Presentation on theme: "AIAA Technical Activities Committee Director/Deputy Director Training Kathleen Atkins Director, Aerospace Design & Structures 3 January 2011."— Presentation transcript:
AIAA Technical Activities Committee Director/Deputy Director Training Kathleen Atkins Director, Aerospace Design & Structures 3 January 2011
2 Outline Goals and Objectives What is the AIAA? Who are the Institutes members? AIAA organization Volunteers Paid Staff Director/Deputy Roles and Responsibilities Key Issues you should understand Helpful resources Programs and Assistance Summary
3 Director/Deputy Training: Goals & Objectives To develop the skills required to effectively lead a TAC Directorate. To learn about the resources and materials available at AIAA. To gain new ideas on how to energize your Directorates activities. To network with fellow TAC leaders.
4 What is the American Institute of Aeronautics and Astronautics (AIAA)?
5 Origins American Rocket Society – Founded 1930 Institute of the Aeronautical Sciences Founded 1932 Formed AIAA in 1963 Institute of Aeronautical SciencesAmerican Interplanetary Society
6 AIAA Tagline The Worlds Forum for Aerospace Leadership AIAA Mission To address the professional needs and interests of the past, current, and future aerospace workforce, and To advance the state of aerospace science, engineering, technology, operations, and policy to benefit our global society. AIAA Vision To be the shaping, dynamic force in the aerospace profession - the forum for innovation, technical excellence, and global leadership. Our Core Values Excellence Community Leadership Knowledge Integrity AIAA Tagline, Mission, Vision and Core Values
7 AIAA Corporate Status Non-profit under IRS Code 501 c(3) Formed for Educational or Scientific Purposes Limited Lobbying Permitted Non-profit Postal Rates No Corporate Income Tax
8 Professional Members (FY2002 & FY2010 dues increase years)
New and Renewing 9
Membership by World Region 10
Members by AIAA Regions 11
Members by Region by Year 12
Members by Gender 13
14 Members by Grade Activity for FY10 3 elected to Hon. Fellow Grade 30 elected to Fellow Grade 195 elected to Assoc. Fellow Grade 56 upgraded to Sr. Member 448 upgraded from student to professional 1176 are Emeritus members 144 became lifetime members (total of 1242 lifetime members) Total Members – 28,131 15% of the members are YPs
Members by dues category 15
16 Members by Age (Average age – 51)
Continuous Years of Membership 17
18 Primary Professional Interest of Members
Primary Business 19
Primary Business-Government – Breakdown of the 18% 20
Primary Business-Aerospace Manufacturing – Breakdown of the 21% 21
Member Participation (Note: members participate in multiple activities) 24
Participation by Age (committees & officers) 25
Member Participation – Events & Subscriptions 26
AIAA Sections & Geographical Regions 27
28 AIAA Organization
Board of Directors 29 PRESIDENT-Elect Brian Dailey PAST PRESIDENT David Thompson VP - EDUCATION Neal Barlow VP - PUBLIC POLICY Carol Cash VP - STANDARDS Wilson Felder VP - PUBLICATION Michael Bragg VP - FINANCE A. Tom Smith VP - INTERNATIONAL Mark Maurice VP – TECHNICAL ACTIVITIES Laura McGill VP - MEMBER SVCS Mary Snitch DIRECTOR-AT-LARGE Bonnie Dunbar DIRECTOR-AT-LARGE George Lesieutre DIRECTOR-AT-LARGE Robert Lindberg DIRECTOR - INTL Shamim Rahman DIRECTOR - INTL Susan Ying DIRECTOR - INTL Takashi Iida (TAC) DIRECTOR- TECHNICAL, Aerospace Sciences David Riley DIRECTOR- TECHNICAL, Aircraft & Atmospheric Systems Neal Pfeiffer DIRECTOR-TECHNICAL, Engineering & Technology Mgmt Allen Arrington DIRECTOR- TECHNICAL, Information Systems Jim Neidhoefer DIRECTOR- TECHNICAL, Propulsion & Energy Ashwani Gupta DIRECTOR- TECHNICAL, Space and Missiles Trevor Sorensen DIRECTOR- TECHNICAL, Aerospace Design & Structures Kathleen Atkins (RSAC) DIRECTOR - REGION 1 Jonathan Malay DIRECTOR - REGION 2 G. Alan Lowrey DIRECTOR - REGION 3 Sivaram Gogineni DIRECTOR - REGION 4 James Walker DIRECTOR - REGION 5 Laura Richard DIRECTOR - REGION 6 Bruce Wilson DIRECTOR - REGION 7 Juergen Quest (AIAA STAFF) EXECUTIVE DIRECTOR Robert Dickman DPTY EXEC DIRECTOR Klaus Dannenberg YP LIAISON Darin Haudrich STUDENT LIAISON Dustin Wood PRESIDENT Mark Lewis VP Elect - MEMBER SVCS Merri Sanchez VP Elect – TECHNICAL ACTIVITIES Basil Hassan SECRETARY/TREASURER David Quackenbush
30 AIAA Board of Director Elections Be active in selecting your Institutes leaders Normally less than 15% voter turnout, ~4500 members Can vote online or via snail mail Candidate statement and ballots will be mailed in early February 2011 Ballots are due back to AIAA in early April 2011
31 AIAA Standing Committees Academic Affairs Committee Audit Committee Membership Committee STEM K-12 Outreach CommitteeHonors and Awards Committee Corporate Member Committee Educational Activities Committee Professional Member Education Committee Finance Committee Career and Workforce Development Committee Institute Development Committee Aerospace America Steering Committee International Activities Committee Public Policy Committee Publications Committee Region and Section Activities Committee Standards Executive Council Technical Activities Committee Young Professionals Committee Student Activities CommitteeEmerging Technologies Committee
32 Technical Activities Committee (TAC) Chaired by VP Technical Activities Manages the activities of the TCs and PCs Organization of ~30 technical conferences and workshops a year Recognizing technical excellence via Awards Sponsoring short courses Developing standards and position papers TACs products and services, which reach over half of AIAAs members, generates most of the financial net used to fund activities for our Institutes members
33 TAC Organization Vice President Laura McGill Director of Aerospace Sciences David Riley Staff Liaison Betty Guillie New Initiatives Mark Melanson Program Committees Anthony Gross Director of Propulsion & Energy Ashwani Gupta Director of Aerospace Design & Structures Kathleen Atkins Director of Information Systems James Neidhoefer Committee Liaisons Director of Space & Missiles Trevor Sorensen Director of Aircraft & Atmos Systems Neal Pfeiffer Director of Engineering & Technology Mgmt. Allen Arrington VP-Elect Basil Hassan 70 Technical Committees 13 Program Committees
34 Region & Section Activities Committee (RSAC) AIAA Board of Directors Vice President–Member Services Region Directors Vice President–Member Services Region Directors, Deputies, Liaisons Region Director Region Deputy Directors Section RAC Representatives
35 Membership Committee Chair appointed by VP Member Services Develops and recommends policies and procedures concerning membership grades applications, recruitment and retention Consists of Regional Deputy Directors, liaisons from standing committees, and members at large Every two years forms ad hoc committee to review dues
36 Honors and Awards Committee (HAC) Chair appointed by AIAA President Develops and recommends to the Board of Directors policies and procedures relating to matters concerning the establishment and presenting of honors and awards. Identifies those practitioners in the arts and sciences who have made notable and significant contributions, and honors in public ceremony those so identified with symbols of acclaim and esteem. Responsible for over 80 separate AIAA awards. click on Inside AIAA, Honors and Awards
37 Publications Committee Chaired by VP Publications Develops and recommends publication policies, practices & information services Members appointed by President, recommended by VP Publications Technical Committee Chairs & Editors-in-Chief (EiC) are ex-officio members Works with editors to improve quality and viability of archival publications Seven subcommittees (Publications Executive, Planning & Review, Ethical Standards, Books, Awards, Journals, and Journals EiC); formed by VP and chairs selected by VP from committee Primary products 6 online & print journals, 1 online only journal AIAA Education Series textbooks Progress in Astronautics & Aeronautics (monographs or edited collections) Library of Flight (general - interest books)
38 International Activities Committee (IAC) Chaired by VP International Develops and recommends policies and procedures concerning the international activities of the Institute Addresses current international aeronautics and space topics and works closely with aerospace societies, aeronautics and space agencies, and industries in other countries Jointly approves international co-sponsored meetings with Technical Activities Committee Members include liaisons from AIAA committees (TAC, HAC, etc.), non-U.S. space agencies (DLR, ISRO, JAXA, etc.) international organizations (International Astronautical Federation, International Council of Aeronautical Sciences), and sister societies (AAAF of France, DGLR of Germany, etc.)
39 International Activities Committee (IAC) - 2 Through the auspices of the IAC, AIAA has ongoing active collaborations with the following sister societies: AAAF (France) CASI (Canada) CEAS (Europe) DGLR (Germany) JSASS (Japan) KSAS (Korea) RAeS (UK) CSA (China) In addition, the IAC collaborates with the American Astronautical Society on international activities of interest to both organizations.
40 Public Policy Committee (PPC) Chaired by the VP of Public Policy Provides AIAA liaison to the Legislative and Executive Branches Is responsible for AIAA congressional testimony Jointly approves AIAA position papers with TAC Sponsors Congressional Visits Day, August is for Aerospace, and Region Public Policy Colloquium Five domain PPC policy subcommittees Aeronautics, astronautics/space, national security, Energy & Environment, and workforce & education Identify and pursue key issues (through white papers, roundtables & panel sessions, workshops, etc.)
Emerging Technologies Committee (ETC) Chair appointed by AIAA President The Scope of the ETC is to identify both new and expanding technologies and programs that have the potential for significant AIAA involvement, to identify champions for new AIAA activities, and to identify products and services that AIAA could provide to support new emerging initiatives. Current chair: Dan Jensen, Rolls-Royce Corporation; Deputy chair: Richard Antcliff, NASA Langley: Membership chair: Sam Bruner, Northrop Grumman Corporation Committee was formed in 2004 and is composed of aerospace representatives from government, military, industry and academia The business of the ETC is conducted in large part within three technical subcommittees: Aviation (Chair: Bob Winn) Space (Chair: Tony Gross) Multidisciplinary and Systems (Chair: Jack Agee) 41
Emerging Technologies Committee (ETC) - 2 ETC serves as the home of the AIAAs Small Business Initiative ETC meets face-to-face three times per year. The committee reviews each subcommittees current Watch List and makes recommendations. ETC Activities Draft proposal for a Directed Energy Systems Program Committee Annual Support to Air Force Scientific Advisory Board Green Energy Technology Group – in formation Task Force on Earth Observations 2010 Top 10 Emerging Technologies List Completed 42
43 Institute Development Committee (IDC) Chaired by President-Elect Members include VP Finance and at least one technical, one regional and one at-large director appointed by the president Responsibilities Serve Board in fostering continued development and improvement of the Institute Evaluate organizational and services changes Long range planning Consider new initiatives and monitor until implemented or rejected
44 Young Professional Committee (YPC) The AIAA Young Professional Committee (YPC) serves all professionals, age 35 and under whom are working in the Academic, Government or Industry segments of the Aerospace field. Work with the AIAA committees to enhance opportunities for young professional participation throughout the Institute. Ease the transition from university student members to the work force through specific programs designed to create professional awareness. Website is located under AIAA Membership, Types & Benefits, Young Professional Products and services: Aerospace Career Handbook Young Professional Guide for Gaining Management Support Young Professional Presentations at Conferences Young Professional Receptions at National Conferences Associate Technical Committee Membership
45 Standards Executive Council (SEC) Chaired by the VP of Standards Council oversees the Standards program Approves projects based on organized proposals Evaluates and approves documents for publication when completed Documents are developed by multiple Committees on Standards (CoS) Formed for a topical area or industry sector Must be balanced, representative, and competent to address the proposed topic Often, but not always, linked closely with TCs with similar scopes Maintains full responsibility for the document development and consensus building
46 Education Activities Committee Chaired by the VP of Education Develops policies and supports education of both the student and professional membership Sponsors over 100 courses (ranging from fundamental courses to advanced) Student Education activities Student branches at more than 172 universities Student Conferences held each Spring in seven regions Undergraduate and Graduate Scholarships Design Competitions K-12 Activities for student and teachers
47 Our Mission: to support the future aerospace professional, practicing aerospace professionals, and the organizations and institutions involved in aerospace. We Support: K-12classroom grants, scholarships, design competitions, student conferences and professional recognition Our Impact: Financial assistance to more than 500 students at 130 universities with esteemed aerospace programs Promoting STEM education through 260 Classroom Grants, reaching more than 10,000 K-12 students Workforce development, with 66% of student award winners active in the industry today Campaign Goals – Invest in the Future : raise $10,000,000 for the endowment fund to expand programs, enhance awards and increase impact for our industry and the members we serve, and promote awareness of AIAA Foundation programs and the issues facing the aerospace industry today and in the future. Contact Person: Suzanne Musgrave, 703/ , The AIAA Foundation – Support for Aerospace Education
48 Budget Process Staff sets key indicators for VP review in January (Fall) VPs provide strategic validation and guidance Staff develop initial project budgets for review (Spring) VPs provide feedback and guidance Staff adjust budgets as needed and ensures overall balanced budget for Institute Final budget approved (August/September) Staff provides status on current year financials and on- going budget planning status (monthly) TAC Exec reviews event results on a monthly basis
AIAA Staff Organizational Structure 49
50 Internal Governance Integrated Master Plan IG Plan Complete Whistle Blower Code of Conduct/ Ethics Conflict of Interest Independent Audit Board of Directors RSAC Board of Directors AIAA Staff Other Elected or Appointed Officers Board of Directors AIAA Staff AIAA Members AIAA Staff AIAA Members Sections TAC TCs Members Other Elected or Appointed Officers Y Y Y Y Y Y Y G R R R R R R R R R R R R Legend - Strong IG Content - Add. IG Content Required - IG Content Required - Original Status
51 Director/Deputy Roles and Responsibilities
52 TAC Director Member of the Board, TAC, TAC Executive Committee and AIAA Nominating Committee Oversees Technical Activities within his/her Directorate Appoints Deputy Directors Support the AIAA President and Vice President, Technical Activities in projects as required
53 TAC Deputy Director Appointed positions (serve at the discretion of appropriate director) Member of TAC and the New Initiatives Sub- Committee Provide first line of interface between TAC and the technical committees Support directors in managing technical activities within her/his directorate Support the Vice President, Technical Activities in projects as required
54 TAC Director / Deputy Responsibilities Advocate for the constituency and the AIAA Ensure that all TC Chairs attend the TC Chair training at least once - preferably before becoming chair Have a thorough understanding of TC Chair responsibilities. (Attend TC Chair training if he/she has not previously done so) Attend at least two NIS or TAC Exec meetings and 2 TAC meetings per year Participate in as many of her/his TC meetings as possible Participate in at least one directorate meeting each year
55 TAC Director / Deputy Responsibilities - 2 Monitor the health of his/her TCs Overview TC membership (balance, rotation, TC Chair selection, etc.) Approve annual TC rosters & assist AIAA staff in getting rosters submitted in a timely manner (31 January) Provide leadership for conference organizing committees as appropriate Approve TAC Event Approval forms and co-sponsored conferences (based on relevancy, viability, conflicts with existing conferences)
56 TAC Director / Deputy Responsibilities - 3 Encourage TCs to submit highlights articles for December issue of Aerospace America (due to AIAA 1 September) Assist TCs in the preparation, submission and obtaining approval of position papers Assist TCs in creating and maintaining an appropriate award selection process Encourage TCs to participate in annual nominating and election processes Encourage TCs to participate in annual Congressional Visits Day (CVD) Report directorate initiatives, progress, issues at TAC meetings as appropriate
57 Additional TAC Director Responsibilities Participate in TAC Executive Committee telecons Review TC proposals for utilizing TAC funding and allocate funding among her/his TCs Allocate Aerospace America Highlights issue pages among his/her TCs (requests for additional pages from VP TAC) Actively encourage and involve Deputy Directors in managing their directorate Set the tone for corporate governance and ethics. Sign code of Conflict of Interest statement prior to taking office
58 Conflict of Interest Statement I have received and read a copy of the AIAA Member Conflict of Interest Policy. I agree to adhere to the provisions of this policy. Signed: ______________________ _____________________________ (Print Name) Date: ________________________
59 TC Chair Responsibilities TC Organization Orientation TC Money Honors and Awards Meetings Status Reporting Education Associate Memberships Liaison Public Policy Conferences Publications Membership & Rosters
60 TAC Metrics Examples Membership Balance TC Charter Foreign Membership Succession Planning Training Liaisons Meeting participation Conferences Publications Awards Short courses K-12 Books News Letters Standards AIAA service Congressional visits day Number of meetings Local involvement
61 Technical Committee Membership Solicitation for nominees each summer (July) AIAA at large Technical committees Aerospace America Committee membership selection is chairmans responsibility Membership limited to 35 Larger membership only with TAC approval Three-year term; 1 May to 30 April Term exceptions (both less than & more than three years) Attend at least two meetings a year Should maintain a balanced composition Affiliation Professional interest Geographic location Gender Have Deputy Director approval Associate, international and ex-officio members A key to success of TC
62 TAC Program Committee Coordinator A director-level position, appointed by the Vice President, Technical Activities Member of TAC and the New Initiatives Subcommittee (NIS) Provides the first line of interface between TAC and the program committees
63 Program Committee Coordinator Responsibilities Assures all PCs have a written charter, membership selection and performance criteria, annual plan of action, etc. Assures mapping and interaction of TCs to PCs, and vice versa. Assures PC-to-PC interaction, where appropriate Helps in identifying potential new program committees as a member of the AIAA Emerging Technologies Committee.
64 Program Committee Coordinator Responsibilities - 2 Advocates for the constituency and the AIAA Has a thorough understanding of PC Chair responsibilities. Attends at least two NIS or TAC Exec meetings and 2 TAC meetings per year Participates in TAC Executive Committee telecons Participates in as many PC meetings as possible Organizes and leads at least one PC Chair group meeting each year Supports the Vice President, Technical Activities in projects, as required Review PC proposals for utilizing TAC funding and allocate funding among the PCs Allocate Aerospace America Highlights issue pages among the PCs (requests for additional pages from VP TAC)
65 Program Committee Coordinator Responsibilities - 3 Monitor the programmatic and functional health of the PCs Report PC initiatives, progress, issues at TAC meetings, as appropriate Overview PC membership (balance, rotation, PC Chair selection, etc.) Encourage PCs to submit highlights articles for December issue of Aerospace America (due to AIAA 1 September) Assist PCs in the preparation, submission and obtaining approval of position papers Assist PCs in creating and maintaining an appropriate award selection process Encourage PCs to participate in annual nominating and election processes
66 Regional Deputy Director Responsibilities Advise and assist Sections with technical programs (e.g. symposia, lecturers, local TCs). Communicate with the Technical Officer for each section as often as possible. If there is no Technical Officer, maintain a meaningful and continuing liaison with appropriate individual(s) in the Sections. Collect and disseminate information on other Regional technical programs/activities that may be useful to local Sections in formulating or improving their local programs. Develop an "ideas that work" list for the Sections.
67 Regional Deputy Director Responsibilities - 2 Alert Sections as to when a technical meeting will be in their area. Encourage Sections to set goals/objectives for technical programming and to communicate said goals/objectives to the Deputy Director. Participate in the Regional Leadership Conference. Convey information from the Technical Activities Committee (TAC) meeting to the Regions and Sections. Communicate Region and Section activities to the Committee. Attend at least two meetings of TAC. At these meetings, report on sections, technical activities, actions taken, and pertinent information from the RAC meeting.
68 TAC Reports Schedule JanuaryMayAugust DirectorsAerospace SciencesEng & Tech MgmtPropulsion & Energy Aircraft & Atmospheric Systems Aerospace Design & Structures Information Systems Space & Missiles Regions1, 2, 743, 5, 6 LiaisonsPublicationsIAC/ICASIDC PMECExhibits Student ActivitiesPublic PolicyMembership/RSAC StandardsUSNC/TAMYoung Professionals Precollege Outreach SubcommitteesNIS Finance IT/Database Public Policy Honors & Awards Public Policy Honors & Awards Public Policy Honors & Awards OtherVP Topic Meetings for approval Staff Report
69 Number of TC meetings Special events, invited speakers, tours, or other highlights Honors and awards presented (name of award, recipient, where presented and by whom) Publication activities (highlights articles, handbooks, newsletters, position papers etc.) Conferences supported by your TCs Best Practices / Lessons learned Annual Report
70 TAC Director Meeting Reports Identify your group Director, Deputies, and TCs and their chairs Highlight any changes since last report Identify sponsored conferences that will occur before next TAC meeting Chairs & their employers, conference location and special events of note Highlight problems, issues, and solutions Identify sponsored conferences that have occurred since last TAC meeting Chairs & their employers, conference location and special events of note Highlight problems, issues, and solutions Pet VP Technical Topic (will vary each meeting) Technical Group special topics – up to three issues with one slide per topic
71 Regional Deputy Director, Technical Meeting Reports Identify yourself, your employer, and your sections Highlight any changes in personnel or structure since last report Identify AIAA sponsored conferences (1 slide) and regional or sectional conferences (1 slide) that will occur in your region before next TAC meeting Conference location, industry sponsor, and local section involvement Your comments and highlight problem issues and solutions Identify sponsored conferences (1 slide) and regional or sectional conferences (1 slide) that have occurred in region since last TAC meeting Conference location, industry sponsor, and local section involvement Your comments and highlight problem issues and solutions Pet VP Technical Topic (will vary each meeting) Regional special topics – up to three issues with one slide per topic
72 Key Issues
73 TAC Money Each technical director/program coordinator given an allotment (based on number of TC/PCs in directorate) VP TAC has additional funds which may be allocated to technical directors Any TC/PC may apply for funds from its director/coordinator Directors will approve allocation of funding Funds must be expended by 30 September Generally used for a one-time expense (new program, etc.) Current TC Charter
74 TC Funding Request Form
75 May maintain own funds independent of AIAA corporate Without AIAA oversight or control or recourse to AIAA corporate resources Cannot legally bind the institute Must file TC tax return and pay taxes as appropriate at all levels Funds must be used to promote the charitable, educational or scientific purposes of AIAA May not hire employees No contracts, salaries, compensation etc. to TC members or families without 2/3 vote of the TC at a regularly scheduled meeting Work with AIAA Secretary to negotiate agreement to use own EIN under AIAA Group Exemption Number Constraints on Using TC Money
76 May not directly or indirectly carry on any activity not permitted by an organization exempt under Section 501(c)(3) of the IRS code No more than 20% of annual AIAA budget used for explicit lobbying activities AIAA has only 3 registered lobbying representatives TAC coordinates all activities with Public Policy Committee to assure it meets AIAA requirements and is within lobbying regulation guidelines AIAA historically stays away from taking positions on specific programs Ensuring reasonable & continued level of R & D funding Issues impacting critical technology or negative effects on aerospace professionals Voice of technical credibility on key issues (The Honest Broker on Aerospace issues) Federal employees are encouraged to obtain a ruling or waiver from their agency or department prior to engaging in any AIAA-related advocacy activity Individual AIAA members or TCs may contact legislators but must assure that their communication is not construed as an official AIAA policy position Public Policy
77 Congressional Visits Day AIAAs annual member-driven policy outreach activity to Congress and the Executive Branch. Allows CVD participants to converse with key decision makers in Congress on the matters that mean the most to AIAA. Visit teams are organized by state or Technical Committee (TC) discipline. PPC allocates some funding for a set number of CVD participants. AIAA is well-positioned to communicate matters of aerospace policy and critical technical issues in an objective and effective manner. AIAAs newest grassroots program, August is for Aerospace (A4A) allows members to continue the discussions they started at CVD by encouraging interaction between members and elected officials during their August recess. A4A helps display the local impact of the aerospace sector on lawmakers communities, increasing the effectiveness of the messages delivered at CVD.
Congressional Visits Day Each year, at least 150 AIAA members from across the United States travel to Washington, D.C. to educate Congress and the Administration on the importance of the aerospace industry to our countrys national and economic security. CVD provides aerospace engineers and scientists with an opportunity to offer their technical expertise to policymakers on a wide range of issue which are critically important to our nation. AIAA strongly believes that because of our long history as the principle aerospace professional society and its unique membership structure that the Institute is well positioned to converse with Congressional decision makers on the important issues facing our community. 78
79 AIAA Honors & Awards Over 80 Individual or Distinct Awards Distinguished Lectureships International Awards Technical Excellence Awards Publication Awards Education Awards Section Awards Joint Society Awards Service Awards (Distinguished, Public, Sustained Service) Special Service Citation Longevity Awards (25-, 40-, 50-, 60- and 70- year membership) There is an official process for Technical Awards!
Sponsored and Operated Event Approval Form 80 AIAA Sponsored and Operated Event Approval Form Date Submitted: Conference Title: Location: Dates: o Schedule of Industry Events during time frame is attached. General Chair: Phone: Technical Program Chair: Phone: Administrative Chair: Phone: AIAA Product Manager: Phone: AIAA Event Manager: Phone: Cosponsoring organizations: Local AIAA section and Region Director: CONFERENCE PROGRAM Estimated number of papers: _______ Number of planned Plenary sessions: ______over _____ days Estimated number of concurrent sessions: ______ over ______ days Estimated Size of Exhibit: Location of Exhibit Hall (if applicable) to Conference Sessions: Offsite event planned: Other co-located events/programs:
Sponsored and Operated New Event Proposal Form 81 AIAA Sponsored and Operated New Event Proposal Form Date Submitted: Conference Title: Exhibits planned: o Yes o No Desired Location: Desired Dates: o Schedule of AIAA and Industry known Events Attached Other Conferences to be collocated: Estimated attendance: Requesting organization, group or committee: Point of Contact: Phone: AIAA Product Manager: Phone: AIAA Event Planner: Phone: TAC Group Director Approval Date: TAC Approval Date:
82 Cosponsored Conference – Page 1 All sections on this form must be completed. Consideration for approval might be denied if insufficient information is not provided. If request is approved, schedule permitting, your conference will appear in the AIAA Bulletin Meetings Schedule published in Aerospace America. Additionally, the conference listing will be placed on our web page. A link will be made to your conference URL from the AIAA website at under Cosponsored Conferences. Please note that it is the responsibility of the sponsoring society to ensure that AIAA has accurate and current contact and conference information. Approval as a cosponsored conference is not financially binding to AIAA since AIAA does not provide funding to the organizing entities of cosponsored conferences. No use of the AIAA logo is authorized until the AIAA Technical Activities Committee (TAC) has approved this meeting for co-sponsorship. It is highly recommended that this form be submitted at least 6 months prior to the conference. Requests submitted within 3 months of the conference date probably will not be considered.www.aiaa.org General Information Title: Location: Dates: Operating Society (ies) responsible for financial liability: Complete business address: Business phone: Fax: Conference Objectives: Major Emphasis: Organization(s) or professional societies currently active on this topic: Attendance Information: Estimated attendance:based on Estimated AIAA attendance (if known)based on AIAAs response should be received by the following date:
83 Cosponsored Conference – Page 2 Support Which specific AIAA technical group(s) and/or technical or program committee(s) will participate or support attendance at this conference: If known, please list name, phone number and address of contact person: Provide a description of the value of this conference to the AIAA membership. List other conferences (AIAA and non-AIAA) with similar or complimentary program content. What is the advantage to AIAA to co-sponsor this conference: How does this meeting advance, or is consistent with, the AIAA Strategic Goals? (Strategic Goals are attached as an Appendix to this form) Expectations from AIAA for co-sponsorship (program content, etc.): Proposers Name: Complete business address: Business phone: FAX: Organization Conference General Chair: Complete business address: Business phone: FAX: Technical Program Chair: Complete business address: Business phone: FAX: Administrative Chair: Complete business address: Business phone: FAX: *Contact: Complete business address: Business phone: FAX: address: Conference Web Site URL:
84 Membership Upgrades Senior Members - Applications anytime Associate Fellows Nomination forms due 15 April References due 15 May Fellows Nomination forms due 15 June References due 15 July Honorary Fellows Nomination forms due 15 June References due 15 July
85 Hotel Room Nights Meetings Managers Priorities Sleeping Room Costs Meeting Space Costs Food Service Costs Complementary Sleeping Rooms Hotel Priorities (Income) Sleeping Rooms Food Functions Meeting Rooms Restaurants Gift Shop Bars
86 Room Night Issues Hotel Bookings Very Competitive Hotels Trade-off # of Guaranteed Room Nights for Meeting Space/Other Considerations Commercial vs Government Rates Hotels Play Games with Room Rates People Play Games with Room Rates Tell the Meetings Managers about Problems Unavailability of Rooms Unavailability of Rooms at Conference/Government Rates When Booked Outside the Conference Block at a Lower Rate
87 Programs and Assistance
88 AIAA Value to the Community The Work has been done! Advocacy for aerospace issues Networking with aerospace professionals Recognition of contributions/contributors Partnership with others in broader international, educational, and professional arenas Professional and corporate involvement/growth Customized services of cost effective products and services tailored to meet organizational strategic needs Publications, Standards, Conferences, Technical/Program Committees, Professional Development Courses, etc.
89 Training Opportunities Director / Deputy Director Training Workshop – August (January and May as needed) Technical/Program Committee Chair Training - January TAC Leadership Workshop - January Regional Leadership Conference – July Regional Deputy Director Training – Every other January
90 Videotape Loan Program Available for loan to Sections, Student Branches, TCs, individual members Wide range of topics, separated by subject area - VHS form No cost except for return postage and lost tapes Send requests to West Coast Office: Susan Goldstein 999 North Sepulveda Blvd Suite 440 El Segundo, CA /
AIAAs Association Management System (AMS) NetFORUM Membership database/CRM – manages all AIAA members, corporate members, exhibitors, customers, all records Conference registration Scholar One Abstract Central – manages abstract/final manuscript submissions for conferences Also used to build sessions and program SharePoint Standing Committees, Technical Committees and Program Committees are currently using the SharePoint sites to display their documents 91
92 AIAA Electronic Library Available at our web site under Publications and Papers Purchase books, journal articles and technical papers Subscribe to journals Past Journal Table of Contents Available IAC Archives (through 2006 only) IAC papers will go to IAF in the near future eBooks are available for purchase at - on-line and downloadable PDF formats Predecessor Society Journal articles available for purchase (includes IAS and ARS Journals )
93 Insurance: AIAA is covered for the following Property and Casualty Publishers Liability (Media and Internet) Group Travel Accident (employees) Management and Fiduciary Liability (Directors and Officers Liability) Umbrella Policy covering the above Separate event coverage when needed Board members are indemnified under bylaws and Also: AIAA Reston acts as purchasing agent for Section insurance coverage
94 AIAA Affinity Programs Home & Auto Insurance Liberty Mutual – domestic members TD Insurance – Canadian members Medical Insurance Long Term Care Insurance Car Rental Discounts Hertz Credit Card Bank of America Subscription Discount Aviation Week & Space Technology
95 Speaker Expense Reimbursement & Distinguished Lecture Program Available to the Sections and Student Branches. A Section may have up to two speakers per year and a Student Branch may have one speaker per year, as long as funds are available. The program year runs from October 1 – September 30. The speaker(s) may come from the DL List or may be sought out by Section/Branch. The speakers expenses can be reimbursed through the program. Must be requested/approved in advance.
96 Speaker Expense Reimbursement & Distinguished Lecture Program Program allows Student Branches and Professional Sections the opportunity to arrange for a speaker of their choice for a Branch and Section event. The AIAA will cover reasonable speaker travel expenses, provided the Branch or Section adheres to the guidelines and procedures. Section or Branch contacts the speaker they would like to invite and agree upon a tentative date and time. Section or Branch obtains authorization from the AIAA Program Administrator before the speaker is confirmed. After confirmation from AIAA Program Administrator the Section or Student Branch confirms the speakers invitation by letter and copies AIAA Program Administrator. The letter of invitation must include a paragraph stating the following: The AIAA will be pleased to reimburse you for reasonable travel expenses including airfare, hotel room night charges, meals, rental cars, parking expenses both at the hotel and departure airport, and other associated expenses related to your travel to the engagement. AIAA does not pay per diem or honoraria. Expense report with receipts must be submitted directly to Stephen Brock at AIAA HQ.
97 AIAA Career Center Search Jobs Post Resume Laying the Foundation for the Future of Aerospace Salary Information Professional Career Time Line Career Workshop Presentations Archives
99 Important Dates to Remember January TAC/NIS/BoD Meetings Director Report January 31 Annual Report to VP TAC TC Rosters to AIAA April 15 Associate Fellow Nomination Forms May TAC/NIS/BoD Meetings Director Report May 15 Associate Fellow References June 15 Fellow/Honorary Fellow Nomination Forms July Nominations for AIAA Board of Directors July 15 Fellow/Honorary Fellow References August/September TAC/NIS/BoD Meetings Director Report September 1 Aerospace America Highlights Article to AIAA Headquarters As Appropriate Conference Proposals (three weeks prior to TAC) AIAA Award Recipient Recommendations Senior Member Applications (anytime)
100 TAC Staff Technical Committees Directors and Deputies - Linking Pins for AIAA Director & Deputy
101 What Makes a Good Director/Deputy Director? A Good Director/Deputy Director/Coordinator is one who: Organizes their group Motivates, coordinates, delegates and documents successes Acquires TAC/staff support when needed Plans for the long term Realizes that she/he is working with volunteers
AIAA Value to the Community Updated: December 12, 2009
104 AIAA: Your Forum for Aerospace Leadership Mission AIAA advances the state of aerospace science, engineering, and technological leadership. Vision AIAA is the shaping, dynamic force in aerospace – THE forum for innovation, excellence and global leadership.
105 AIAA Overview Formed in 1963 from ARS (1930) and IAS (1932) Worlds Largest Professional Society in Aviation, Space, & Defense Engineering/Science professional members 7688 student members 91 corporate members 70 Technical Committees Spanning Aerospace Science & Technology Aerospace Leadership 72 Honorary Fellows, 722 Fellows, 3673 Associate Fellows An AIAA member was involved in every major aerospace accomplishment Aerospace Policy Guidance - Respected, credible voice to Administration and Congress on Aerospace Issues Aerospace ISO Standards Body Aerospace Conference Administrator Aerospace Professional Development Course Provider Aerospace Publisher – Books, Journals, & Technical Papers Aerospace Pre-College Educational Outreach Leader
106 AIAA and the Community AIAA is committed to and encourages the active involvement and participation of the aerospace community (industry, government and academia) AIAA works with organizations to create partnerships that ensure mutual benefit AIAA positions organizations for future development, growth and opportunities
107 AIAA Providing Unequivocal Value Advocacy for aerospace issues Networking with aerospace professionals Recognition of contributions/contributors Partnership with others in broader international, educational, and professional arenas Professional and corporate involvement/growth Customized services of cost effective products and services tailored to meet organizational strategic needs
108 AIAA Technical and Networking Advantages May reduce development time and cost Obtain technical expertise quickly Avoid reinventing the wheel Gain from lessons learned May strengthen your organization Identify new technologies and applications Identify research needs and funding sources Prepare for potential procurement activities May enhance technical development Provide exposure to new concepts Promote personal and professional development Establish leadership among the technical community Prepare for increased responsibility Provide insight to factors affecting the industry
109 AIAA Products and Services Conferences and Exhibits Aerospace Sciences Meeting and Exhibit Aviation Technology, Integration, and Operations Conference Fluid Dynamics Conference Guidance, Navigation, and Control Conference and Exhibit Missile Sciences Conference Joint Propulsion Conference Space Conference and Exhibit Strategic and Tactical Missile Systems Conference Structures, Structural Dynamics and Materials Conference ….plus another 20+ in various disciplines
110 AIAA Products and Services (cont) Publications Books – Progress in Aeronautics and Astronautics – Education Series Journals – AIAA Journal – Journal of Aerospace Computing, Information, and Communication – Journal of Aircraft – Journal of Guidance, Control, and Dynamics – Journal of Propulsion and Power – Journal of Spacecraft and Rockets – Journal of Thermophysics and Heat Transfer Technical Papers Electronic Library Monthly Magazine Case Studies ….and more!
111 Professional Development Over 130 courses (ranging from fundamental courses to advanced) Taught by leading industry experts Five course formats Classroom-based short courses One-day tutorials Online tutorials (web casts) Learn at home Onsite (at your company) Courses held in conjunction with a technical conferences include attendance to the conference
112 AIAA Products and Services (cont) Education Activities Student branches at more than 150 universities Student Conferences held each Spring in seven regions Undergraduate and Graduate Scholarships Design Competitions K-12 Activities for student and teachers
113 AIAA Products and Services (cont) Standards Promoting national and international standards for technical excellence Accredited by the American National Standards Institute Focus on aerospace applications Member input and review encouraged Members receive electronic copies of AIAA Standards free!
114 AIAA Products and Services (cont) Public Policy Developing comprehensive position papers on policy issues Coordinating expert testimony to Congress and the Administration Organizes annual Congressional Visits Day Promotes August is for Aerospace Home Visits Sponsors forums and workshops on policy issues Fosters relationships with the media and various coalitions Providing responsible positions which influences aerospace policy
115 AIAA Products and Services (cont) Local section activities 62 sections across the United States and abroad Local networking, management and leadership opportunities Local technical programs in geographic areas Distinguished Lecturer Program Support
116 AIAA Products and Services (cont) Technical Committees 70 committees focus on specific areas of technology Development of conferences, workshops, standards, etc. Aerospace Sciences Aircraft and Atmospheric Systems Engineering and Technology Management Information Systems Propulsion and Energy Space and Missiles Aerospace Design & Structures...and more! Program Committees 12 committees focus on leading edge or emerging aerospace programs Development of conferences, workshops, standards, etc. Aerospace Traffic Management Energy Optimized Aircraft and Equipment Systems Gossamer Spacecraft HyTASP Netcentric Operations Reusable Launch Vehicles Space Exploration Space Station Unmanned Systems …and more!
117 AIAA Products and Services (cont) Standing Committees 22 committees focus on Institute Admin Networking, management and leadership opportunities Academic Affairs Career and Workforce Development Honors and Awards International Activities Membership STEM K-12 Outreach Professional Member Education Public Policy Publications Standards Executive Council Student Activities Young Professionals …and more!