International Council of Air Shows

Convention FAQs

Registration

What does my registration fee include?

Your registration fee includes access to the ICAS Convention exhibit hall throughout the convention, participation in all of the convention’s 45-minute breakout sessions, participation in the Welcome Reception, lunch on the exhibit hall floor, a sit-down lunch for the Pinnacle Awards presentations, dinner at the Chairman’s Banquet, and participation in the Survivor Party following the Chairman’s Banquet.

Can I use a previous year’s badge? I printed my confirmation and just stuck it in there.

No. The badge issued to you by ICAS for 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, but all requests must be submitted in writing Please contact ICAS Headquarters at 703-779-8510 or ICAS@airshows.aero with any questions.

What is your refund and cancellation policy?

• No refunds on cancellations received after November 15, 2022.

• Cancellation requests must be received in writing at ICAS headquarters.

• We recommend emailing icas@airshows.aero, especially if it’s close to the refund deadline.

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.

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 discounted hotel rate and what do I get?

ICAS has negotiated a special room rate at Harrah's Las Vegas for the 2022 convention. Members staying at Harrah's Las Vegas under the ICAS room block WILL NOT be required to pay the otherwise mandatory Resort Fee.

What is the best way to get from the airport to the Harrah's Las Vegas Hotel?

Your best bet is to cab it or call an Uber/Lyft. Fares from McCarran Airport to Harrah's Las Vegas Hotel are typically $25 - $35, including tip.

Where is ________?

All education sessions, the welcome reception, the opening general session, luncheon, and banquet are held in the Forum meeting facilities area. For directions to Forum locations, follow the hotel and casino signage in the hallways and lobbies or the front desk can provide you with assistance.

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 all of our social/meal events available for purchase should your spouse wish to join you at our opening welcome reception, our Wednesday Pinnacle Awards luncheon 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.

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 virtual 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.

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

Yes. Following the booth selection process that will take place at a later date after 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.

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

No. "Suitcasers" are strictly prohibited from selling within the ICAS Convention. In trade show parlance, "suitcasers" are individuals or organizations that attend trade shows and sell 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 without a booth, we ask that you alert an ICAS staff member immediately.

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 by Monday, December 12, 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.

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.

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 allows for guests to enter the hall.

Education Programming

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, 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.

Ticketed and Social 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 luncheon and banquet?

No. Registered delegates do not need a reservation. However, we do recommend making table reservations via our online portal (www.airshows.aero/Page/Reservations) so you can reserve seating with those you would like to sit with. You may reserve seats for other registered delegates or non-registered guests with a paid event ticket.

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

Yes. Non-registered guests at the Welcome Reception, Pinnacle Awards Luncheon and Chairman's Banquet will need a ticket. Prices for each 2022 event will be available after registration goes on sale and tickets can also be purchased on site. Social event tickets are non-transferrable and non-refundable.

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

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

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

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. Social event tickets aer non-transferrable and non-refundable.

What should I do if I have special dietary needs?

Prior to the convention, please note them during the online registration process. 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 both the luncheon and banquet.

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

Tuxedo rental information and the ordering is available online. 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.

I hear a lot of talk about the bar. Why is that so important?

Right from its beginning, the informal interaction of air show colleagues has been a critical element of the success of the ICAS Convention. And much of that informal interaction takes place at the sponsored bar in the hotel hosting the event. There’s no requirement that you drink alcohol, but some of your most helpful conversations will take place after hours as fellow convention delegates share lessons learned…good and bad.

Why are the drink prices so expensive at the hotel bar?

Drink prices – beer, wine and liquor – have been increasing steadily over the last several years at all Las Vegas hotels. ICAS has negotiated small discounts for convention delegates, but the hotel’s management makes pricing decisions. We advocate on your behalf, but there are many considerations beyond our control that come into play, including trends throughout the casino and hotel industries.

General Convention Questions

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

The jet team schedules will be announced at the opening session on Tuesday (12/13) morning and will be available on the ICAS website once announced under the Air Shows Calendar menu, By Military Jet Team submenu.

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

To get a head start, send your dates 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.

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 #ICAS22 for all of your convention-related social media posts.

Convention Location Questions

Why is the ICAS Convention always held in 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 in-person 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.