Conference Co-Sponsorship Review Process

Conference Co-sponsorship Review Process

Revised 25 August 2011

·  Technical Activities Committee (TAC) Staff Liaison vets the request using the following criteria:

o  The most recent version of the request form is being used and that sufficient information is provided

o  The location of conference

o  Form includes the name of the AIAA volunteer that will provide feedback to TAC after the event

·  If the conference is being held within the United States:

o  TAC Staff Liaison forwards the request to appropriate TAC Group Director for approval

o  If the request is not approved by the TAC Group Director, the Group Director will communicate to the organizing society and state reasons for the rejection.

o  If approved by Group Director, the TAC Staff Liaison submits it to TAC for approval

o  If the request is approved by TAC, TAC Staff Liaison:

§  Sends acceptance letter to contact person and sends a copy of the acceptance letter via e-mail to contact person and VP-TAC

§  Notifies relevant AIAA staff of co-sponsorship – Technical Activities Division (TAD) Managing Director, TAD Director of Logistics and Operations, Sponsorship Manager, Marketing, Bulletin Editor, Web Editor

§  Submits IT service desk request so it can be listed on event calendar on AIAA Web site

·  If conference is being held outside of the United States:

o  TAC Staff Liaison sends form to International Activities Committee (IAC) Staff Liaison prior to sending request to TAC

o  IAC Staff Liaison vets request using the following criteria:

§  Held in location outside of the United States (non-embargoed countries)

§  Covers topic of international interest, not just national interest to that country

§  Includes AIAA member participation (TC/PC involvement not needed for International conferences)

§  Held at reputable venue

§  Has support of recognizable/established co-sponsors (if in country where we have a relationship with national professional society, ensure they are involved or aware of event)

§  Provides potential opportunity for partnership for AIAA

§  Dates not in conflict with IAF, ICAS, or COSPAR conferences or other events of which IAC is aware of or participating in.

o  Once vetted, the IAC Staff Liaison sends the request to the IAC for approval. In the case of events that do not meet these criteria, IAC Staff Liaison sends request to IAC/TAC Liaison for further consideration.

o  If the request is not approved by IAC, the VP of the committee will communicate the results to the organizing society and state reasons for the rejection

o  If approved, the request is sent back to the TAC Staff Liaison

o  TAC Staff Liaison forwards to appropriate Group Director to vet from technical perspective with indication that IAC has approved the request and any additional pertinent information

o  If the request is not approved by the TAC Group Director, he/she will communicate to IAC the reasons for the rejection. IAC and TAC will determine the next steps on whether the event will be endorsed by IAC alone or if AIAA will not offer their support to the event.

o  If approved by Group Director, the TAC Staff Liaison submits it to TAC for approval

o  If the request is approved by TAC, TAC Staff Liaison:

§  Sends acceptance letter to contact person and sends a copy of the acceptance letter via e-mail to contact person and VP-TAC

§  Notifies relevant AIAA staff of co-sponsorship – Technical Activities Division (TAD) Managing Director, TAD Director of Logistics and Operations, IAC Staff Liaison, Sponsorship Manager, Marketing, Bulletin Editor, Web Editor, Region VII Liaison

§  Submits IT service desk request so it can be listed on event calendar on AIAA Web site

o  IAC will provide automatic approval for the Congresses of the IAF and ICAS.

Co-sponsorship Requirements/Specifications:

·  AIAA has no financial liability to a cosponsor conference

·  Request should be submitted at least 6 months prior to event

·  Requests less than 3 months from event probably will not be considered

·  Technical Committee/Program Committee support is recommended

·  Known AIAA members attending

·  Identify name of the AIAA member that will provide feedback to TAC after the event

Benefits of Co-sponsorship for Organizing Society:

·  Organizing society can use the AIAA logo to promote the event

·  Event is listed on AIAA’s web site with a link to the conference home page

·  Event is listed in the Calendar of Events in the AIAA Bulletin section of Aerospace America

·  Organizing society may publish promotional information about the event in the AIAA Bulletin at cost (call for papers, advertisement etc)

·  Organizing society can purchased mailing labels at the AIAA member price

Benefits of Co-sponsorship for AIAA:

·  Organizing society gives AIAA members their member rate at conference

·  Organizing society will provide a link to the AIAA homepage on the conference website (www.aiaa.org)

·  Organizing society provides AIAA list of attendees and email addresses after the event for AIAA to use in membership and other outreach