ITAR Information

ITAR Restricted Session – Registration Guidelines

AIAA offers authors the opportunity to present information that is covered by the U.S. International Traffic in Arms Regulations (ITAR), in U.S. Only sessions during the AIAA AVIATION and AIAA Propulsion and Energy forums.  These sessions provide an opportunity for discussion of topics and presentations that is not possible in an open forum.

The papers and sessions scheduled to be presented at these forums will be governed by the rules and limitations of ITAR (U.S. International Traffic in Arms Regulations).  These sessions provide an opportunity for discussion of topics and presentations that is not possible in an open forum. Presentation access will be at the distribution D level.  If you plan to attend any of these sessions, please make sure you have all documentation listed below.  Please note that only U.S. citizens who meet the full attendance criteria are eligible to attend these sessions.

If you plan to attend any of these special sessions, you will need to complete an additional registration and verification process, onsite at the individual forum, in addition to a forum registration. To register, please bring the required documentation with you to the onsite ITAR registration desk: most important is proof of U.S. citizenship. (Please note that a CAC card IS NOT official proof of U.S. Citizenship.) See the specific requirements below to determine individual requirements.

Access to ITAR Sessions

All attendees, presenters, and session chairs participating in ITAR sessions will need to register for the forum (using one of the options that includes access to sessions), and then complete the ITAR registration process, that includes validating U.S. citizenship as well as government or contractor status.

Following are the documents required to register for the ITAR sessions:

For U.S. Government Attendees*

• AIAA Forum Badge
• Proof of U.S. Citizenship (CAC card is NOT considered proof of citizenship) 
• CAC Card or Other Proof of Government Employment

Non-U.S. Government Attendees

• AIAA Forum Badge
• Proof of U.S. Citizenship
• Corporate Badge, or Business Card and Photo ID
• Copy of Approved and Active DD2345 Contractor Certificate** ^

Proof of U.S. Citizenship 

One of the following is required for those registering for ITAR sessions:

1. Valid U.S. Passport
2. Birth Certificate
3. Certificate of Citizenship. CAC Cards are not Proof of U.S. Citizenship

Please note:

* If your paycheck comes from someone other than the U.S. Government, for example a university, you will need to follow the process of the Non U.S. Government Attendees.

** If you are not familiar with the DD2345, please check with your Corporate Security Officer.

^ DD2345 certificates are office location specific.

DD2345 Information and verification
A DD2345 form may be downloaded and completed online on the Defense Logistics Agency Logistics Information Service website in order to apply for approval to be listed on the Qualified U.S. Contractor List. Allow at least 4-6 week (or longer) prior to the AIAA event dates for you to receive the approval and be listed on the Qualified U.S. Contractor List.  Please note that the 2345 certificates are office location specific.  Please make sure your office is the one listed on the certificate.  You may also use this website to confirm if you or your location have an active certificate.  If you have any questions about these certificates, please check with your corporate security officer.

What is the purpose of the certification?

Certification establishes the eligibility of a U.S. contractor to technical data governed, in the U.S., by DoD Directive 5230.25.

Why is a certification required?

A certification is required by U.S. contractors that wish to obtain access to unclassified technical data disclosing militarily critical technology with military or space application that is under the control of, or in the possession of the U.S. Department of Defense (DoD).

How do I get a certification number?

Contractors must submit a DD Form 2345 to the Joint Certification Office, along with a copy of the company’s State License, Incorporation Certificate, Sales Tax Identification Form or other documentation which verifies the legitimacy of the company.

Who assigns and maintains certification numbers?

The Defense Logistics Information Services (DLIS) in Battle Creek, MI is the only authorized source of Certification Numbers.

Is there a fee for certification?

No. At this time, there are no associated subscription charges related to the assignment/maintenance of Certification Numbers.

How long does my certification last?

Your company’s certification is active for 5 years. Once your certification reaches it’s expiration date, you can renew with the current information on file or update your company information.

Please be advised that certification is specific to business location, or you can submit for individual certification.

Typically, your company’s security officer, librarian or contracting officer keeps this form on file. If you do not know or have a security officer, the DLIS website provides an easily navigated search engine for all certifications within it’s library. There you can find your company’s certification status and the Data Custodian’s name and contact information.

How do I submit an abstract for an ITAR paper?

Go to the AIAA ITAR Technical Paper Submissions section on this page and follow the instructions as you would to submit an abstract for any AIAA event. Under Presentation type, please choose an ITAR presentation type. 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?

Go to the DD2345 FAQ section on this page for more information.

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. For information on proof of citizenship please view the U.S. Citizenship and Immigration (PDF) or go to the website.

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

Please email Cathy Chenevey 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.

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 Cathy Chenevey 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.