17–19 September 2018
Hyatt Regency Orlando, Orlando, Florida

ITAR FAQs


ITARITAR Frequently Asked Questions - attendees


How do I submit an abstract for an ITAR paper?

Go to (insert weblink) and follow the instructions as you would to submit an abstract for any AIAA event.  Under Presentation type, please choose ITAR Paper, and include the words (consider for ITAR session) in the abstract title.  Follow all other steps as if you were submitting any abstract.

Should my abstract be ITAR restricted?

No, all abstracts should be unrestricted and cleared for public release.

 

What is form DD2345, where can I get it and why is it necessary?

Link to the DD2345 FAQ page

 

Why do I have to register twice, can’t I just do one registration?

Registering for ITAR restricted sessions requires additional steps than event registration, and must be completed in person at show site.

 

Why do I have to show proof of U.S. citizenship?

These sessions have been designated as U.S. only sessions and you must show proof of U.S. citizenship to show you meet that requirement.  Documents that show citizenship are:  a valid U.S. Passport, Birth Certificate, Consular Report of Birth Abroad or Certification of Birth, Naturalization Certificate.  Please see the following website on proof of citizenship https://www.uscis.gov/sites/default/files/USCIS/Resources/A4en.pdf or http://usgovinfo.about.com/od/immigrationnaturalizatio/a/proofofcitzenship.htm

   

I am a lawful permanent resident (aka green card holder), can I attend the ITAR sessions?

Please email cathyc@aiaa.org for specific requirements for attendance at these sessions.

 

Why do I need to show proof of employment?

You must be able to show that you are an employee of the company to use it’s DD2345, and if you are a government employee, you need proof of government employment to be able to register for the sessions.

 

Why do I have to show photo identification?

We must be able to verify your identity.

 

Do I need to show my photo id to get into a session?

Yes, you will be required to show your photo id and your ITAR badge each time you enter an ITAR restricted session room.

 

I’m presenting a paper in an ITAR session. Do I need to register for the forum?

Yes, you must be registered for the event AND you must register for ITAR attendance.  Failure to meet all requirements will mean you will not be able to present your paper and it will be withdrawn.

 

I’m a session chair in an ITAR session. Do I need to register?

Yes, you must be registered for the event AND you must register for ITAR attendance.  Failure to meet all requirements will mean you will not be able to enter ITAR restricted session rooms.

 

What happens if I don’t have proof of citizenship when I arrive on-site?

You will not be permitted to register for or attend ITAR sessions without providing all registration documents, including proof of citizenship.  You are welcome to participate in all non-restricted aspects of the event.

 

My friend/colleague can confirm that I am a U.S. Citizen, but I don’t have my proof of citizenship with me, can I attend the ITAR sessions?

No, you must present your proof of citizenship at the ITAR registration desk as part of your complete ITAR registration package, incomplete packages will result in the inability to participate or attend ITAR sessions.  You are welcome to participate in all non-restricted aspects of the event.

 

How do I get a copy of the papers presented in an ITAR session?

A DVD of papers presented in ITAR sessions is available for purchase on-site at the event at the ITAR Registration Desk to those who are registered to attend the ITAR sessions.  You must show your ITAR registration and photo ID in order to purchase these papers.  Papers will not be available for sale following the event.  DVD’s must be picked up during the distribution time indicated on your receipt, typically several hours after the last ITAR presentation is given at the forum. Due to the no podium, no paper rule for the forum, DVD's are not available until the last ITAR session.

 

Can I purchase the ITAR papers after the event?

No, there is no distribution of ITAR papers after the forum.

 

Can I use electronic devices during an ITAR session?

No phones, computers, iPads, cameras or other electronic devices with cameras, recording or two way communication capabilities will be permitted into the ITAR session room. Please check all electronics at the Electronics Check in Desk before entering the session room.  All electronics not picked up by the end of the day will be turned in to the facility's Lost and Found.

 

Is note-taking permitted during ITAR sessions?

Yes you may take notes during an ITAR paper or session, however, we remind you to treat those notes as you would any other restricted materials, as they may contain information that is not cleared for public release.

 

My spouse/guest is with me, can they attend my ITAR paper presentation?

If they meet the requirements for ITAR Registration, yes.

 

Why do I have to be registered for the conference in order to attend ITAR sessions?

AIAA ITAR conference sessions are a part of the conference program.  You must be registered for the conference in order to attend conference sessions.

 

I am a student, can I attend ITAR sessions?

Students have separate requirements for attending restricted sessions. If you are a student and wish to attend, please send an email to:  cathyc@aiaa.org for information on the specific registration policies and requirements.  Due to additional requirements, students who have not received an email from the above address, will not be permitted to register onsite.


I am an exhibitor, can I attend ITAR sessions?

Yes, as long as your conference registration includes the technical sessions, and you meet all ITAR registration requirements.

 

At what AIAA events can I present ITAR restricted materials?

  • AIAA AVIATION
  • AIAA Propulsion and Energy
  • AIAA SPACE


Dates to Remember

  • Open for Abstract: 29 Nov 2017
  • Abstract Deadline: 08 Feb 2018
  • Manuscript Deadline: 16 Aug 2018
  • Early Bird Reg Deadline: 27 Aug 2018
  • Cancellation Deadline: 04 Sep 2018

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