Co-sponsorship Process

Briefing to Technical Activities Committee1 September 2015

Background

• Tasking from Institute Development Committee in January 2015 Form a working group to study co-sponsorship and make a recommendation on a

strategy/policy• Working Group

Anthony Bartens, YPC Tom Duerr, TAC Tom Irvine, Staff Mark Maurice, IAC Dave McGrath, TAC Nicola Sarzi-Amade, RSAC Megan Scheidt, Staff Mary Snitch, PPC

• Working group has completed assessment and has developed new co-sponsorship process

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Working Group Activities

• Agreed to the following tenets Be selective about co-sponsorship Align with strategic plan AIAA adds/gains value/prominence from co-

sponsorship, not just use of logo Define and uphold the AIAA brand

• Process focused on managing bottom-up requests, not top-down selected arrangements or activities

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Working Group Activities (continued)

• Developed “why and what” questions about co-sponsorship opportunities In relation to strategic plan To add more rigor to the assessment To account for co-sponsorship in both directions (AIAA co-sponsorship of other events,

co-sponsorship of AIAA events by other organizations)• Sample questions

What value could AIAA derive from co-sponsorship of other events? What is our strategic, Institute-wide approach to engagement with other organizations? What should be the relationship between AIAA national and Sections in terms of

establishing co-sponsorships? What is our strategic, Institute-wide approach to engagement with other organizations?

• Individually went through exercise of answering questions• Developed proposed policies and process to achieve desired outcomes

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Working Group Activities (continued)

• Policy on Co-Sponsorship of non-AIAA Events AIAA is the world’s leading professional society in

the field of aerospace science, engineering, and operations. We are a service organization focused on creating tangible value for our individual and corporate members. AIAA will consider nominations for co-sponsorship for events hosted by like-minded organizations where such events enhance our strategic objectives and are framed in terms of a long-term partnership.

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Working Group Activities (continued)

• Policy on Co-Sponsorship for AIAA Events AIAA is the world’s leading professional society in

the field of aerospace science, engineering, and operations. We are a service organization focused on creating tangible value for our individual and corporate members. AIAA welcomes like-minded organizations to co-sponsor AIAA event where such an arrangement will enhance AIAA strategic objectives and is framed in terms of a long-term partnership.

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Working Group Activities (continued)

• Drafted charter for Co-sponsorship Review Committee (CRC) Purpose: To review, assess, and decide on requests for co-sponsorship. This

includes both when AIAA co-sponsors another organization’s event and when another organization co-sponsors an AIAA event.

• Developed request forms • Conducted test case of process and validated process met co-sponsorship

working group’s tenets Be selective about co-sponsorship Align with strategic plan AIAA adds/gains value/prominence from co-sponsorship, not just use of logo Define and uphold the AIAA brand

• Defined how co-sponsored events will be promoted to AIAA community• Addressed outstanding question of co-sponsorship of section events

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New Co-sponsorship Process

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Next Steps

• Brief and request for IDC to endorse new process• Brief and request for BoD to endorse new process• Appropriate Vice Presidents to identify members of Co-

sponsorship Review Committee (CRC) Vice Presidents of International, Membership, Public Policy, and

Technical to name representative from their respective committees (IAC, RSAC, PPC, TAC) to CRC

• Identify Staff Liaison to CRC• CRC appointed and given orientation on process• New process put in effect starting 1 October 2015

Existing co-sponsored conferences will be grandfathered9

BACK-UP SLIDES

New Co-sponsorship Process

• Proposer Submits Request Form Form includes information from organization requesting

co-sponsorship or entity suggesting other organization co-sponsor of AIAA event. Info includes:– Target audience/expected attendance– Value of co-sponsorship to both organizations– Desired support/participation from AIAA or other organization

» Framed against the Supporter, Partner, Co-organizer categories– Event logistics– AIAA champion/member involved in event organization

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New Co-sponsorship Process (continued)

• Staff Liaison Completes Assessment Form Staff liaison to CRC works with appropriate resources to develop SWOT

for co-sponsorship arrangement Staff liaison makes recommendation to CRC about the co-sponsorship

• CRC Makes Decision about Request CRC decides whether to endorse or reverse staff recommendation

• Staff Liaison Responds to Organizing Entity If AIAA will support the event, CRC staff liaison, or designee, gathers

details about event from organizing entity and develops plan to achieve strategic outcomes

Co-sponsorship benefits, deliverables, and expectations will be formalized in an agreement between AIAA and the co-sponsoring entity

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Current Co-sponsorship Reference in Constitution

7.3 U.S. and International Technical Meetings All Institute sponsored and co-sponsored national technical meetings shall be approved by the Technical Activities Committee. All international technical meetings shall be jointly approved by the Technical Activities and International Activities Committees. The Board shall promptly be apprised of such approvals.

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