The 2023 AIAA AVIATION Forum will be held in a hybrid format.
The forum will be held in person in San Diego, CA, and online via the virtual platform 12–16 June 2023. Please note: anyone considering in-person attendance is encouraged to register by 6 June to take advantage of the early member registration discount.
Please see Frequently Asked Questions below, which will be updated regularly with additional details, and follow @AIAA on Twitter for real-time updates. Should you have any questions, please contact us at [email protected].
Health and Safety Protocols
AIAA continues to prioritize attendee health and safety as we return to in-person events. We are using guidance from federal, state, and local health departments; event health and security experts; and many others while continuing to monitor and evaluate the current landscape and recommended safety precautions for the 2023 AIAA AVIATION Forum.
Both plenary and Forum 360 sessions will occur in person and be livestreamed. In-person attendees will experience the session live and have on-demand access to the recording. Virtual attendees will have access to the livestreamed session and on-demand access to the recording.
Technical Panels/Lectures/Workshops
Details on how virtual panels/lectures will take place:
In-person technical panels, lectures, and workshops will be available to all attending the forum in person
Virtual technical panels, lectures, and workshops will take place via Zoom and will be available to all registered attendees
On the day of the session, 30 minutes prior to start time:
Navigate to the session through the schedule; click on the session to see the details
A prompt will appear to join the Zoom meeting, once participants click on the link, Zoom will open
Technical Sessions
The traditional technical sessions will be separated into in-person and virtual presentation time blocks. Sessions are either completely in person or completely virtual.
In-person technical sessions will consist of six 20-minute presentations with Q&A. (The 20 minutes includes Q&A, so approximately 15 minutes to present, 5 minutes of Q&A.) Please note that virtual attendees cannot participate in in-person technical sessions but will have access to the presentation videos and can interact with the authors on the virtual platform.
The virtual session block will follow the in-person block and consist of six 10-minute prerecorded presentations followed by Q&A for all authors.
This concept was developed to give the presenter the ability to present in their preferred format, give dedicated time for both in-person and virtual presentations, and add flexibility for additional safety protocols in San Diego if necessary.
Is there a room available for in-person attendees to view and participate in virtual sessions?
AIAA will set aside space in the hotel, when possible, where individuals can view/participate in virtual sessions. You’ll need to bring your own device and headphones.
Panelists/Lecturers/Speakers must register to participate. Once registered, they will receive an email with their login information for the virtual platform
On the day of the session, 30 minutes prior to start time:
Navigate to the session through the schedule; click on the session to see the details
A prompt will appear to join the Zoom meeting, once participants click on the link, Zoom will open
At the session start we recommend that the session chair or moderator make brief announcements about the panel/lecture format and how Q&A will work
We also recommend that the session chair or moderator share all slides, although each presenter will be able to share their own screen if they’d like
Please note that the Zoom meeting will be open to both presenters and attendees 30 minutes prior to start time.
Presenters and attendees have the ability to turn their cameras and microphones on/off.
Technical support will be available if needed
Technical Session Formats
The traditional technical sessions will be separated into in-person and virtual presentation time blocks. Sessions are either completely in person or completely virtual.
In-person technical sessions will consist of six 20-minute presentations with Q&A. (The 20 minutes includes Q&A, so approximately 15 minutes to present, 5 minutes of Q&A.) Please note that virtual attendees cannot participate in in-person technical sessions but will have access to the presentation videos and can interact with their authors on the virtual platform.
The virtual session block will follow the in-person block and consist of six 10-minute prerecorded presentations followed by Q&A for all authors.
This concept was developed to give the presenter the ability to present in their preferred format, give dedicated time for both in-person and virtual presentations, and add flexibility for additional safety protocols in San Diego if necessary.
How will the virtual sessions work?
The virtual session block will follow the in-person block and consist of six 10-minute prerecorded presentations followed by Q&A for all authors. Each scheduled virtual technical session will have an individual virtual Live Screening room for watching the prerecorded presentations, asking questions, and chatting with session attendees. At the start of the session, the first prerecorded presentation will automatically play, followed by the remaining presentations in speaker order. During the presentations, attendees will have the ability to ask questions via chat. After the final presentation has finished, a Zoom meeting room will open for Q&A with the authors and to discuss the session.
No. There is no virtual access to in-person technical sessions.
Can I change my preferred presentation format from in person to virtual?
We understand that these are challenging circumstances and that presenters may need to switch from in-person to virtual sessions based on health and travel requirements. AIAA is committed to offering all authors the opportunity to present and publish their work at AIAA AVIATION Forum. These requests must be made by notifying AIAA Paper Tech Support and your email must be received by 31 March, 2000 hrs ET. Include the control ID number of your presentation in the email.
Unfortunately we are not able to accommodate any requests to change from virtual to in-person sessions that are made after 31 March, 2000 hrs ET.
Can I change my preferred presentation format from virtual to in person?
We will also try to honor all requests to change from a virtual to an in-person session, but in-person session space is strictly limited, so it may not be possible. These requests must be made by notifying AIAA Paper Tech Support and your email must be received by 31 March, 2000 hrs ET. Include the control ID number of your presentation in the email.
Unfortunately we are not able to accommodate any requests to change from virtual to in-person sessions that are made after 31 March, 2000 hrs ET.
All authors are required to submit a 10-minute summary video of their presentation, whether presenting in person or virtually. This allows both in-person and virtual attendees to have access to all technical presentations. All 10-minute summary videos will be added to the AIAA Video Library at the conclusion of the event and will be accessible to all individuals and organizations with access to the conference proceedings. Deadline: 3 May 2023, 2000 hrs Eastern Time Zone, USA.Click here for helpful information on how to record the video.
Edit the transcript of your video. Presentations will be automatically transcribed; you’ll receive an email with instructions for editing the transcript from Cadmore Media.
Register. All presenting authors, whether presenting in person or virtually, will be required to register for the forum, attend their scheduled session, present, and be available for Q&A.
Attend the session:In-person session presenters must bring slides (not the presentation video) for use during their presentations.Virtual session presenters are required to attend their sessions for the entire length of the session, 90 minutes. Failure to do so will be considered a no-show and will result in withdrawal of their papers from the proceedings.
Will my presentation video be played during my in-person session?
No. You must bring slides (not the video presentation) to use during your session. Your presentation video will be available to all on the online platform and will be archived in the AIAA Video Library.
What if I register for in-person attendance but need to change to virtual?
Registration cancellation fees have been waived for any cancellations received by 10 June 2023. If you register to attend in person but would like to switch to virtual attendance, or if you would like to cancel, please email the Forum Registrar, Sandra Turner, at [email protected].
Do I need to register to present my paper?
Yes, an author from a submitted manuscript will be expected to register and participate during their scheduled in-person or virtual technical session. The registrant (participating author) does not need to be the same individual that recorded the presentation. Should an author be unable to participate during the designated events for technical paper presenters, the manuscript will be withdrawn from the proceedings.
Who will have access to the conference proceedings?
Full forum registrants will have access to the conference proceedings. All other registration types (Student and Retiree) do not include access to the proceedings (publications), but there is an option to purchase proceedings separately.
What is included in full conference registration?
What will the in-person registration include?
Live and on-demand plenary sessions
Live and on-demand Forum 360 sessions
In-person technical sessions
Virtual technical sessions
In-person and virtual special sessions, including lectures, technical panels, tutorials, and workshops
Access to all 10-minute summary videos during the forum and in perpetuity to all individuals with access to conference proceedings
Exposition Hall
HUB programming in Exposition Hall
Access to networking events and food functions
What will the virtual registration include?
Live and on-demand plenary sessions
Live and on-demand Forum 360 sessions
Access to live virtual technical paper sessions
Access to live virtual technical panels, lectures, and workshops
Access to all 10-minute summary videos during the forum and in perpetuity to all individuals with access to conference proceedings
Note: Virtual registration does not include access to in-person technical sessions, panels, lectures, or workshops
Who should I contact if I have questions?
If you are a member of the media, please contact [email protected].
For questions regarding exposition and sponsorship, please contact [email protected].
For registration-related questions, please contact [email protected].
Please note that due to the large volume of questions and requests, it may take us a few days to respond to emails. We will respond as soon as possible and appreciate your patience.
