aiaa town hall

AIAA Town HallVirtual Propulsion and Energy

Technical Program

1. Virtual Portal Preview

2. Participate as a Technical Presenter

3. Options for Recording Presentations

with Audio Narration

4. Moderated Q&A

AGENDA

View Virtual Event FAQs: https://www.aiaa.org/propulsionenergy/program/virtual-event-faqs 2

https://www.aiaa.org/propulsionenergy/program/virtual-event-faqs

Ask a Question!

Use the Q&A Feature

within Zoom

Ask a Question

View Virtual Event FAQs: https://www.aiaa.org/propulsionenergy/program/virtual-event-faqs 3


Welcome

From Dan Dumbacher

AIAA Executive Director

4View Virtual Event FAQs: https://www.aiaa.org/propulsionenergy/program/virtual-event-faqs


➢ Integrated virtual conference experience for the AIAA propulsion and energy community

➢ Leverages several technologies and online systems

➢ Registrants will access the virtual forum from an online portal, custom-branded to align

with current AIAA and Propulsion and Energy 2020 branding.• Register with AIAA’s existing registration partner Experient

• Registrants receive confirmation/invitation to log-in to the branded Virtual Propulsion and Energy

portal.

• Separate registration required for EATS

➢ EATS will have its own online portal, with separate access from the Propulsion and

Energy Forum; individuals who register for both events will have access to both portals

➢ Note: The Forum and EATS will take place in EDT (GMT-4); Plenaries begin at 0900

(EDT)

Virtual Event Preview



Virtual Event Preview, cont.

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➢ Goals are▪ unified look and feel▪ intuitive navigation, and▪ overall superior customer experiences for all facets of an AIAA Propulsion and

Energy Forum.

➢From the branded portal, a registrant will be able to navigate via navigation bar tabs to

▪ Plenary and Forum 360 Sessions – available live at starting times and on-demand afterwards

▪ Technical Sessions: Access to pre-recorded presentations August 18 and links to Live Q&A sessions

▪ Sponsors

▪ The HUB

View Virtual Event FAQs: https://www.aiaa.org/propulsionenergy/program/virtual-event-faqs



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The virtual forum will feature many elements of the face-to-face Propulsion and Energy event, including:

➢Plenary sessions

➢Forum 360 sessions

➢Technical sessions

➢Networking events

➢HUB presentations

The following events will be scheduled at another time:

➢Committee and working group meetings

➢Educational courses and workshops

The following events will not be held in the virtual format:

➢ITAR sessions




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➢Engagement Tools

▪ Chat: 1-on-1 and group

▪ Q&A for Plenaries and Forum 360s

▪ Social media channels

▪ Dedicated Engage community

▪ Networking events

Suggested changes/improvements being incorporated for P&E include:

➢Schedule: better filters, ability to create customized schedule

➢Search: include full author list, better search functionality

➢Ability to chat with attendees

➢More intuitive design/easier to find information

➢Technical Q&A: include brief presentation recap



The Technical Program will consist of 2 parts:

1) Authors will upload both manuscript and presentation slides with audio (one

MP4 file) for each paper. These will be available for viewing by all registrants

on 18 August.

2) Authors will be assigned a virtual live Q&A time in which they can answer

questions and have a virtual dialogue with attendees. These times will be

available no later than 10 August and will be indicated within ScholarOne and

the online Detailed Agenda/Technical Program.

Technical Program


https://aiaa-mpe20.abstractcentral.com/s1agxt/com.scholarone.s1agxt.s1agxt/S1A.html?&a=4494&b=1593989&c=50975&d=17&e=45999461&f=17&g=null&h=BROWSE_THE_PROGRAM&i=N&j=N&k=N&l=Y&m=6hE1xLhDXZXzGTHmmwj9GGNgpSY&r=t9DHf&r2=t9DHfhxxJA9h181fqBbthrEBrMI_MV6BuDP10Et2&n=0&o=1593706565206&q=Y&p=https://aiaa-mpe20.abstractcentral.com&x=Y&z=


Options for Technical Presenters

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➢PARTICIPATE

➢Technical Paper Presenter (may switch to Oral-Only by completing form at

https://www.surveygizmo.com/s3/5699635/PE20change)

➢Oral-Only Presenter

➢WITHDRAW

➢Withdraw and Submit to Another AIAA Event by completing form at https://www.surveygizmo.com/s3/5699635/PE20change➢ No automatic acceptance; must go through review.

➢ All AIAA conferences for the foreseeable future are subject to COVID-19 restrictions.

Deadline: 23 July, 2000 hrs EDT


https://www.surveygizmo.com/s3/5699635/PE20change

https://www.surveygizmo.com/s3/5699635/PE20change


1. Submit Manuscript: Upload their manuscript via ScholarOne by 23 July 2000 hrs

EDT (Technical Paper Presenters only)

2. Submit Presentation: Create and upload presentation slides with audio (20-minute

presentation) via ScholarOne by 5 August 2000 hrs EDT.

• This deadline is final and no extensions will be granted.

• Presentations longer than 25 minutes will be returned to the presenter for editing.

If revised presentations are not received by the 5 August deadline the

paper/presentation will be removed from the program.

3. Submit Summary Slide: Create a one-slide summary of

the presentation via ScholarOne by 5 August 2000 hrs EDT. See summary slide

template available on Technical Presenter Resources page.

Note: Upload of these materials is required to be considered as published. Authors who do not

upload materials by the deadlines will be removed from the program.

Requirements for Technical Presenters

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https://www.aiaa.org/propulsionenergy/presentations-papers/technical-presenter-resources

3. a

4. Register for the event by 18 August.

5. Participate in live Q&A sessions during the virtual event.

• Give a 2-3 minute overview of their work during the live Q&A.

• Q&A session times will be available no later than 10 August and will be

indicated within ScholarOne and the online Detailed Agenda/Technical

Program.

Requirements for Technical Presenters, cont.


https://aiaa-mpe20.abstractcentral.com/s1agxt/com.scholarone.s1agxt.s1agxt/S1A.html?&a=4494&b=1593989&c=50975&d=17&e=45999461&f=17&g=null&h=BROWSE_THE_PROGRAM&i=N&j=N&k=N&l=Y&m=6hE1xLhDXZXzGTHmmwj9GGNgpSY&r=t9DHf&r2=t9DHfhxxJA9h181fqBbthrEBrMI_MV6BuDP10Et2&n=0&o=1593706565206&q=Y&p=https://aiaa-mpe20.abstractcentral.com&x=Y&z=


Please note formatting guidelines below.

➢Landscape orientation

➢16:9 ratio

➢Font• Sans serif (e.g. Helvetica, Arial, Tahoma)

• Sized 14-24 points

➢Minimal information—highlight main points

➢This one slide summary should be less than 10MB

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Summary Slide Guidelines

DO NOT just copy your abstract onto a slide.

Submit 1 summary slide; See template on following slide.

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Session Abbreviation: Session Title

• AIAA Paper Number (unless Oral Presentation)

• Paper/Presentation Title

• Author, organization, contact info

• Summary of work• X• Y

• Key results• X• Y• Z

1 or 2 graphics

• July 23 2000 hrs EDT, USA: Manuscript Submission Deadline (Technical

Paper Presenters Only)

• July 24: Presentation Submission Opens for Technical Paper Presenters

• August 5, 2000 hrs EDT, USA: Presentation Submission Deadline

Note: This date is final and no extensions will be granted.

• August 5, 2000 hrs EDT, USA: Revisions Request Deadline for Manuscripts

• August 10: Live Q&A times will be indicated within ScholarOne and the

online Detailed Agenda/Technical Program.

• August 18: Technical Presentations Available in Virtual Propulsion and

Energy Forum Portal

• August 18: Conference Proceedings Available in ARC

• August 18: CrossMark begins for Manuscripts only (no updates will be

available for presentations)

Important Dates


https://aiaa-mpe20.abstractcentral.com/index.jsp


• By August 18: All presenters must register

• August 24–28: Attend Virtual Propulsion and Energy/EATS

Participate in Live Q&A during your scheduled time (times to be announced

on or before 10 August)

Important Dates, cont.


https://www.aiaa.org/propulsionenergy/registration


Where do I upload my Manuscript and Presentation?

➢ Submit manuscript and presentations with audio narration (one MP4 file) via

ScholarOne Abstracts

➢ Presenters will receive an email with submission access to ScholarOne

Abstracts

When will I be able to upload my presentation MP4 and summary slide?

➢July 24 - August 5, 2000 hrs ET, USA for Oral-Only Presenters and Technical

Paper Presenters

Submit Manuscripts & Presentations



➢ No Paper, No Podium

➢ Must upload manuscript by due date

➢ Must upload presentation (one MP4 file) by due date

➢ Must upload summary slide by due date

➢ No Podium, No Paper

➢ An author of the paper must attend the "live" Q&A portion of the Forum to ensure

the manuscript is published in the Forum's proceeding

➢ The presenting author must register with the Forum to present/access virtual features

for presentation

➢ Currently, Crossmark will not be used for Presentation slide corrections

AIAA Publication Policies



➢ The manuscript copyright release or license for technical paper manuscripts

will be governed by selection made during manuscript submission

➢ The manuscript copyright and the PowerPoint Presentation copyright will not

be the same (see next slide)

➢ The presentation slides copyright:

What you are declaring by uploading your slides: By uploading my submission

materials I hereby certify that the presentation is original, has been appropriately

reviewed/cleared for public release, and does not contain any classified or other

sensitive material. I grant a non-exclusive license to AIAA to publish this work and

use it for all of AIAA’s current and future print and electronic uses. (Note that

copyright release or license for technical paper manuscripts is governed by

author selections made during manuscript submission).

AIAA Publication Copyright



➢ Please insert the following language into your PowerPoint Presentation on the

first or second page/slide:

Copyright © by ____ [author name/company name]. Published by the American

Institute of Aeronautics and Astronautics, Inc., with permission.

➢ If you are employed by a U.S. Government agency and your presentation is

considered to be in the public domain and not subject to copyright, please use

the following statement or something similar:

This material is a work of the U.S. Government and is not subject to copyright

protection in the United States.

AIAA Publication Copyright, cont.



➢ What permissions do I grant AIAA by inserting the required copyright statement

on my Power Point Presentation slides?

➢ Permission of Use: With regard to the presentation slides, AIAA is asking for

permission of use only, not copyright ownership. Where your organization is a

government agency or has additional concerns about the copyright statement,

please add copyright language on your slides below that is most appropriate for

your situation and under the advice of your organization. Check with your

supervisor or compliance officer if you have questions or concerns about the

copyright assignment for your presentation slide.

AIAA Publication Copyright, cont.



➢ This is a 20-minute pre-recorded presentation consisting of slides and audio (or voice-

over)

➢ Presentation (slides and audio) must be saved as one MP4 file. Max file size is

500 mb.

➢ Presentations may not be longer than 25 minutes. Any presentations exceeding

this length will be returned to the presenter for editing, and revised files must be

received by 5 August.

➢ Download the AIAA Propulsion and Energy/EATS Symposium PowerPoint templates

and detailed instructions at https://www.aiaa.org/propulsionenergy/presentations-

papers/technical-presenter-resources

➢ File Name: Propulsion & Energy Forum 2020 Technical Presentation

Requirements and How to Record Audio

Options for Recording Presentations


https://www.aiaa.org/propulsionenergy/presentations-papers/technical-presenter-resources


Options for Recording Presentations



Training

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➢ We will hold training for session chairs the week of 17 August; Dates/Times TBA

➢ We are planning a virtual tour of the platform and how to use it

➢ Most likely available as a video when the platform opens on 18 August

➢ Other training needed? Let us know now within Q&A or Chat or any time at

[email protected]


mailto:[email protected]


Moderated Q&A

Ask a Question! Use the Q&A

Feature within Zoom

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Thank you for attending

AIAA Town Hall

Virtual Propulsion and Energy Forum

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