouse.

Responsibility: The AIAA Honors and Awards Liaison is responsible for providing theConference Event Planner with appropriate information regarding the names and affiliationsof the award winners, and the attendance plans of the winners' spouses. The ConferenceEvent Planner is responsible to assure that registration envelopes are prepared (with allappropriate materials included) and available for pick-up by the award winners upon theirarrival at the conference.


Policy: Distinguished Lectureship Award winners (and spouses, if present) should beaccompanied to the lectureship/awards ceremony by an appropriate representative of theAIAA Honors and Awards Committee. Following presentation of the lecture, the awardwinner should continue to receive personal escort or other attention, as appropriate for thespecific conference venue and schedule.

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Responsibility: The Chair of the AIAA Honors and Awards Committee is responsible forassurance that the award winner is afforded appropriate personal attention during theconference. The Honors and Awards Committee Chair shall assign an individual to providethese services.

The Conference General Chair should assure that the AIAA Honors and Awards Committeeis 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 alsoregularly presented at the annual Aerospace Sciences Meeting and Exhibit. The AIAA Presidentnormally presents these awards at an Awards Luncheon ceremony. These awards (and theirsponsoring AIAA organizations) include:

Lawrence Sperry Award Young Professionals CommitteeLosey Atmospheric Sciences Award Atmospheric Environment Technical CommitteeSpace Processing Award Space Processing Technical CommitteeFaculty Advisor Award Student Activities CommitteeHistory Manuscript Award History Technical CommitteePendray Aerospace Literature Award Publications CommitteeSummerfield Book Award Publications Committee


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. Ifaccompanied by a spouse, additional complimentary tickets for all social events shall also beprovided for use by the spouse.

Responsibility: The AIAA Honors and Awards Liaison is responsible for providing theConference Event Planner with appropriate information regarding the names and affiliationsof the award winners, and the attendance plans of the winners' spouses. The ConferenceEvent Planner is responsible to assure that registration envelopes are prepared (with allappropriate materials included) and available for pick-up by the award winners upon theirarrival at the conference.


Policy: Recipients of these awards (and spouses, if present) should be accompanied to theawards ceremony by an appropriate representative of the AIAA Committee which sponsorsthe award. The award winners will be seated at a reserved area in the front of the hall nearthe podium. Following the award ceremony, the award winners should continue to receive

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personal escort or other attention, as appropriate for the specific conference venue andschedule.

Responsibility: Each award-sponsoring organization is responsible for assurance that itsaward winner is afforded appropriate personal attention during the conference. Theresponsible Vice President or Committee Chair shall assign an individual to provide theseservices.

The Conference General Chair should assure that each sponsoring organizational VicePresident or Committee Chair, as appropriate, is prepared to fulfill this responsibility.

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6.0 Policy IssuesThis section delineates Aerospace Sciences Group policy regarding miscellaneous topics ofimportance to the conference planning and implementation processes.

6.1 Single General Chair for Collocated ConferencesIt is the policy of the Aerospace Sciences Group that the administrative leadership of collocatedconferences be performed by a single General Chair. This provides for a clear definition ofresponsibility and authority for conference planning and implementation; and provides the AIAAprofessional staff with a single point-of-interface with the volunteer members of the conferenceplanning team.

6.2 Complimentary Registration for Member VolunteersComplimentary conference registrations shall be provided to the key member volunteers who havebeen/are responsible for the conference planning and implementation process.

6.2.1 Eligibility

The following persons shall be provided full complimentary registration, includingproceedings or CDs, all luncheons or banquets, receptions, and other social events includedtherein:

General Chair

Administrative Chair

Technical Chairs

If accompanied by a spouse, additional complimentary tickets for all social events shall alsobe provided for use by the spouse.

Due to the extremely large number of persons involved in planning for the AerospaceSciences Meeting, this benefit does not apply to the Technical Chairs for that meeting. Thisbenefit 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 shallbe treated as an element of the cost of operating the conference.

As a part of the Conference Registration Fee determination process, the Event Planner shallinclude the value of providing these complimentary registrations in the total conferencebudget. Specifically, the included cost elements shall be equal to the AIAA base conferencemanagement fee, plus the specific costs of all individually-additive cost elements, such asluncheons 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 allpapers presented at conferences sponsored by the TAC. That policy requires an author to send amaster copy of his/her paper to AIAA for printing prior to the conference (per the established AIAAprocedure and schedule). In the event the author is unable to meet that schedule, he/she is requiredto 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 thepaper are not available for purchase by conference attendees prior to the scheduled time of paperpresentation), the author will be not be allowed to orally present the paper as a part of theconference 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. Thefollowing table presents the currently defined collocation schedule, conference sites, and ConferenceGeneral 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 MontrealApplied Aerodynamics Atmospheric Flight MechanicsFluid Dynamics Guidance, Navigation, and ControlPlasmadynamics and Lasers Modeling and SimulationThermophysics

2002 St. Louis 2002 MonterreyAerodynamic Measurement Technology AstrodynamicsApplied Aerodynamics Atmospheric Flight MechanicsFluid Dynamics Guidance, Navigation, and ControlGround Test Modeling and SimulationThermophysics

2003 Orlando 2003 AustinApplied Aerodynamics Atmospheric Flight MechanicsFluid Dynamics Guidance, Navigation, and ControlPlasmadynamics and Lasers Modeling and SimulationThermophysics

2004 Portland 2004 TBDAerodynamic Measurement Technology Applied AerodynamicsFluid Dynamics AstrodynamicsGround Test Atmospheric Flight MechanicsPlasmadynamics and Lasers Guidance, Navigation, and ControlThermophysics Modeling and Simulation

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Past Years

2000 Denver 2000 DenverAerodynamic Measurement Technology Applied AerodynamicsFluid Dynamics AstrodynamicsGround Test Atmospheric Flight MechanicsPlasmadynamics and Lasers Guidance, Navigation, and ControlThermophysics Modeling and Simulation

1999 Norfolk 1999 PortlandApplied Aerodynamics Aerodynamic Measurement TechnologyFluid Dynamics Guidance, Navigation, and ControlThermophysics Modeling and SimulationPlasmadynamics and Lasers

1998 Albuquerque 1998 BostonAerodynamic Measurement Technology AstrodynamicsApplied Aerodynamics Atmospheric Flight MechanicsFluid Dynamics Guidance, Navigation, and ControlGround Testing Modeling and SimulationPlasmadynamics and LasersThermophysics

1997 Atlanta 1997 New OrleansApplied Aerodynamics ?????? ?????? ???Thermophysics ???

1996 New Orleans 1996 San DiegoApplied Aerodynamics ?????? ?????? ???Thermophysics ???

1995 San Diego 1995 BaltimoreApplied Aerodynamics ?????? ?????? ???Thermophysics ???

1994 Colorado Springs 1994 Scottsdale

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Applied Aerodynamics ???Fluid Dynamics ???Ground Testing (Eric Hedlund??) ???Plasmadynamics and Lasers ???Thermophysics ???

1993 Orlando 1993 MonterreyFluid Dynamics Applied AerodynamicsPlasmadynamics 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 ????

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??? ?????? ?????? ???

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??? ?????? ?????? ???

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Thermophysics ???

1983 Boston ??????? ?????? ?????? ???

Conference Handbook

Documents