Technical Conference Planning Brief

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Technical Conference Planning Brief
Presented by Bruno L. Kisala AIAA Aerospace
Business Development - PM 703 -
264-7524 brunok_at_aiaa.org
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Briefing Agenda

• 2004 Forum Overview
• Organizing Committee
• AIAA Staff Resources
• Initiative Enhancers Considerations
• Conference Structure
• Amenities Special Events
• Milestones - Schedule
• Murphy
• Over the Horizon

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2004 Forum Overview

• Forum
• Three (3) Co - Located Conferences
• 3rd Unmanned Unlimited
• 4th Aviation Technology, Integration and
  Operations (ATIO)
• 1st Intelligent Systems (IS)
• Technical Conference
• AIAA Market niche (technology focus)
• Workshop
• Unmanned Unlimited
• Professional Development Courses
• Unmanned Unlimited (19 - 20 September)
• Venue
• Downtown Marriott, Chicago, IL
• September 20 - 23 2004
• IS/ 20 - 22 September
• ATIO/ 20 - 22 September
• UU/ 20 - 23 September
• Expected attendance 600 - 700 attendees

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Organizing Committee Roles and Responsibilities

• General Chair
• Overall responsible for the management and
• coordination of the event.
• Dr. Richard Saeks, Vice President, Accurate
  Automation Corporation
• Honorary Chair
• Serves in an advisory capacity providing
  guidance for the scope and objectives of the
  forum.
• Dr. Paul Werbos, National Science Foundation
• Technical Program Chair
• Responsible for the technical program, e.g.,
  program structure,
• abstract reviews, abstract acceptance
  rejection, rejection
• notification, program composition (session day,
  time, topic and author), invited papers and
  presentations, etc.
• Dr. Kalmanje Krishnakumar, NASA Ames Research
  Center

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Organizing Committee Roles and Responsibilities

• Technical Program Co - Chair (s)
• Assist the technical program chair in developing
  and managing the technical program.
• Paul Zetocha, Air Force Research Laboratory
• The Boeing Company TBD
• IS Conference Planning Committee
• Work as a collective entity to develop and bring
  to fruition all aspects of the technical
  conference.
• General Chair
• Technical Program Chair
• Technical Program Co - Chairs
• Honorary Chair

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AIAA Staff Resources Roles and Responsibilities

• Business Developer
• Project manager - responsible for the management
  and
• coordination of the team in support of the event.
  Guides TC during
• planning and execution phases.
• Marketing Strategist - Analyst
• Responsible for the event marketing plan and
  budget, market assessment, and the design
  production of marketing material.
• Event Planner
• Responsible for coordinating meeting space, AV
  requirements,
• food and beverage, special events, event
  logistics, and site contracts.
• Technical Paper Specialist
• Responsible for assigning, archiving, and
  producing the event technical papers.

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AIAA Staff Resources Roles and Responsibilities

• - Customer Service Specialist
• Responsible for conference registration (virtual
  on-site).
• Responsive to questions and general information.
• - Awards/Honors Student Programs Specialist
• Coordinate award presentations, Wright Bro
  lecture and student activities.

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AIAA Staff Resources Expectations

• Business Development
• Facilitate
• Coordination (internal and external)
• Strategic alliances
• Recommendations and guidance
• Fiscal guidance
• Marketing
• Aerospace America
• Mail -out (CFP, postcards, preliminary programs,
  etc.)
• Electronic (e-mails, press release, faxing,
  articles, etc.)
• Design and Production (CFP, program,
  flyers,etc.)
• Outreach
• Conference Administrative System
• Automated abstract submittal and review
• Automated event development
• Virtual accessibility (24 - 7 flexibility)

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Conference Structure Considerations

• Tracks
• Number of technical tracks/day
• Sessions
• Number of sessions/day
• 3 breakout rooms _at_ 50
• 1 GS room _at_ 150
• 32 - 36 sessions
• 128 - 144 technical papers presentations
• Invited sessions
• Identify highly desired topical areas
• Enlist champions early
• Session chairs
• Identify champions early

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Conference Structure Considerations

• Plenary / General Sessions
• Number of sessions/day
• 1 plenary session _at_ 150
• Room will/ can be used as breakout session room
• Invited speakers
• Leverage exposure and outreach
• Protocols, invitations, solicitation letters
• Time requirementscalendar
• Moderators
• - Professional Development
• TC organized
• AIAA sponsored integrated
• Conference enhancement
• Attendee benefit
• Proceedings
• CD
• On-Line

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Amenities Special Events Standard

• Speakers Breakfast (s)
• Conducted daily
• Included in the registration fee
• Coffee refreshment breaks
• Provided twice daily
• AM PM
• Included in the registration fee
• Luncheon (s)
• Planning committee driven
• Cost driver
• Valued enhancement

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Amenities Special Events Standard

• - Receptions
• Planning committee driven
• Cost driver
• Valued enhancement
• Sponsors
• Audio Visual Requirements
• Costly
• LCD Projector Cost per day 500.00

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Critical Milestones 2004 Intelligent Systems
Conference
SEP 04
AUG 04

• 1 Month Prior
• Final program
• Changes

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Murphys Curse

• Missed Suspense
• Technical papers
• Improper author information
• Fail to follow procedure
• Session Chairs
• Sponsors
• Audio Visual Equipment
• Plug pray
• Communications
• Frequent (biweekly - monthly)
• Effective
• E-mail

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Over The Horizon
2003
2004
2005
2006
2002
ATIO
ATIO
Unmanned Unlimited
ATIO
ATIO
UAV
Unmanned Unlimited
Unmanned Unlimited
UAV
Intelligent Systems
Intelligent Systems
Intelligent Systems
Aeronautical Systems Engineering
Systems Engineering
Systems Engineering
Denver San Diego
TBD
Dresden
Chicago