9–13 January 2017
Gaylord Texan, Grapevine, Texas

What to Know On Site


Download the Final Program

Getting There

Gaylord Texan
1501 Gaylord Trail
Grapevine, Texas 76051
Tel: +1 817.778.1000
Estimated taxi fare from DFW: $25
Parking and directions
Hotel Map

Places to Eat

The Gaylord Texan has a host of dining options onsite.

Concessions—The Gaylord Texan will provide breakfast and lunch for purchase at the Longhorn Marble Foyer located on the Convention Center side; Level 1.
Breakfast will be offered Monday to Thursday from 0715 – 0815 hrs.
Lunch will be offered Monday, Tuesday and Thursday from 1230 – 1400 hrs

Saturday and Sunday Activities

Arrive early for these activities:

  • Courses and Workshops—Saturday and Sunday, Texas 1-5
  • Meet the Employers—Sunday, 1500-1700 hrs, Grapevine B
  • Student Welcome Reception—Sunday, 1800-1930 hrs, Mission Plaza

AIAA Registration Hours

AIAA Registration is located on the Convention Center side of the Gaylord Texan on Level 3. Hours are as follows:
Sunday, 8 January: 1500-1900 hrs
Monday, 9 January – Thursday, 12 January: 0700-1700 hrs
Friday, 13 January: 0700-1300 hrs

Registering in advance saves you time and hassle on site. If you register before traveling to the forum, you can print your forum badge and tickets by following these easy steps:

  1. Print your registration confirmation which contains the QR code (or, you can pull up your confirmation on your iphone). This code is also found on your AIAA membership card. 
  2. Upon arrival, please proceed to AIAA’s Express Badge stations, scan your QR code at one of the kiosks located in the Palm Foyer. If you don’t have your QR code you can also find your registration by typing in your last name in one of the Express Badge stations.
  3. Your forum badge and event tickets (where applicable) will print out in a flash!

Exposition Hours

A variety of companies will have their newest technologies on display in the Exposition Hall located in Longhorn Hall E&F, convention center side of the Gaylord Texan on the first level. Please stop by during the following hours to see what’s new and enter the raffle to win a full conference registration for AIAA SciTech 2017:

Tuesday, 10 January  

1300-1630 hrs
Ice Cream and Coffee: 1530-1600 hrs
Opening Reception: 1815-2000 hrs (Ticket Required)

Wednesday, 11 January  

0845 - 1630 hrs
Coffee Breaks: 0900-0930 and 1530-1600 hrs

Thursday, 12 January  

0845 - 1400 hrs
Coffee Break: 0900-0930 hrs

AIAA Pavilion

Come visit us in the AIAA Pavilion! Stop by during receptions and luncheons to meet the AIAA leadership and staff. Browse the bookstore. Have a book signed. Stop in to provide a video testimonial. Bid on exciting items in the AIAA Foundation Silent Auction.
Book Signings:

  • Thomas R. Yechout, Introduction to Aircraft Flight Mechanics, Second Edition, Tuesday, 10 January, 1815 -2000 hrs
  • Daniel P. Raymer, Aircraft Design, Fifth Edition and RDSWin Student, Wednesday, 11 January, 1230-1400 hrs

Committee Meetings

Attending AIAA Committee Meetings are an excellent way to discover the important work that is taking place within the Institute. 

Download the Free Conference Mobile App

The MyItinerary app is available as both a native iOS (iPhone/iPad) app through the iTunes App Store, or as an HTML5 Web app for all major mobile devices (iPhone/iPad, Android, Blackberry 7 and above). Once either version is downloaded to your device, it can be run without the need for an active Internet connection. In addition, you can sync an itinerary that you created online with the app by entering your unique itinerary name. Download Instructions>

Stay Fit at SciTech

Stay fit while at SciTech with your fellow attendees!  Join AIAA staff Tuesday, 10 January and Thursday, 12 January at 0600 at Gaylord Registration Lobby by the Cocoa Bean Express for a 1 – 2 mile jog to start off your day!  All levels are welcome! 

Wi-Fi Internet Access On Site

AIAA provides limited Wi-Fi service for attendees to use while on site. To keep this service available and optimized for all attendees, please do not download files larger than 2MB, create multiple sessions across multiple devices, or download multiple files in one session. If you receive an error message that an AIAA server is blocking your current IP address, please inform the AIAA registration desk.

  1. Connect to the wireless group titled “AIAASciTech”
  2. Open your web browser and proceed to any website; you will be redirected to a log-in page. If PSAV splash page does not pop up, refresh your internet browser or switch to a different browser (Chrome, Firefox, Safari, etc.)
  3. Enter the code “scitech17” (case sensitive) in the provided field and click “ok.”

Real-Time Q&A and Polling

Use the new conferences i/o app during the plenary and Forum 360 sessions to ask your questions and participate in polls! Go to aiaa.cnf.io and ask your questions! The app will be available the first day of the forum. More information>

Social Media at #aiaaSciTech

Get connected with AIAA on social media! We are encouraging attendees to share their experiences and engage with others on social media. Use the hashtag #aiaaSciTech and watch for your Tweets and Instagrams on screens placed throughout the conference! There will be a Tweet Up open to all conference attendees at Texas Station Sports Bar & Grill, Wednesday, 11 January, 1730 hrs. Tweet your RSVP to @AIAA.

Twitter Contest

Ready, Set, Tweet...

Are you ready to win your very own iPad Mini? How about a Visa gift card for $50, or even $100? All you have to do is start tweeting during the conference with #AiaaSciTech.

First Place Prize: iPad Mini
Second Place Prize: $100 VISA gift card
Third Place Prize: $50 VISA gift card

Twitter Contest Rules

To enter our Twitter contest, tweet during AIAA SciTech Forum between 9-13 January 2017. Be sure to include the "#AiaaSciTech" tag. The user with the most tweets wins. Tweets must be substantive in nature and directly related to conference sessions, speakers, events and the aerospace community. Retweets and quoting other users' tweets do not qualify. If not able to attend AIAA SciTech, you are still eligible to participate by viewing sessions on our Livestream channel and tweeting about them. The contest will end and the winners will be announced at 0930 hours on 13 January.

You must be at least 18 years old to participate. When you accept the prize, you're consenting to our use of your information (name, profile, photo) to announce you as a winner. We retain the right to use them in the future on our website or any other communication platform.

Finally, the "legalese:" Contest is void where prohibited. All prizes are delivered "as-is" and "with all faults." AIAA is not responsible for human or mechanical errors that adversely affect or delay your entry in the contest, or for force majeure events that force the interruption or cancellation of this contest. No purchase necessary to win.

Conference Proceedings

Proceedings for the forum will be available online. The cost is included in the registration fee where indicated. Online proceedings will be available on 4 January. Attendees who register in advance for the online proceedings will be provided with instructions on how to access them. Information about downloading proceedings will be located in the final program.

Certificate of Attendance

A Certificate of Attendance is available for attendees who request documentation at the forum itself. Certificates of Attendance will be available for attendees to print at a self-service station at the AIAA Registration desk beginning Wednesday, 11 January. AIAA offers this service to better serve the needs of the professional community. Claims of hours or applicability toward professional education requirements are the responsibility of the participant.

Information for Technical Presenters and Session Chairs

Speakers’ Briefing in Session Rooms

Authors who are presenting papers will meet with session chairs and co-chairs in their session rooms for a short 30-minute briefing on the day of their sessions to exchange bios and review final details prior to the session. Please attend on the day of your session(s). Laptops preloaded with the Speaker Briefing preparation slides will be provided in each session room. There is only one briefing time slot per day for all sessions occurring that day. Speakers’ Briefing schedule is as follows:

Monday-Friday: 0730-0800 hrs

Speakers’ Practice

Speakers who wish to practice their presentations may do so. A sign-up sheet will be posted outside the door. In consideration of others, please limit practice time to 30-minute increments.

Session Chair Reports

All session chairs are asked to complete a session chair report to evaluate their session for future planning. AIAA has partnered with Canvas Solutions, Inc. to provide an electronic Session Chair Report form. You can download the FREE mobile app in your App Store, AppWorld, or Marketplace by searching for “Canvas Solutions, Inc.” The mobile app is free, so please be sure to download it. Detailed instructions will be provided in the session rooms. If you do not have a tablet or a smartphone, simply use the report form as a guide and enter your session chair report information at the session chair reporting computer station located on site near the AIAA registration area. Report data will be collected and used for future planning purposes, including session topics and room allocations. Reports must be submitted electronically no later than Friday, 13 January.

Timing of Presentations

Each paper will be allotted 30 minutes (including introduction and question-and-answer period) except where noted.

“No Paper, No Podium” and “No Podium, No Paper” Policy

If a written paper is not submitted by the final manuscript deadline, authors will not be permitted to present the paper at the forum. Also, if the paper is not presented at the forum, it will be withdrawn from the proceedings. It is the responsibility of those whose papers or presentations are accepted to ensure that a representative attends the forum to present in their place if they are not able to attend. These policies are intended to improve the quality of the conference for attendees.

Technical Paper Support

If you have any questions about manuscript uploads, author changes, etc., you can visit the Technical Paper Support Desk located near AIAA Registration. Hours of operation will be posted at the desk.


Each session room will be preset with the following: one laptop computer, one LCD projector, one screen, one microphone and sound system (if necessitated by room size), and one laser pointer. You may also use your own computer. Any additional audiovisual equipment request on site will be at the cost of the presenter. Please note that AIAA does not provide security in the session rooms and recommends that items of value not be left unattended. Requests for additional audiovisual equipment may be made to Alexi Thomas by 1 December.

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