Update about Forums and Other Events

Briefing to Technical Activities Committee1 September 2015

Future Year Venues

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2016 2017 2018 2019 2020

SciTech4-8 JanuaryManchester Grand Hyatt, San Diego, CA

9-13 JanuaryGaylord Texan, Grapevine, TX

8-12 JanuaryGaylord Palms, Orlando, FL

7-11 JanuaryGrand Hyatt San Diego, San Diego, CA

6-10 JanuaryGrand Hyatt Orlando, Orlando, FL

DEFENSE8-10 MarchApplied Physics Lab, JHU, Laurel, MD

AVIATION13-17 JuneWashington Hilton, Washington, DC

5-9 JuneSheraton Denver Downtown Hotel, Denver, CO

25-29 JuneHyatt Regency Atlanta, Atlanta, GA

P&E25-27 JulySalt Palace Convention Center, Salt Lake City, UT

10-12 JulyHyatt Regency Atlanta, Atlanta, GA

10-12 JulyCincinnati, OHContract being reviewed

SPACE12-15 SeptemberLong Beach Convention CenterLong Beach, CA

12-14 SeptemberHyatt Regency Orlando, Orlando, FL

27-30 AugustHyatt Regency New Orleans, New Orleans, LA

Looking to hold these forums

together if AIAA hosts IAC 2019

Might need to assess larger venue if DEFENSE grows in size; at capacity at APL at current size

Future Organizers

• SciTech, AVIATION, P&E Inviting/confirming 2017 chairs Compiling suggested ESC candidates for 2016-2018

terms • SPACE 2016

Inviting/confirming Executive Steering Committee and chairs

Blending ESC model and YP organizer model for 2016• DEFENSE

Confirming organizers for 20163

New Approach to Forum Planning

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• Recognition after 2014 forums completed that original concept for Organizing Committee with chairs from across the Institute areas not effective

• Change in forum organizing structure to filter Institute programmatic topics through Forum 360 chair (briefed to Board in January 2015)

• With some Standing Committees undergoing merger or restructuring, need to redefine integration points between Standing Committees and forums

• Approach to identifying Forum 360 topics needs to evolve to more widely solicit input and to more directly engage Standing Committees and Vice Presidents

Revised Forum Organizing Structure

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Forum 360 Program Development Process

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Other AIAA Events (not meeting at upcoming forums)

• International Communications Satellite Systems Conference 2015 event: next week in Gold Coast, Australia 2016 event:

– Will be held jointly with the Ka and Braadband Conference on Cleveland

– Exception to normal cycle where ICSSC meets as part of SPACE Forum in even years

– Exception made because of special anniversary event in 2016 Jim Rankin and staff to engage incoming Communications

Systems TC chair about future of conference

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Other AIAA Events (not meeting at upcoming forums)

• AIAA/CEAS Aeroacoustics Conference 2016 event planned for 30 May-1 June 2016 in Lyon,

France Organizer: 3AF, member society of CEAS Planning has started ahead of MOA between

AIAA/3AF being formalized MOA should be wrapped up soon with minimal

impact to milestones

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Other AIAA Events (not meeting at upcoming forums)

• International Space Planes and Hypersonic Systems and Technologies Conference Members of HyTASP PC are proposing 2017

conference should be held in China or Brazil instead of at SciTech as planned

Seems to be desire to keep this conference as a standalone event that would not meet with a forum

Meeting scheduled later today to discuss this proposal

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International Astronautical Congress 2019 Bid Milestones

• Letter of intent submitted: 1 February 2016 AIAA has already communicated its intention to the

International Astronautical Federation but still needs to submit formal letter

• Bid proposal submitted:1 April 2016• Host organization decided: 30 September 2016

Decision made by endorsement of IAF Bureau recommendation

If not consensus for the decision, IAF General Assembly votes to select host 10

Logistics

• Reserved Washington Convention Center 21-25 October 2019• Researching hotels to use for sleeping rooms

Need to provide list of hotels in different price ranges• Reviewed hosting requirements against facility to ensure we can

accommodate all sessions/activities• Developed preliminary budget to understand financial model

required to be successful• Have had initial discussions with Department of State and Space

Studies Board to proactively address visa challenge• Hired Program Manager to manage the bid process and if we win

the bid, to manage the execution of the event

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Bid Promotion

• Launched bid promotion during 2014 International Astronautical Congress

• Will continue promotion during IAC 2015• Developed outreach strategy targeting IAF

members organizations to ask to support our bid• Requested letters of endorsement for bid

Received letter from National Air and Space Museum Expect letters from NASA, NOAA, and Department of

State soon12

Supporters and Sponsors

• Sponsors Secured: Lockheed Martin, Industry Anchor Sponsor To be confirmed: Boeing

• Supporters American Astronautical Society

• Strategy Reach out to other U.S. members of IAF to be

supporters, in kind sponsors, or financial sponsors

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Related Activities

• Planning International Space Summit the weekend before IAC in conjunction with a Corporate Sponsor

• Proposing to the Association of Space Explorers to host their 2019 Congress the week before IAC (in conjunction with the International Space Summit)

• To minimize competition with IAC, AIAA will combine Propulsion & Energy and SPACE forums in 2019 (July/August timeframe) Discussion of how this will work has started with Jeff

Hamstra and Peter Montgomery

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