8–12 January 2018
Gaylord Palms, Kissimmee, Florida

What to Know On-Site

Before You Travel

Weather Forecast 

Getting There

Gaylord Palms
6000 West Osceola Parkway
Kissimmee, Florida 34746 USA
Tel: +1.407.586.0000 
Parking and directions
Gaylord Palms does not provide shuttle service from the airport.
Estimated taxi fare: $50.
Mears Shuttles are available $23 one way or $37 round trip. Click here to book with Mears Transportation. 
Only guests staying at the Gaylord Palms will have in/out parking privileges. If you are not staying at the hotel, you will have to pay every time you drive through the parking gate.       
Hotel Map

When You Arrive


AIAA Registration is located on the Convention Center side of the Gaylord Palms in the City Hall Lobby on Level 2. Hours are as follows:
Sunday, 7 January: 1500-1900 hrs
Monday, 8 January – Thursday, 2 January: 0700-1730 hrs
Friday, 12 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 City Hall Lobby. 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.

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.

Network Name: AIAASciTech 
Password: 2018scitech

Places to Eat

The Gaylord Palms has a host of  dining options on-site.

During the Forum

Exposition Hall Hours

Visit the Exposition Hall located in Florida Hall CD to network with colleagues and exhibitors. Find out which companies are exhibiting here. Also, drop your business card off at the HUB for a chance at winning one of three gift cards! The Exposition Hall will be open during these hours:

Tuesday, 9 January  

1300-1630 hrs
Opening Reception: 1815-2000 hrs (Ticket Required)

Wednesday, 10 January  

0845 - 1600 hrs  
1230-1330 hrs (Networking Lunch Ticket Required)

Thursday, 11 January  

0845 - 1600 hrs

AIAA Publications Pavilion

Come visit us in the AIAA Publications Pavilion in the HUB! Stop by during receptions and luncheons to meet the AIAA leadership and staff. Browse the bookstore. Have a book signed. Bid on exciting items in the AIAA Foundation Silent Auction. This year all proceeds from the Silent Auction will support our two student branches affected by the recent hurricanes: Polytechnic University of Puerto Rico and the University of Puerto Rico.

    Committee Meetings

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

    Stay Fit at SciTech

    Stay fit while at SciTech with your fellow attendees!  Join us on Tuesday, 9 January, and Thursday, 11 January, to start your day off with a 2-3 mile jog. Meet in the hotel lobby at 0600 hrs. All levels and speeds are welcome!  

    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.

    Twitter Contest

    Ready, Set, Tweet...

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

    First Place Prize: Samsung Chromebook                                                                
    Second Place Prize: $100 Amazon gift card
    Third Place Prize: $50 Amazon gift card

    Twitter Contest Rules

    More Information

    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 8 January. Attendees who register in advance for the online proceedings will be provided with instructions on how to access them. Information about downloading proceedings is 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, 10 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.

    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 Monday-Friday: 0730-0800 hrs

    Speakers’ Practice

    Speakers who wish to practice their presentations may do so in the Osceola Reg 3-4 located on the convention center side past Osceola A. A sign-up sheet will be posted in front of 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, 12 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 should have been made to Alexi Thomas by 1 December.

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