Air & Space Conference and Technology Exposition


Annual Air & Space Conference and Technology Exposition
Monday, September 17 – Wednesday, September 19, 2012
Gaylord National Resort & Convention Center | 201 Waterfront Street, National Harbor, MD 20745
301-965-2000 | http://www.gaylordhotels.com/gaylord-national

Frequently Asked Questions


Registration Information and Costs
Attire
Hotel Information
Agenda
Transportation
Additional Information

Registration Information and Costs

  1. What does it cost to attend the 3-day Air & Space Conference and Technology Exposition and what does it include?
  2. Is there a one-day only option to attend the Air & Space Conference and Technology Exposition?
  3. What does it cost to attend the Technology Exposition ONLY?
  4. Is there an age limit for access to the Technology Exposition?
  5. What are the Technology Exposition exhibit hall hours?
  6. Can I substitute for someone?
  7. What does it cost to cancel?
  8. Where do I pick up my badge/tickets?
  9. What are the registration hours?
  10. When does on-line registration close?
  11. What is the Outstanding Airmen Dinner?
  12. What is the Air Force Anniversary Dinner?
  13. Do I have to be a member of AFA or the military to attend?
  14. How much does it cost to purchase a table for the Outstanding Airmen of the Year and/or Air Force Anniversary dinner(s)?

Attire

  1. What is the dress for the A&S Conference sessions, Technology Expoistion, Outstanding Airmen of the Year and Air Force Anniversary Dinners?

Hotel Information

  1. How much will the rooms cost?
  2. Is the resort fee optional?
  3. What time are check in and check out?

Agenda

  1. Will the AFA schedule be the same as previous years?

Transportation

  1. What about transportation, directions and parking?

Additional Information

  1. Are you interested in exhibiting during the Air & Space Conference and Technology Exposition?
  2. Are you interested in being a sponsor during the Air & Space Conference and Technology Exposition?
  3. What else is in the National Harbor neighborhood?
  4. What else do I need to know?

Registration Information and Costs

  1. What does it cost to attend the 3-day Air & Space Conference and Technology Exposition and what does it include?
    Full 3-day registration prices are as follows and include all forums and workshops September 17-19, 2012; continental breakfasts; exhibit hall access during open hours (see question 7); lunches in the exhibit hall; and, coffee breaks. Our DoD attendees will also be offered two guest tickets to the Air Force Anniversary Dinner with conference registration. Guest tickets for the dinner are limited and will be distributed on a first-come first-served basis. Unfortunately, we will not be able to wait-list anyone in advance. You may however, inquire about cancellations and possible availability of a seat at the AFA registration desk on the day of the dinner.

    AFA Member - $1100.00
    Non-Member - $1400.00
    Government/DoD - $0 -- (Please Note: A favorable opinion by the SAF Ethics Office has allowed us to waive conference fees for all military members on Active Duty and DoD civilian personnel.)

  2. Is there a one or two day only option to attend the Air & Space Conference and Technology Exposition?
    Registrants have the option of a one day or two day (any combination of the three days) pass for all registration categories. The price for each day is listed below, and includes access to all forums and workshops; exhibit hall access during open hours (see question 7); coffee breaks; and exhibit hall lunch on the day(s) you choose to attend (Monday, Tuesday and Wednesday).

    AFA Member - $400/per day
    Non-Member - $500/per day
    Government/DoD - $0 -- (Please Note: A favorable opinion by the SAF Ethics Office has allowed us to waive conference fees for all military members on Active Duty and DoD civilian personnel.)

  3. What does it cost to attend the Technology Exposition ONLY?
    There is no charge to attend the Technology Exposition during exhibit hall hours (see below). You may pre-register on-line by choosing the Technology Exposition Only category, or you may register on-site. Note: If you are registering for either the full 3-day conference or one/two day(s) of the conference, admission to the exhibit hall is included.

  4. Is there an age limit for access to the Technology Exposition?
    Yes. Children over the age of 15 may attend the exposition provided they are accompanied by an adult at all times. No one under the age of 18 is permitted in the exhibit halls during installation and dismantling hours.

  5. What are the Technology Exposition exhibit hall hours?
    Monday, September 17 – 11:30am – 4:00pm ~ 6:00pm – 8:00 pm (ticketed event)
    Tuesday, September 18 – 9:30am – 4:00pm
    Wednesday, September 19 – 9:30am – 4:00pm ~ 6:30pm – 8:00pm (ticketed event)

  6. Can I substitute for someone?
    There can be no substitutions. Individuals may be canceled (see cancellation policy below) and individuals may register.

  7. What does it cost to cancel?
    A $25 non-refundable processing fee will be charged for cancellation prior to Monday, September 10, 2012. NO refunds will be granted for cancellations made after this date. No refunds will be issued if you do not attend the event. Refunds will be issued back to the card that was charged; check payment will be refunded individually by check to the individual or company. Due to accounting processes, substitutions are not allowed.

  8. Where do I pick up my badge/tickets?
    All Badges and tickets may be picked up on-site at the AFA Registration Desk (Convention Center Pre-Function) at the Gaylord National Hotel beginning at 10:00 am, Saturday, September 15, 2012.

    Please bring a photo or corporate ID. Acceptable forms of ID are as follows:

    -Driver’s License
    -Military ID
    -U.S. Government ID
    -Passport
    -Corporate Name Badge

  9. What are the registration hours?

    National Convention and Air & Space Conference and Technology Exposition Registration Hours (location: Convention Center Pre-Function):
    Saturday, September 15 ~ 8:00 am – 6:00 pm
    Sunday, September 16 ~ 9:00 am – 5:30 pm
    Monday, September 17 ~ 7:00 am – 8:00 pm
    Tuesday, September 18 ~ 7:30 am – 5:00 pm
    Wednesday, September 19 ~ 7:30 am – 8:00 pm

  10. When does on-line registration close?
    On-line registration is open through the event. We will only be down for a short time while we switch to our traveling LAN on-site. If at any time our registration website message states we are down for maintenance, please check back as we will be back up again soon. As always you will also have the option of registering on-site.

  11. What is the Outstanding Airmen Dinner?
    This dinner recognizes Airmen from all major air commands and operating agencies that have displayed the Air Force values within their fields. The outstanding airmen were chosen from nominations made by all Air Force Commands based on their “unique, unusual or outstanding individual involvement and achievement within the proceeding 12 months”. Dress for this event is business suit/service dress.

  12. What is the Air Force Anniversary Dinner?
    This dinner recognizes achievements made by members of the Air Force, industry and the government. During the dinner the awards that will be given out include; the Lifetime Achievement Award, the John R. Allison Award, the W. Stuart Symington Award and the H. H. Arnold Award. Dress for this event is black-tie/mess dress.

  13. Do I have to be a member of AFA or the military to attend?
    No. If you are not a member of AFA and/or not currently serving active duty military or reserves, or current Department of Defense civil service employee please choose the Non-Member category when registering.

  14. How much does it cost to purchase a table for the Outstanding Airmen of the Year and/or Air Force Anniversary dinner(s)?
    The cost for a table of ten (10) persons is $3,100 for the Outstanding Airmen of the Year Dinner and $3,300 for the Air Force Anniversary Dinner. Tables will be reserved on a first-come, first-served basis. When purchasing dinner tables, there are ten seats at each. Your company keeps six seats and gives AFA back four seats, suggested, for guests. Please email your wish list of preferred guests to KStorm@afa.org. As in the past, Ethics Rules dictate that AFA must seat guests randomly. However, we appreciate knowing your wishes to assist us in our process. Please note that no promises are made regarding your requests. AFA does not share lists of registrants for you to choose from. We prefer to know your table purchases and guest preferences no later than three weeks prior to the event, as that is when we begin our process. Please select the Table Reservations category on the main registration page

    Your table tickets, list of guests seated at your table, and a copy of the floor plan will be available for pick-up at the AFA registration desk anytime after 9 am, Sunday, September 16.

Attire

  1. What is the dress for the A&S Conference sessions, Technology Expoistion, Outstanding Airmen of the Year and Air Force Anniversary Dinners?
    Attire for all conference sessions is Business Suit/Service Dress. If you are visiting our Exhibit Hall the dress is Business Suit/Uniform of the Day. The Outstanding Airmen of the Year Dinner is Business Suit/Service Dress. The Anniversary Dinner is Black-Tie/Mess Dress.

Hotel Information

  1. How much will the rooms cost?
    AFA’s only room blocks will be at the Gaylord. Please keep in mind that AFA’s pricing for meals and sleeping rooms depends on us being able to fill our room blocks at the Gaylord.
    • Government per diem rooms for September 2012 will be $226 single/double plus tax (roughly $262). This rate is only available to active-duty Military, current DOD employees with government ID card, an activated Reservist or Guard, or Foreign Attachés with a dependent ID Card. You will be asked to show valid ID when you check into the hotel. Valid ID cards must be shown at check-in; otherwise a higher rate will apply. Unfortunately, due to our limited number of sleeping rooms at this rate, Retired Military are not eligible for this rate. Included in the per night rate is a resort fee that covers high speed internet in your room, 2 bottles of water in your room each day, fitness center access, newspaper, and local/toll free telephone calls.
    • The AFA discounted rate for our non-government/military attendees for September 2012 is $272 single/double plus tax (roughly $331). Included in the $331 per night charge is a resort fee that covers high speed internet in your room, 2 bottles of water in your room each day, fitness center access, newspaper, and local/toll free telephone calls.
       
  2. Is the resort fee optional?
    No, the resort fee is charged to every guestroom.
     
  3. What time are check in and check out?
    Check in is at 3:00 pm EST, and check out is 11:00 am EST.

Agenda

  1. Will the AFA schedule be the same as previous years?
    Yes and no. We have expanded the schedule this year to include even more sessions. Attendees can expect the same schedule in some aspects: sessions/workshops on Monday, Tuesday, and Wednesday, Outstanding Airmen Dinner on Monday evening, and Anniversary Dinner on Wednesday evening. But in addition to our sessions in the Potomac Rooms, this year we will also have sessions in the Exhibit Hall Speaker’s Corner. Full agenda can be found here.

Transportation

  1. What about transportation, directions and parking?
    • From the airport? The Gaylord is accessible primarily by car, taxi, or shuttle bus. Just like at our previous location, AFA will not provide transportation to/from any of the area airports. However, the Gaylord is operating an express shuttle to/from Reagan National Airport. It departs every twenty minutes from the Gaylord’s front door and every twenty minutes from baggage claim. It runs between 6:00am and 8:00pm and costs $18 one-way, per person or $32 roundtrip, per person. To make shuttle reservations, please call 800-660-8000. Super Shuttle is the same cost; however, it might make additional stops and not go straight to your destination. A taxi will cost approximately $20 one-way from Reagan National. Please see our transportation page for options from other area airports.
    • What if we want to take the Metro? The preferred Metro stop to use is the King Street Station in Old Town Alexandria, which is across the river from the hotel. There is a shuttle from the King Street Metro to the Gaylord. The Gaylord’s shuttle schedule and details can be found here. The cost is $7 one-way and can be purchased at the Gaylord Transportation Desk or from the bus driver. AFA will run a free shuttle from/to the King Street Station on Monday, Tuesday, and Wednesday during symposium hours. (** Please see "Will AFA provide shuttles" paragraph below for more details **) There is also a free trolley from King Street Metro to a commercial water taxi ($8 each way for a 30- minute trip; it runs daily 10:50am – 11:15pm from Old Town; more details at http://www.potomacriverboatco.com/).
    • Will AFA provide shuttles? AFA provides complimentary daily shuttle bus service on Monday, Tuesday, and Wednesday between the Gaylord National Resort and Convention Center and the Pentagon (South Parking-Fern St), Bolling AFB, Andrews AFB, and King Street Metro Station during the Conference. Please click here for the current version of the shuttle schedule.
    • Is there a shuttle that runs to downtown Washington, DC? The Gaylord offers a shuttle from the main entrance of the hotel to the Old Post Office (1100 Pennsylvania Ave, NW) and Union Station (H Street & 2nd Street). The shuttle runs continuously between 8:00am and 9:00pm, seven days a week. Cost is $13 one-way, $20 round-trip or $49 for an unlimited 3 day pass. Stop by the hotel’s Tour Transportation Desk to purchase tickets.
    • Need directions? Please visit http://www.gaylordhotels.com/gaylord-national/directions-transportation/#map.
    • Parking costs?
      • Parking at the Gaylord - AFA has negotiated discounted self parking rates at the hotel (see below for details). Valet parking is available for up to $30 per day based on length of stay.
        • For attendees staying at the hotel: The discounted self parking rate is $11 per day. During check-in at the front desk, please make sure to communicate to the front desk agent that you are parking a vehicle in order to get the charges added to your hotel folio. You MUST tell the front desk agent that you are with AFA in order to get the discounted self parking rate. There are several parking garages in National Harbor, please make sure you park in the Gaylord National’s self parking garage.
        • For our local attendees not staying at the hotel: You can self-park at the Gaylord for $11 per day (for one entrance/exit per day) or $16 per day (for unlimited entrances/exits per day). In order to take advantage of the $11 or $16 offer, you will need to stop by the Parking Desk located near AFA Registration during registration hours to pre-pay for your parking speedpass.
      • Parking in National Harbor - There are several parking garages in National Harbor in close proximity to the Gaylord. The National Harbor public parking garages start with the first hour at $3. It increases to a maximum of $11 per entrance/exit.

Additional Information

  1. Are you interested in exhibiting during the Air & Space Conference and Technology Exposition?
    If so, please contact Dennis Sharland at 703-247-5838 or dsharland@afa.org for availability and pricing.

  2. Are you interested in being a sponsor during the Air & Space Conference and Technology Exposition?
    If so, please contact Mary Ellen Dobrowolski at 703-247-5823 or mdobrowolski@afa.org. You can also click here to see our current sponsorship opportunities.

  3. What else is in the National Harbor neighborhood?
    Gaylord National Resort and Convention Center is one of the anchors to the whole National Harbor project. National Harbor is nearing completion and will be home to over 500,000 square feet of office space, over a dozen shops and a dozen restaurants, two art galleries, a marina, and much more. Please visit their website for more information (http://www.nationalharbor.com/).

  4. What else do I need to know?
    Send your questions to us (spiggott@afa.org). Those will help us think of additional items to add to this FAQ.

We look forward to your stay and meetings at the Gaylord National!

Page last updated on: Thursday, September 06, 2012 1:01:24 PM









 
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AFA is a non-profit, independent, professional military and aerospace education association. Our mission is to promote a dominant United States Air Force and a strong national defense, and to honor Airmen and our Air Force Heritage. To accomplish this, we: EDUCATE the public on the critical need for unmatched aerospace power and a technically superior workforce to ensure U.S. national security. ADVOCATE for aerospace power and STEM education. SUPPORT the total Air Force family, and promote aerospace education.

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