Attendee Frequently Asked Questions

Below is a list of frequently asked questions regarding our symposium. Click on the question of interest and you will be directed to the answer.

Can't find what you're looking for? Contact AUVSI for more information.

General Information

Who can attend the conference?
What does my registration fee include?
Anyone can attend the conference; you just need to register and pay the registration fee. A breakdown of what's included in the registration fee is provided in the category descriptions listed below.

Registration Category Descriptions

Full Registrant

Civilian/Industry – Open to anyone wishing to attend AUVSI’s Unmanned Systems North America 2009.

Government – Open to anyone wishing to attend AUVSI’s Unmanned Systems North America 2009 who is a member of their country’s military, or who works for their country’s local or federal government. This category does NOT include government contractors; contractors are considered Civilian/Industry for the purpose of determining registration fees.

Speaker – Open to those selected to present an oral or poster presentation at AUVSI’s Unmanned Systems North America 2009. The speaker fee is only valid for one speaker per presentation.

Student – Open to anyone wishing to attend AUVSI’s Unmanned Systems North America 2009 who is enrolled as a full-time (carrying a course load of 12 credit hours or more) undergraduate student at an accredited college or university. A photocopy of a full-time student ID, with current semester validation, must be submitted with your registration.

All Full Registrant Category registration fees include the following:

5^th Biennial Unmanned Systems Demonstration (transportation is an additional fee)
Plenary Session
Oral Presentations Wednesday and Thursday
Poster Sessions Wednesday and Thursday
Entry into the Exhibit Hall; includes (2) Continental Breakfasts, (2) Networking Lunches; (2) Afternoon Breaks, and (1) Reception
Wednesday Night Social Event
Thursday AUVSI Foundation’s Annual Awards Luncheon
AUVSI’s Unmanned Systems North America 2009 Online Proceedings

Daily Registration

Open to Civilian/Industry and Government delegates. Daily registration is available for Tuesday, Wednesday or Thursday and includes sessions, entrance to the exhibit hall and food functions for the day. PLEASE NOTE: Wednesday Registration does NOT include a ticket to the Wednesday night social event. A ticket for that event may be purchased separately.

Exhibit Hall Only

Exhibit Hall Only—Open to those wishing to visit ONLY the exhibit hall at AUVSI’s Unmanned Systems North America 2009. This registration category also applies to friends and family members who wish to accompany a conference attendee into the exhibit hall.

Exhibit Hall Only registration is a 3-day pass. The registration fee includes entry into exhibit hall, (2) Continental Breakfasts, (2) Networking Lunches; (2) Afternoon Breaks, and (1) Reception.

Exhibitor Booth Personnel–Open to those individuals whose company is exhibiting at AUVSI’s Unmanned Systems North America 2009; and which they are representing. A certain number of complimentary registrations are offered depending upon the amount of space purchased; anything above that must be paid registrations.

The Exhibitor Booth Personnel registration fee includes the following:

Entry into the Exhibit Hall Tuesday, Wednesday and Thursday (includes all the food and beverage events in the hall)
Wednesday Night Social Event
Thursday AUVSI Foundation’s Annual Awards Luncheon
Poster Sessions Wednesday and Thursday

Are the optional events included in my registration fee?
No, the optional events are not included in the registration fee. There is a separate fee, which is broken out on the registration form.

Does the exhibit hall only registration category include the proceedings?
No, the daily exhibit hall only registration category does not include the conference proceedings. These are available for purchase following the conference. Use the order form posted on http://www.auvsi.org/store

Do registration fees include membership?
Nonmember registration fees include a one year individual membership in AUVSI (exception: optional events and exhibit hall only do NOT include AUVSI membership).

I’m planning to bring my family. What will the social event be for the 2009 conference?
This year's event will be a night of fun and entertainment but the location is to be announced at a later date. It promises to be a good time!

Can my spouse accompany me into the exhibit hall? What about my kids?
Only registered and badged attendees will be allowed admittance into the exhibit hall. Children under the age of 16 will not be admitted into the exhibit hall unless accompanied by an adult at all times. Children four and older will be required to register.

Will there be an Unmanned Systems Demonstration this year?
Yes, please check this website often for updates. The 5^th Biennial Unmanned Systems Demonstration will be held on Monday, August 10, 2009 at Webster Field in St. Inigoes, Maryland. The event is included in the registration fee for AUVSI's Unmanned Systems North America 2009. Please note that transportation for the event is an additional fee; bus tickets may be purchased during the registration process.

Is there an age limit for those who want to attend the Unmanned Systems Demonstration?
Yes, no one under the age of 18 years will be permitted into the demonstration. This is due to liability and range safety rulings.

How do I get to the convention center?
For directions to the Washington Convention Center, please visit http://www.dcconvention.com/directions.aspx.

Will there be space available at the convention center for private meetings?
AUVSI has limited meeting space available for use during the conference by select corporate members, sponsors and exhibitors. The following criteria apply to all requests:

Space is available to corporate members (Diamond, Platinum and Gold levels only), sponsors and exhibitors at no cost
Space is limited to 2 hours per a day; If space is required for the entire day the request will need to go through the convention center and a rental charge will more than likely be associated with the space
Space requests cannot conflict with the Plenary Session (Tuesday, 8:00 a.m. – 12:00 noon) or the Awards Luncheon (Thursday, 11:30 – 1:00 p.m.); Requests made during these time periods will not be granted
Space is open on a first-come, first-served basis
Any room set-up fees, catering, or AV fees will be the responsibility of the individual company

To reserve space, email your request (include the date/time requesting, set-up and number of people) to Staci Butler (butler@auvsi.org).

Small, dedicated meeting rooms on the exhibit hall floor are also available to exhibitors as a sponsorship package on a first-come, first-served basis. Please contact Gretchen West at west@auvsi.org or +1 703 845 9671 x203 to request pricing information.

Media

How do I register to attend the conference?
Registration is complimentary for media professionals. The link will be provided here when the registration form is available.

Will a press room be available to registered media?
There will be a press room conveniently located in the convention center and open during show hours. The room will be available for the media’s use only.

How will I be informed of scheduled press conferences?
Prior to the show, a schedule of press conferences will be emailed to all registered media. Onsite at registration and in the press room, there will be updated copies of the scheduled press conferences. Signage with the daily press schedule will also be available outside of the press conference room.

Will I be able to videotape or record any presentations?
Yes, you will be able to videotape and record the oral presentations.

Speakers

Who do I send my biography, paper and/or presentation to?
You can send these electronic files to Leslie Hinton. If the files are too large to email, please upload them using this website.

Exhibitors

How many complimentary registrations are included in my booth purchase?
The number of complimentary registrations are dependent on your booth size:

Booth Space	Number of Complimentary Registrations Included
100 sq. ft.	1 Exhibitor Full Registrant, 2 Exhibitor Booth Personnel
200 sq. ft.	1 Exhibitor Full Registrant, 3 Exhibitor Booth Personnel
300 sq. ft.	2 Exhibitor Full Registrants, 4 Exhibitor Booth Personnel
400 sq. ft.	2 Exhibitor Full Registrants, 8 Exhibitor Booth Personnel
500 sq. ft.	2 Exhibitor Full Registrants, 10 Exhibitor Booth Personnel
600 - 1000 sq. ft.	2 Exhibitor Full Registrants, 12 Exhibitor Booth Personnel
1001 - 1500 sq. ft.	3 Exhibitor Full Registrants, 12 Exhibitor Booth Personnel
1501 - 2000 sq. ft.	3 Exhibitor Full Registrants, 14 Exhibitor Booth Personnel
2001 - 2500 sq. ft.	3 Exhibitor Full Registrants, 15 Exhibitor Booth Personnel
2501 - 3000 sq. ft.	4 Exhibitor Full Registrants, 16 Exhibitor Booth Personnel
3001 - 3500 sq. ft.	4 Exhibitor Full Registrants, 17 Exhibitor Booth Personnel
3501 sq. ft. +	4 Exhibitor Full Registrants, 18 Exhibitor Booth Personnel

What is the difference between Exhibitor Full Registrant and Exhibitor Booth Personnel?
Exhibitor Full Registrant includes the following:

5^th Biennial Unmanned Systems Deomonstration (transportation is an additional fee)
Plenary Session
Oral Presentations Wednesday and Thursday
Poster Presentations Wednesday and Thursday
Entry into the Exhibit Hall Tuesday, Wednesday and Thursday (includes and food and beverage events in the hall)
Wednesday Night Social Event
Thursday Awards Luncheon
AUVSI's Unmanned Systems North America 2009 Proceedings

Exhibitor Booth Personnel includes the following:

5^th Biennial Unmanned Systems Deomonstration (transportation is an additional fee)
Entry to the exhibit hall Tuesday, Wednesday and Thursday (includes food and beverage events in the hall)
Wednesday night social event
Thursday Awards Luncheon
Poster Sessions Wednesday and Thursday

How do I make changes to my list of Exhibitor Full Registrants and Exhibitor Booth Personnel?
Submit all registration changes by fax to +1 703 845 9679 ATTN: Exhibitor Registration. Changes will not be accepted by phone or email. To avoid duplicate registrations, DO NOT send copies of your registration form when corresponding with AUVSI. Changes will be accepted until Monday, August 4. After this date, changes will be processed onsite

When is my company description and entry due for inclusion in the Onsite Program?
Company descriptions for inclusion in the onsite program are due no later than Friday, June 12, 2009.

What is included in my booth space purchase?
Exhibit Space Only Includes:

8' draped back wall (inline booths only)
3' draped side rail (inline booths only)
Two-line ID sign (44" x 7") with company's name and booth number
Complimentary Registrations (determined by total amount of booth space purchased; outlined above)
Company listing in the official Onsite Program and Exhibitor Matrix/Product Listing (deadline applies)

Shell Scheme Package includes:
Available only for 10’x10’, 10’x20’ and 10’x30’ booths

Hard wall system (with blue/grey fabric panels – Velcro-friendly)
Header sign
Standard carpet (Grey)
Track light with 1 head per panel
40”h side returns/panels
Counter with sliding doors (38”w x 18”d x 40”h)
Set-up and removal
Opening Day Cleaning
(1) Prestige Conference Table
(4) Prestige Side Chairs (grey)
(1) Power – 10amp/1000watt (outlet placed at the back wall; one outlet regardless of booth size)
Complimentary Registrations (determined by total amount of booth space purchased; outlined above)
Company listing in the official Onsite Program and Exhibitor Matrix/Product Listing (deadline applies)

When will I receive my exhibitor services manual?
Exhibitors should receive their exhibitor services manual approximately 60 days prior to the show.

How do I get a receipt for my booth payment?
Contact AUVSI at finance@auvsi.org or +1 703 845 9671 x215 to request a receipt for your booth payment.

What are the penalties for downsizing my booth?
All downsizing requests shall become effective when approved by Show Management. All downsizing requests must be made in writing to AUVSI. A fee of 50% of the difference between the cost of the original total exhibition fee and the downsized exhibition fee will be charged on any Show Management approved downsizing on or before February 13, 2009. The fee increases to 100% of the difference between the original total exhibition fee and the cost of the downsized exhibition fee after February 13, 2009. The above downsizing fees shall be in addition to the actual cost of the downsized exhibition fee.

Should an Exhibitor downsize, AUVSI reserves to right to move the exhibitor and place them in an appropriate size booth. No refunds will be given even if the booth space is resold.

What are the penalties for canceling my booth?
All cancellations must be made in writing to AUVSI. There will be a cancellation fee of 50% of the total booth cost if written cancellation is received by Friday, February 13, 2009. There will be a cancellation fee of 100% of total booth space cost if written cancellation is received after Friday, February 13, 2009.

Credit to Exhibitor for Replacement Business. AUVSI shall mitigate its losses. If AUVSI is able to resell the cancelled booth and/or static space, the exhibitor will receive a full refund minus a $500 cancellation fee if the space is resold by Friday, February 13, 2009. If the space is resold after Friday, February 13, 2009, the exhibitor will receive a full refund minus a $1000 cancellation fee.

How do I gain access to the Exhibitor’s Lounge?
All exhibitors have complimentary access to the lounge. Non-exhibitors and guests of exhibitors will not be granted access. The lounge will be located in the back of the exhibit hall and will be open during set-up and public open hours.

What are the regulations on hosting a reception at my booth?
An exhibitor may host a reception at their booth but must follow Show Management’s guidelines. No reception/function can conflict with AUVSI’s official program (including the plenary session, oral presentations, and/or meal functions). The reception must be open to all attendees – selective invitations are not permitted. All receptions will be at the exhibitor’s expense.