aiaa town hall
TRANSCRIPT
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
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
5View Virtual Event FAQs: https://www.aiaa.org/propulsionenergy/program/virtual-event-faqs
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
Virtual Event Preview, cont.
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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
View Virtual Event FAQs: https://www.aiaa.org/propulsionenergy/program/virtual-event-faqs
Virtual Event Preview, cont.
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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
View Virtual Event FAQs: https://www.aiaa.org/propulsionenergy/program/virtual-event-faqs
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
15View Virtual Event FAQs: https://www.aiaa.org/propulsionenergy/program/virtual-event-faqs
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
View Virtual Event FAQs: https://www.aiaa.org/propulsionenergy/program/virtual-event-faqs
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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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.
18View Virtual Event FAQs: https://www.aiaa.org/propulsionenergy/program/virtual-event-faqs
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
21View Virtual Event FAQs: https://www.aiaa.org/propulsionenergy/program/virtual-event-faqs
• 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.
22View Virtual Event FAQs: https://www.aiaa.org/propulsionenergy/program/virtual-event-faqs
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
23View Virtual Event FAQs: https://www.aiaa.org/propulsionenergy/program/virtual-event-faqs
➢ 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
24View Virtual Event FAQs: https://www.aiaa.org/propulsionenergy/program/virtual-event-faqs
➢ 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
25View Virtual Event FAQs: https://www.aiaa.org/propulsionenergy/program/virtual-event-faqs
➢ 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.
26View Virtual Event FAQs: https://www.aiaa.org/propulsionenergy/program/virtual-event-faqs
➢ 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.
27View Virtual Event FAQs: https://www.aiaa.org/propulsionenergy/program/virtual-event-faqs
➢ 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
28View Virtual Event FAQs: https://www.aiaa.org/propulsionenergy/program/virtual-event-faqs
Options for Recording Presentations
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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
View Virtual Event FAQs: https://www.aiaa.org/propulsionenergy/program/virtual-event-faqs
Moderated Q&A
Ask a Question! Use the Q&A
Feature within Zoom
Ask a Question
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Thank you for attending
AIAA Town Hall
Virtual Propulsion and Energy Forum
Ask a Question
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Virtual Event FAQs:
https://www.aiaa.org/propulsionenergy/program/virtual-event-faqs
Need Assistance? [email protected]