Technical Presenter FAQs

Where do I find information on technical disciplines soliciting presentations?
View the Call for Papers.

Where can I find Student Paper Competition information?
Student Paper Competition information is available from the Call for Papers.

How do I submit to an event?
Visit the event webpage and click the Submit an Abstract or Manage Submissions button. View log in instructions on the Abstract Submission Process & Requirements webpage.

Are there submission fees or membership restrictions?
There are no submission fees and AIAA membership is not required.

What are the minimum abstract requirements for submission?
Minimum abstract submission requirements are listed on the Abstract Submission Process & Requirements webpage. All abstract submissions must meet the minimum requirements to be considered for acceptance to the event.

Is there a required format for abstract submission? 
There is no required format, but many authors use the final Manuscript Template available on the Technical Presenters Resources webpage. The content of abstracts must follow Abstract Submission Requirements listed on the Abstract Submission Process & Requirements webpage.

Are there file specifications for the abstract submission upload?

• Accepted File Types: pdf (preferred), doc, docx
  
• File Name: maximum 40 alpha-numeric characters only
  
• File Size Maximum: 10 MB

Are there submission policies restricting certain submissions?
Yes. View AIAA submission policies around publication, Technology Transfer Considerations, and International Traffic in Arms Regulations (ITAR) on the  Abstract Submission Process & Requirements webpage.

How can I verify that my abstract submission is complete? 
Upon completion of abstract submission, all authors will receive an automatic email from ScholarOne Abstracts confirming receipt of the submission. Additionally, the submitting author may re-access the ScholarOne submission site from the event webpage by clicking the Submission tab and then clicking View Submissions. The submitting author will be able to see whether a submission is in draft form or submitted.

How do I withdraw my presentation?
There are 2 ways:

1. If you are the presenting author and manuscript submission has opened, click your manuscript submission URL. After the webpage loads, select “View” or “View and Respond” under “Take Action.” After the page refreshes, scroll to the bottom right and click the “Decline” button.
   
   
2. Send an email to  Submission Withdrawals. Include the control ID number and the session to which it is assigned in the body of your email.
   

The policies are:

If a written paper is not submitted by the final manuscript deadline, authors will not be permitted to present the paper at the event. It is also the responsibility of those authors whose papers or presentations are accepted to ensure that one of the authors attends the event to present the paper. 

If a paper is not presented at the event, it will be withdrawn from the published proceedings. 

These policies are intended to eliminate no-shows, to improve the quality of the event for all participants, and to ensure that the published proceedings accurately represent the presentations made at an event.

No Paper, No Podium:

• I received an email that my paper was withdrawn because I didn’t submit by the deadline, but I thought I had an extension. Can I have it reinstated?
  All presenting authors were sent manuscript deadline reminders, and those presenters who missed their deadlines were sent notice of possible withdrawal, before the withdrawal was made. It may be possible to get your presentation reinstated. Please email the AIAA staff contact for ScholarOne with your request as soon as possible.
  
  No Podium, No Paper:
  
  
• Neither I nor any of my co-authors can attend the event. Can a non-author present our paper?
  No. All papers must be presented by one of the authors.
  
  
• I was not able to attend the session and present my paper due to circumstances beyond my control. Can I have it included in the proceedings anyway?
  No. The proceedings represent the material presented during the event; therefore, unpresented papers are withdrawn. You are welcome to resubmit your paper to another event since it remains unpublished.

Presentation titles and author lists in the printed program and ARC come from the data in the ScholarOne Abstracts submission site so please ensure this data is accurately entered in the software.

Who can make abstract submission data edits and how?
The author who submitted the abstract is the only author with access to make edits. This access cannot be transferred to anyone else. The author with this access must log into ScholarOne via the “Manage Submissions” button on the event page, click the submission tab, and put the submission into open edit draft status. After completing the edits, he/she must resubmit at step 5. Putting the submission in open edit draft status does not change the acceptance status nor does it interfere with manuscript submission.

When can I make edits to the submission data?

Before the abstract submission deadline, submitting authors may make modifications to all components of their submissions. Be sure to resubmit in Step 5, otherwise your submission will not be considered for presentation. To confirm resubmission, all authors will receive an automated submission confirmation email.

After the abstract submission deadline, until author notification, no edits are permitted.

After author notification, limited editing/revising is permitted, through the published manuscript deadline. There will be no extensions to this deadline. All presenting authors will be sent reminders of this deadline.

What submission items/data can be edited/updated?

• Title: The presentation title can be edited, but such edits should be minor. The substance of the final paper must conform to the content of your original submission.
  
• Presenter Bio: Session Chairs will use this information to introduce presenters during the session so please ensure that the information entered is up to date.
  
• Author List: The author list may be updated as needed. 
  
• Designated Presenter: Only the AIAA site contact can change the presenter. Manuscript submission access will also be transferred to the new presenter so all such requests must be made at least 24 hours before the published manuscript deadline. Presenter changes will not be made after the manuscript deadline. If you miss this deadline, email your session chairs to let them know which author will be presenting and to provide your session chairs with that person’s bio. You can download a list of session chairs from your manuscript submission page.
  

I have made some minor edits to the abstract portion of my final manuscript. Can I replace the abstract file that I originally submitted with the updated version? 
No. That file was used for review only and will not be published so it does not need to be replaced.

After the manuscript submission deadline until the event, there is no access to edit the title or author list.

The first day of the event, through 7 business days after the last day of the event, the author who submitted the abstract may make final edits to the presentation title and author list. The proceedings will update with corrections approximately 3 weeks after the last day of the event. All presenting authors will be notified of this via email the first day of the event. 

Can I make revisions to my manuscript file and/or abstract text entry, and if so when?

• Before the manuscript deadline, the presenting author may upload full file revisions and update the abstract text at will. To replace an already submitted manuscript file, delete that file by clicking the “Remove” button, then upload the revised file.
  
  
• I also need to update the title and/or author list. How do I do that? Please visit the Revisions > Submission Data section.
  
  
• After the manuscript deadline through several days prior to the event—
  
• File revision access may be requested by emailing Revisions. Presenting authors should check the Revisions_PaperDataUpdates.pdf  posted on their manuscript submission pages for the deadline to request revision access and complete submission of revised files.
  
• Title and/or author list updates in ScholarOne are not permitted during this period. Please visit Revisions > Submission Data for more information.
  
  
• After papers are in the proceedings neither the manuscript file nor the abstract text may be revised. The manuscript in the proceedings is the version of record. 
  
  
• Paper corrections may be submitted through a Crossmark note. Crossmark corrections are limited to changes affecting the interpretation or crediting of the work. Changes to content, grammatical errors, spelling errors, or errors in formatting are not permitted. For more information, visit Crossmark Info.
  
  
• Specific timing and instructions are available in the Revisions_PaperDataUpdates.pdf  posted on each manuscript submission page. All presenting authors will also be sent an email with instructions the first day of the event.
  
  
• The title and author list are correct on my published manuscript, but incorrect in the searchable data in ARC. How do I fix this? The searchable title and author list data come from the data input in the ScholarOne submission site, not from your manuscript file. The author who made the original abstract submission may make all necessary edits, starting at 0900 hrs the first day of the event, through 2000hrs/8pm Eastern Time 7 business days after the last day of the event. All presenting authors will be sent an email the first day of the event that provides instructions and the specific deadline for making these updates.
  
  
• When will corrected submission data and Crossmark correction notes be available in ARC? ARC will be refreshed approximately 3 weeks after the last day of the event. Please see the Revisions_PaperDataUpdates.pdf on your manuscript submission page for specific details.