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

What to Know On Site

2018 Final Program Cover

Download the 2018 Final Program


Location

Hyatt Regency Orlando 
9801 International Drive 
Orlando, Florida, USA, 32819
Tel: +1.407.284.1234

Map and Parking
IRide Trolley Map
Venue Floor Plan

Hotel Dining
Weather

AIAA Registration and Information Center

The AIAA Registration and Information Center will be located in the Regency Ballroom Foyer. Hours are as follows:

Sunday, 16 September 1500-1900 hrs
Monday, 17 September 0700-1830 hrs
Tuesday, 18 September 0700-1830 hrs
Wednesday, 19 September 0700-1830 hrs

Hours are subject to change

Registering in advance saves you time and hassle on site. If you register before traveling to the forum, you can print your forum badge and tickets by following these easy steps:

  1. Before traveling to SPACE 2018, print out your registration confirmation, which contains a QR code. This code is also found on the AIAA membership cards.
  2. Upon arrival at the SPACE 2018, go to the AIAA Registration and Information Center.
  3. Scan your QR code at a kiosk located in the Express Badge Pick-up area of the AIAA Registration and Information Center.
  4. Your forum badge and event tickets will print out in a flash!
ITAR Session Registration: Admittance to restricted sessions and access to restricted technical papers is implemented and controlled by the rules of ITAR. Please review the registration requirements to ensure that you fulfill all requirements for attendance.

Download the Free Conference Mobile App

The 2018 AIAA SPACE Forum app allows you to manage your schedule, navigate the forum, and share your experiences. Enter the URL in your device browser to download the free MyItinerary app. 

App Store (Apple devices): http://ativ.me/ep1
Google Play (Android devices): http://ativ.me/ep2
For all other devices, get the Web Version: http://ativ.me/space2018  

Once you have downloaded the app, select AIAA SPACE 2018 in the Upcoming Events dropdown to then download the corresponding program.

#AiaaSpace Tweet Up

Join us for the AIAA SPACE Tweet Up! It will be held at the Lobby Bar, Hyatt Regency Orlando, 1900 hrs on Tuesday, 18 September.

Social Media Contest 

Use the hashtag #AiaaSpace in public social media posts between 0800 hrs on 17 September, 2018 and 1530 hrs on 19 September, 2018, to enter the contest.  

Prizes

Highest Number of Relevant Tweets - LEGO Saturn V Rocket Kit and $50 VISA Gift Card                            
Second Place Number of Relevant Tweets - LEGO Women of NASA set and $25 VISA Gift Card
Honorable @Mentions: Best Video Clip; High Quality Content – Starbucks Gift Card

Contest Rules

To enter the contest, post on social media during AIAA SPACE Forum from 17 – 19 September, 2018. Be sure to include the "#AiaaSpace" hashtag. Posts must be publicly viewable in order to count toward the contest. Prizes will be given out based on several different criteria in different categories. Posts that count toward the contest must be substantive in nature and directly related to forum sessions, speakers, events and the aerospace community. Retweets and quoting other users' tweets do not qualify. If not able to attend AIAA SPACE Forum, you are still eligible to participate by viewing sessions on the Livestream Channel and posting using the hashtag. The contest will end and the winners will be announced at 1530 hrs on 19 September.

You must be at least 18 years old to participate. When you accept the prize, you're consenting to our use of your information (name, profile, photo) to announce you as a winner. We retain the right to use the information in the future on our website or any other communication platform.

Finally, the "legalese": Contest is void where prohibited. All prizes are delivered "as-is" and "with all faults." AIAA is not responsible for human or mechanical errors that tamper with or delay your entry in the contest, or for force majeure events that interrupt or cancel this contest. No purchase necessary to win.

Governing law and jurisdiction is the state of Florida. You're also not eligible if you're an employee of the American Institute of Aeronautics and Astronautics. Previous grand-prize winners from within the last 18 months are encouraged to participate, but will not be awarded another grand prize (Lego set and VISA gift card). These rules are subject to change and interpretation is at our discretion.

Real-Time Q&A and Polling

Use the Conference IO App during the plenary and forum 360 sessions to ask your questions and participate in polls! Go to aiaa.cnf.io and ask your questions!

Wi-Fi Internet Access On Site

AIAA is providing limited Wi-Fi service for attendees to use while on site. To keep this service available and optimized for all attendees, please do not download files larger than 2MB, create multiple sessions across multiple devices, or download multiple files in one session. If you receive an error message that an AIAA server is blocking your current IP address, please inform the AIAA registration desk.

Conference Proceedings

Proceedings for the forum will be available online. The cost is included in the registration fee where indicated. Online proceedings will be available on 17 September 2018. Attendees who register in advance for the online proceedings will be provided with instructions on how to access them. Those registering on site will be provided with instructions at that time.

AIAA Committee Meetings

Download the schedule. The schedule is subject to change. Make sure to check signage upon arrival.

Certificate of Attendance

A Certificate of Attendance is available for attendees who request documentation at the forum itself. Certificates of Attendance will be available for attendees to print at a self-service station at the AIAA Registration and Information desk. AIAA offers this service to better serve the needs of the professional community. Claims of hours or applicability toward professional education requirements are the responsibility of the participant.

Information for Technical Presenters and Session Chairs

Speakers’ Briefing in Session Rooms

Authors who are presenting papers will meet with session chairs and co-chairs in their session rooms for a short 30-minute briefing on the day of their sessions to exchange bios and review final details prior to the session. Please attend on the day of your session(s). Laptops preloaded with the Speaker Briefing preparation slides will be provided in each session room. There is only one briefing time slot per day for all sessions occurring that day. 

Speakers’ Practice

Speakers who wish to practice their presentations may do so. A sign-up sheet will be posted outside the door. In consideration of others, please limit practice time to 30-minute increments.

Session Chair Reports

All session chairs are asked to complete a session chair report to evaluate their session for future planning. AIAA has partnered with Canvas Solutions to provide an electronic Session Chair Report form. You can download the FREE mobile app in your App Store, AppWorld, or Marketplace by searching for “Canvas Solutions, Inc.” The mobile app is free, so please be sure to download it. Detailed instructions will be provided in the session rooms. If you do not have a tablet or a smartphone, simply use the report form as a guide and enter your session chair report information by 20 September at the session chair reporting computer station located on site near the AIAA registration area. Report data will be collected and used for future planning purposes, including session topics and room allocations.

Timing of Presentations

Each paper will be allotted 30 minutes (including introduction and question-and-answer period) except where noted.

“No Paper, No Podium” and “No Podium, No Paper” Policy
If a written paper is not submitted by the final manuscript deadline, authors will not be permitted to present the paper at the forum. Also, if the paper is not presented at the forum, it will be withdrawn from the proceedings. It is the responsibility of those whose papers or presentations are accepted to ensure that a representative attends the forum to present in their place if they are not able to attend. These policies are intended to improve the quality of the conference for attendees.

Technical Paper Support

 If you have any questions about manuscript uploads, author changes, etc., please email  conferencepapers@aiaa.org or visit the AIAA Registration and Information Center.Audiovisual

Each session room will be preset with the following: one laptop computer, one LCD projector, one screen, one microphone and sound system (if necessitated by room size), and one laser pointer. You may also use your own computer. Any additional audiovisual equipment request on site will be at the cost of the presenter. Please note that AIAA does not provide security in the session rooms and recommends that items of value not be left unattended. Requests for additional audiovisual equipment may be made to Alexi Thomas by 17 August.

Yom Kippur Observance

AIAA regrets that the 2018 AIAA SPACE Forum overlaps with Yom Kippur, which begins in Orlando at sundown (1951 hours) on Tuesday, 18 September, and ends at sundown (1949 hours) on Wednesday, 19 September. We work to avoid conflicts with religious and national holidays, school vacations, government and legislative activities, and other industry conferences and events. In this case, unfortunately, the conflict proved unavoidable.

After making the strategic decision to move the 2018 AIAA SPACE Forum to Orlando from New Orleans, the Institute was faced with very limited options in terms of hotel and conference center availability that would meet our requirements. In addition, the forum needed to be scheduled between the Small Satellite Conference that happens in August and the International Astronautical Congress that takes place at the end of September—and avoid Labor Day.

We have altered the forum’s schedule in a good faith effort to minimize any impact you may experience during your observance of Yom Kippur and its associated fasting on site.

AIAA has made the following changes:

  • The awards luncheon has been moved to Tuesday from Wednesday to deconflict it with Yom Kippur.
  • No food will be served at AIAA-sponsored events after sundown on Tuesday, 18 September.
  • Kosher meals for the week are available at no added cost to attendees—however, they must be requested by 13 September, 2018.
  • For those attendees who want to participate in High Holy Day services, AIAA has located several synagogues near the hotel. Please click here for a link to temples in the area.

  Thank you for your understanding. AIAA will make every attempt to avoid this issue in the future. 

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