Process for Organizing Activities at Conferences
22 January 2010
Purpose:
At times groups within AIAA or other organizations would like to organize an ancillary activity at an
AIAA-organized technical conference. In order to ensure these activities do not conflict with the
conference program and events already planned in conjunction with the conference and that AIAA can
meet the logistical requirements, the activity organizer must submit a request that is reviewed by the
conference planning committee and AIAA staff. The process for this request is outlined below.
Process:


Activity organizer to fill out a proposal form to organize an activity at conference. The form
should be submitted to the Managing Director, Technical Activities Division at least 12 months
prior to the activity. Requests submitted within 6 months of the proposed date will not be
considered.
o See Appendix I for the “AIAA Organized Activities at Conferences Proposal Form”
The Managing Director, Technical Activities Division reviews requests and determines who to
forward to for consideration depending on the description of the activity
o If activity is a track or a workshop that will be part of conference program and included
in the conference registration fee, the request form will be forwarded to conference
planning committee for consideration.
 The staff event project team will assess logistical requirements and possible
budget impact (i.e., having to acquire more meeting space, special A/V
requirements)
o If activity is a standalone workshop that has a separate registration fee, the request form
will be forwarded to the Director of Technical Group that the workshop falls under for
consideration.
 If form is approved by Group Director, the staff event project team will assesses
availability of meeting space and feasibility of other requirements.
 Based on the requirements listed in the form, staff to determine an
estimated registration fee to cover direct and indirect costs.
 If there is space available, an agreement will be drafted outlining the
specific requirements and financial arrangements for the workshop and
will be signed by TC or PC representative and staff.
o If activity is a tutorial or seminar, the request form will be forwarded to the staff liaison
to the Professional Member Education Committee to review for possible competition
with existing AIAA professional development courses or implementation as a
professional development offering.
Appendix I
AIAA Organized Activities at Conferences Proposal Form
All sections on this form must be completed. Consideration for approval may be denied if insufficient
information is not provided. If request is approved, schedule permitting, your activity will be included in
the promotion for the conference at which it is occurring. Conference promotion can include information
in printed brochures, on event web sites, and in email announcements. Please note that it is the
responsibility of the organizing group to ensure that AIAA has accurate and current contact and organized
activity information. No use of the AIAA logo is authorized until the AIAA Technical Activities
Committee (TAC) has approved this activity. It is highly recommended that this form be submitted at
least 12 months prior to the activity. Requests submitted within six months of the proposed date will not
be considered. Activities must be open forum, non-ITAR restricted events.
General Information
1. Activity: (e.g. Workshop / Educational Seminar / Session Track(s)):
2. Activity Title:
3. Description of Activity:
Focus Area:
Objectives:
Major Emphasis:
4. Location:
Associated Conference(s):
Dates: (Full day, Half day)
Organization
5. Organizing Technical/Program Committees (lead TC/PC first):
Lead Technical/Program Committee Chair:
Business phone:
Fax:
Email:
Organized Activity Chair:
Complete business address:
Business phone:
Fax:
Email:
Contact:
Complete business address:
Business phone:
FAX:
E-mail address:
Web Site URL:
6. Similar Activities within AIAA and/or other professional societies:
Support
7. Resource Information
Attendance Information:
Estimated attendance:
based on:
Estimated AIAA attendance (if known)
based on:
Space requirements (number of concurrent rooms, seating):
Audio/visual requirements:
Catering requirements (i.e., coffee service, lunch):
Required AIAA staff:
Responsibility for financial liability (e.g. AIAA, TC’s or PC’s):
Financial model (included in conference registration, separate registration, or sponsorship):
8. Long term resource information
Published proceedings (e.g. CD/DVDs, paper):
Archival storage (online, etc.):
9. AIAA’s response should be received by the following date:
Return to:
Megan Scheidt
Technical Activities Division
American Institute of Aeronautics and Astronautics
1801 Alexander Bell Drive, Suite 500
Reston, VA 20191-4344
megans@aiaa.org
FAX: 703.264.7551
__________________________________________
Signature of Approving Authority
Conference General Chair (Track or Workshop in Program)
Technical Group Director (Standalone Workshop)
Staff liaison to the Professional Member Education Committee (Seminar)