Frequently Asked Questions
Convention FAQs

Registration

 

What does my registration fee include?

Your registration fee includes access to the ICAS Convention exhibit hall throughout the convention. It includes participation in all of the convention's 45-minute breakout sessions. It includes your participation in the Welcome Reception, and reception prior to dinner at the Chairman's Banquet.


Can I use last year's badge? I printed my confirmation and just stuck it in there.

No. The badge issued to you by ICAS for last year's convention or any previous ICAS Convention provided access to you for those events. To participate in this year's ICAS Convention, you must have credentials for this year's ICAS Convention.


Can I register for the convention and special seminars on-site?

Yes.


If I'm registered and then am unable to attend, can someone else replace me without an admin charge?

Yes. Please contact ICAS Headquarters at 703-779-8510 or ICAS@airshows.aero with any questions.


What is your refund and cancellation policy?

All cancellation requests must be received in writing at ICAS headquarters. Registration cancellations received on or prior to 5pm EST on December 2, 2020 are fully refundable. Fees paid for workshops and seminars that require an additional fee are also fully refundable on or prior to 5pm EST on December 2, 2020. If delivering a cancellation close to the refund deadline, we recommend emailing it to: icas@airshows.aero. 

 
I paid my booth fee, why do I have to pay registration fee?

To keep our exhibit booth rates as low as possible, to provide exhibitors with maximum flexibility and because ICAS has a long history of charging for booth fees and registration fees separately, the fees you pay for your booth do not include individual delegate registration. The total charge is still well below what you would typically be charged at similar-sized convention events.


I'm thinking about becoming an ICAS member but want to check out the convention before I commit, can I still attend if I'm not an ICAS member?

No. The ICAS Convention is where the business of air shows gets done and is the single most important benefit we offer our members. You must be a paid member in good standing to register for and attend the ICAS Convention. To begin or renew your membership, go to airshows.aero/Page/JoinICAS. And, once you join, you'll not only be able to attend the convention; you'll also benefit from the many other benefits of ICAS membership.



Hotel

 

What is the deadline to receive the discounted hotel rate?

You can receive the discounted hotel room rate at Paris Las Vegas until November 13, 2020. After that date, Paris Las Vegas can charge the prevailing rate that the general public has to pay.


What is the discounted hotel rate and what do I get?

ICAS has negotiated a $139 per night room rate at Paris Las Vegas for the 2020 convention (Sunday - Thursday). Members staying at Paris Las Vegas under the ICAS room block WILL NOT be required to pay the otherwise mandatory Resort Fee of $41.95 per night. The ICAS rate INCLUDES fitness center access for up to two guests, internet access and phone calls.


What is the best way to get from the airport to the Paris Las Vegas Hotel?

Your best bet is to cab it. Fares from McCarran Airport to Paris Las Vegas Hotel are typically $20 - $25, including tip.


What amenities do I get when I reserve a room in the ICAS block at the Paris?

Delegates reserving a room in the ICAS room block will not be required to pay the otherwise mandatory Resort Fee of $41.95 per night. The ICAS room block INCLUDES fitness center access for up to two guests, internet access and phone calls.


Where is everything located?

All education sessions, the welcome reception, the opening general session, and banquet are held in the Paris Las Vegas meeting facilities areFor directions to Paris locations, follow the hotel and casino signage in the hallways and lobbies or the front desk can provide you with a map.


My spouse accompanied me this week, what can she/he do to entertain herself/himself? 

We recommend asking the hotel's concierge or visiting lasvegas.com for information on shows, events or other activities taking place in the city. In addition, ICAS has individual tickets to our social/meal events available for purchase should your spouse wish to join you at our opening welcome reception, or our Thursday evening Chairman's Banquet.


Is there free Wi-Fi in the event space?

In the Low Rise (casino and conference space) areas of Caesars Entertainment properties, Wi-Fi is free. Guests must sign-in and provide an e-mail address when prompted. And, as mentioned earlier, ICAS has negotiated with Paris to provide free Wi-Fi in your hotel sleeping room for ICAS Convention delegates if you reserve your room in the ICAS block.


Where can I park my RV/Trailer for the week while I'm here?

If you plan on bringing your oversized vehicle to the convention, please contact Karen Connors at Connors@airshows.aero.

 

 

Exhibiting

 

My air show is a nonprofit organization. Do you have any non-profit discounts on the registration/booth space?

Unfortunately, no. ICAS is itself a nonprofit corporation and more than half of the delegates attending the convention are representing air show-related nonprofit organizations. So, we are not able to offer nonprofit discounts.


Can my staff help man my booth even if they are not registered for the convention?

No. Except for the last exhibit hall session, every individual on the exhibit hall floor must be a registered ICAS Convention delegate.


Why can't I get to my booth when the exhibit hall is not open?

For security reasons, ICAS Convention rules say that exhibitors can enter 30 minutes prior to opening and stay 30 minutes after closing. This is largely a security issue. During past ICAS Conventions, items have been stolen from booths. We don't think you are going to steal anything, but this policy from ICAS has largely eliminated thefts. We recognize that it can sometimes be inconvenient for some of our exhibitors, but it's an unavoidable inconvenience. Please reference Exhibitor Rules by clicking here.


I have a plane to catch and need to break down my booth early.

Under certain circumstances, ICAS may allow early dismantling of your booth, but early dismantling will result in a reduction of your seniority status for booth selection. Please reference Exhibitor Rules by clicking here.


May I set up my booth in the morning before the first exhibit hall session? 

No. All booths must be set up on Tuesday, December 8, unless special arrangements were made prior to the convention.


May I take a helper into the hall with me (only during set-up) to help me without their having to register? 

Yes, but only during set-up and if arrangements for this have been made in advance.


May I purchase a booth for next year after the exhibit space draw? 

Yes. Following the booth selection process that takes place at the ICAS Convention and after those selections have been confirmed, ICAS will make all unsold booths available to organizations that did not participate in the space draw, typically in March.


I don't have an Exhibit Hall booth. Can I come in and sell my product?

No. "Suitcasers" are strictly prohibited from selling on the Exhibit Hall floor. In trade show parlance, "suitcasers" are individuals or organizations that attend trade shows and sell from the trade show floor without reserving a booth. This practice is a form of theft and is prohibited at the ICAS Convention. If you see non-exhibiting personnel selling from the trade show floor, we ask that you alert an ICAS staff member immediately.


Why are there so few/many exhibit hours? 

Each year, ICAS adjusts the exhibit schedule based on the feedback we received following past conventions. Although our goal is to have everybody say we have exactly the right number of exhibit hours, it has been our experience that we get the mix just about right when we have equal number of delegates say that they want more exhibit hours as we have delegates who say they want fewer exhibit hours. For the 2020 ICAS Convention, in light of the pandemic, ICAS has reduced the total length of the convention from 3½ days to 2½ days. That has required some adjustments to the exhibit hall schedule, but the 2020 ICAS Convention will still include 9.5 hours of exhibit sessions (vs. 10.5 in 2019 when we had a 3½ day convention).


I'm not really in the business anymore, so don't need a registration, but I want to see/talk to my friends in the hall. Can I just go in for a few minutes? 

The convention's last exhibit session on Thursday, December 10 allows for guests to enter the hall.



Education Programming

 

This is my first ICAS Convention. Should I attend the First Timers' Orientation?

Yes. For more than two decades, this session has been offered as a tool to help newcomers better understand and navigate the ICAS Convention. The format - part lecture, part interactive discussion - has evolved to meet the needs and interests of air show professionals attending their first event. If that describes you, it will likely be a good use of your time.


Do I pay extra for workshops? Why?

Yes,  Air Force Open House Workshop,  Air Shows 101: Air/Ground Operations Training Workshop,  Air Boss 201: Advanced Air Boss Workshop,  Sponsorship for Events Workshop and Air Shows 102: Business Basics Workshop are all courses for which ICAS incurs significant additional costs. We charge a separate fee to pay for those additional costs. But all of the 45-minute breakout sessions offered by ICAS during the convention are available to ICAS Convention delegates at no additional cost.


I understand that ICAS is offering training for Aerobatic Competency Evaluators. I am not an Aerobatic Competency Evaluator, but I'd still like to attend. Can I?

No, the session has been organized and will be conducted specifically for our evaluators. Non-ACEs are not invited to this session.


I am an Aerobatic Competency Evaluator. Am I required to attend the training session?

ICAS ACEs are required to participate in re-currency training not less than once every two years to maintain their ACE status. We strongly encourage all ACEs to attend this important training session, particularly if you did not attend a session last year and would like to continue serving as an ACE next year.


Why do the convention events start so early in the morning?

Our goal is to make the ICAS Convention as efficient, productive and helpful as possible for you and our other delegates. To do that, we pack as many different sessions and activities into each day as possible. That sometimes means scheduling sessions early in the morning.


Will the session handouts be available on the ICAS website? Where will I find them and when will they be available?

Yes. Education Session handouts will be available on the ICAS website under the Convention dropdown menu, Convention Education Session Handouts submenu. They will also be available on the ICAS Convention mobile app. They will be available on the website no later than the Monday following the convention.

 

 

Social & Ticketed Events

 

I want my wife/husband to attend the banquet with me. A friend is leaving early and gave me his ticket. Can I use it for my wife/husband? 

No, registration fees or portions of registration fees are not transferrable. If your husband/wife would like to attend the banquet with you, we would love to have him/her, but he/she will need to buy a ticket to the event.


I won't be able to make it to the banquet. Can I get a refund for the amount of the banquet? 

No. Catering arrangements with the hotel are made many months before the convention. Costs for the banquet and other food functions are committed many weeks before the convention. ICAS does not refund portions of the registration fee.


Am I required to have a reservation to attend the banquet?

No, registered delegates are not required to have a reservation, but ICAS strongly encourages all delegates and guests attending the banquet to make a table reservation using the ICAS online portal (https://airshows/aero/Page/Reservations) so that you can select the table at which you would like to sit and to make your experience at the banquet more enjoyable. The online reservation system allows you to select seats for you, your guests and your air show colleagues at the same table.


Does my guest need a ticket for (reception/banquet)?

Yes. Non-registered guests at the Welcome Reception and Chairman's Banquet will need a ticket. Prices for each 2020 event are: $60 for the Welcome Reception; and $85 for the Chairman's Banquet.


I want to reserve a table for lunch/dinner, but I don't know the names of everyone who will be sitting with me yet. Can I just reserve a table and come back and tell you the names later?

No, it is necessary to have all the names so we may ensure that someone in your party isn't already sitting with another group and has a duplicate reservation.


I would like to bring my wife/husband/friend to the welcome reception/banquet. Can I buy single-event social event tickets?

Yes, social event tickets for guests can be purchased at the convention registration. Prices for each 2020 event are: $60 for the Welcome Reception; and $85 for the Chairman's Banquet.


The hotel wants to charge me for bringing in my own wine to the banquet. Can they do that? 

The hotel does not allow outside food and beverage. Should you choose to bring your own, they can charge you a corkage fee.


Can I get a refund for my social event ticket? 

No, ICAS does not refund portions of the registration fee. Our costs are fixed whether you attend the social event or not.


What should I do if I have special dietary needs?

There is a form in the registration process to enter that information. If you have further requests, please contact the ICAS Office and icas@airshows.aero. Upon arrival at the ICAS registration desk, inform a staff member and they will provide cards for you to complete and present to the wait staff at the banquet.


Where do I pick up and return my tuxedo for the banquet?

Tuxedo rental information and the order form are available online by clicking here. Pre-ordered tuxedos are typically delivered to the bell desk. After the event, return tuxedos to the Bell Desk before noon and they will be collected by Tuxedo Junction at no extra charge.


Where can I purchase social event tickets for guests, and what are the costs?

Any registered delegate may purchase a social event ticket for a guest online at airshow.aero/Page/Reservations or at the Registration Desk. Prices for each 2020 event are: $60 for the Welcome Reception; and $85 for the Chairman's Banquet.

 

 

General Convention Questions

 

When will the jet team schedules be announced at the convention?

The jet team schedules will be announced prior to the conclusion of the Opening General Session and will be available on the ICAS website under the Air Shows Calendar menu, By Military Jet Team submenu.


Where can I then get a copy of the jet team schedules? 

There will be copies at the ICAS registration desk and at the front entrance of the exhibit hall.


How often will you print air show schedules during the convention? 

Continually updated air show schedules will be available on the ICAS website and print ready in MS Word format. Go to airshows.aero, and under the Air Shows Calendar menu choose Other Calendar Options to select Next Year's Calendar in Word. Printers are available in the Internet Cafe.


Where do I bring my future air show dates for inclusion in the air show schedule? 

There will be forms at the ICAS registration desk for that purpose. Or, get a head start and download the 2021 Event Organizer Show Form and return it to ICAS at icas@airshows.aero . 


Where is the most recent show schedule?

Go to https://airshows.aero/calendar and you can use the By Location, By Date, By Military Jet Team, or Other Calendar Options dropdown menus to find updated show listings.


What is the dress for the convention?

Dress is business casual (khakis, polos, etc.) Though there is no official policy, it is unusual for military representatives to wear their military uniforms. 

The Chairman's Banquet is a "black tie optional" event. Though many of our convention delegates choose to wear tuxedos (Mess Dress for military), and evening dresses, they are not required, and you will not feel out of place if you come in less formal attire. Tuxedo rental information is available by clicking here.. The Chairman's Banquet will be on Thursday, December 10 at 6:15pm (reception beginning at 5:30pm).


I'm having a great time and want to share my experience. What social media outlets does ICAS use?

ICAS can be found on any of the major social media outlets:

On our main Facebook page: www.facebook.com/ICASHQ

On our convention Facebook page: www.facebook.com/ICASConvention

On Twitter: twitter.com/ICAS_HQ

On Instagram: instagram.com/icas_hq/

Please feel free to use the social media feature on your 2020 ICAS Convention mobile app and use #ICAS20 for all of your convention-related social media posts.

 

Convention Location Questions


Where and when are future conventions?

2021 - Paris Las Vegas, December 6 – 9.


Why is the ICAS Convention always held in the same week in early December?

With an air show season that begins in mid-March and ends in early November, and with the Thanksgiving holiday falling each year in late November, years of experimenting and surveying have identified the first or second full week in December as the one time that is most convenient for the largest number of ICAS members, including both those with late fall shows and those with early spring shows.


Why is the ICAS Convention always in Las Vegas?

Although ICAS has experimented with holding our annual convention in other cities, our delegates have consistently told us that airline travel, hotel costs and night life make Las Vegas the best possible location for the ICAS Convention.


Why is the ICAS Convention always in a Las Vegas casino?

Because Las Vegas casinos have multiple ways to generate revenue from their customers, extensive ICAS research and experience has proven that the casinos are able to offer a lower sleeping room rate and less expensive fees for meeting room and other convention-related expenses. We have also found that the ICAS membership prefers the Las Vegas casino location.

 

 

COVID-19 Issues

 

Is it a good idea for ICAS to host a convention in Las Vegas in the middle of a pandemic?

The ICAS Convention will only be held if it can be held safely. Our event will adhere strictly to the regulations, policies and guidelines in place in the State of Nevada, in Clark County and in the Paris Las Vegas Hotel. If the event cannot be held safely, the convention will be cancelled and all fees will be returned to registrants without penalty.

 

Has ICAS developed contingency plans in the event that the convention must be cancelled?

ICAS intends to hold its annual convention at the Paris Hotel on December 8, 9 and 10. All of our focus and energy is directed at making that event successful, productive and well attended. ICAS will also be developing multiple contingency plans between now and December to address the possibility that developments related to the pandemic make it unsafe or unfeasible to hold the convention in Las Vegas. The details of those plans will be announced later this summer once they have been developed and confirmed. But we don’t expect it will be necessary to use these contingency plans.

 

Will my registration fee be refunded if the pandemic worsens and I am unable to attend the 2020 ICAS Convention?

Absolutely. ICAS has changed its normal cancellation/refund policy to reflect the unpredictability of the COVID-19 situation. If, for any reason, you decide to cancel your registration for the ICAS Convention between now and Wednesday, December 2, ICAS will refund 100% of your registration fee. No cancellation fee. No penalty. No questions. No problem. If you cancel after December 2 because you are ill or because you think you might have been exposed to the virus, we will refund your entire registration fee until 9:00 a.m. on the morning of Tuesday, December 8.  And, if you are not sick and have not been exposed to the virus, you can cancel after December 2 and before December 8 and receive a 50% refund of your registration fee, because – by that point – we will have placed the order for the food you would have been served during the convention. We have made these changes to our cancellation/refund policy because we want you to make plans to join us in Las Vegas. But we also want you to feel confident that, if circumstances change, you can still get your money back.

 

Is ICAS discouraging anybody from attending the ICAS Convention?

If health conditions or other factors put a prospective delegate in the high-risk category for the Coronavirus infection or if an individual has been recently exposed to the virus, ICAS encourages those individuals not to register or attend the 2020 ICAS Convention.

 

What specific steps is ICAS taking to limit the risk of delegates being infected by the COVID virus?

In cooperation with the Paris Las Vegas Hotel and public health experts, ICAS has developed its Public Health Policies and Protocols for the 2020 ICAS Convention. This is intended to be an organic document that changes and evolves as the situation with the pandemic and the understanding of public health officials change and evolve. This document will be used to direct and guide the strategies and protocols ICAS uses during this December’s event. It is already an extensive and detailed document. We expect it to become even more detailed by the time we all travel to Las Vegas for the convention.

 

What other steps can I take to reduce my risk of infection while I’m at the convention?

The Centers for Disease Control and Prevention (CDC) and other public health agencies have encouraged everybody to stay home if you feel sick, to maintain physical separation, to wear masks or other face coverings, to wash your hands frequently, and to avoid physical contact. These new “customs” have become part of our daily life in the United States, Canada and around the world. It will be especially important that all of us conform to these customs and protocols while we are together in Las Vegas for the ICAS Convention in December. And ICAS will encourage delegates to take these steps from the podium and with signage throughout the event.

 

Will I be required to wear a mask or other face covering during the 2020 ICAS Convention?

ICAS will operate its 2020 Convention in strict compliance with the policies and guidelines established by the State of Nevada, Clark County and the Paris Las Vegas Hotel. The convention’s policy on masks and face coverings will be 100% in compliance with the policies established by those entities.

 

Will seating be limited in education and social events?

Yes. ICAS and the Paris Las Vegas Hotel will position chairs and other seating to reflect proper physical distancing recommendations by public health officials. If the capacity for that room is reached, we will prohibit additional people from entering the space.

 

Will my registration fee be refunded if travel restrictions prohibit me from traveling to Las Vegas for the Convention?

Yes. If airline restrictions or national travel prohibitions prohibit your from attending the convention in December, ICAS will refund 100% of your registration fees.

 

What will happen if the pandemic situation deteriorates and the ICAS Convention can’t be held in Las Vegas?

We don’t expect that to happen, but – if it does – ICAS will refund 100% of your registration fee. No cancellation fee. No penalty. No questions.