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Frequently Asked Questions

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Convention

How much are exhibit booths at the ICAS Convention?
Answer - Standard booths are $750, premium booths are $775 and Superior booths are $800. Click here for additional information on the exhibit hall.


I'm having a great time and want to share my experience. What social media outlets does ICAS use?
Answer - 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 #ICAS23 for all of your convention-related social media posts.


What is appropriate dress for the convention?
Answer - Generally, dress for the ICAS Convention is business casual.

This year, the traditional kick-off Welcome Reception on Monday theme will be announced soon..

Though there is no official policy within the military, with the exception of Flight Suit Day on Wednesday and Mess Dress for the Chairman's Banquet on Thursday evening, it is unusual for military representatives to wear their military uniforms.

Wednesday is Flight Suit Day. All pilots and performers are encouraged to wear their flight suits.

The Thursday night 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 rentals are available through Friar Tux and may be ordered online at https://apps.friartux.com/bt/icas/. Pre-order deadline for tuxedo rentals is November 24, 2023.


When will the jet team schedules be announced at the convention?
Answer - The jet team schedules will be announced at the opening session the morning of Tuesday Dec 5th and will be available on the ICAS website once announced under the Air Shows Calendar menu, By Military Jet Team submenu.


Will I be able to buy a day pass for the convention?
Answer - Yes. Single day passes are available for the ICAS Convention. Everything that takes place on that day of the convention (with the exception of special workshops) is included in the fee for that day. Click here for convention registration information.


Education Programming

Do I pay extra for workshops? Why?
Answer - 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 am an Aerobatic Competency Evaluator. Am I required to attend the training session?
Answer - 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.


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


Should I attend the First Timers’ Orientation?
Answer - 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.


Why do the convention events start so early in the morning?
Answer - 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?
Answer - 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.


Exhibiting

Can my staff help man my booth even if they are not registered for the convention?
Answer - No. Except for the last exhibit hall session, every individual on the exhibit hall floor must be a registered ICAS Convention delegate.


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


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?
Answer - The convention’s last exhibit session allows for guests to enter the hall.


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


May I set up my booth in the morning before the first exhibit hall session?
Answer - 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?
Answer - Yes, but only during set-up and if arrangements for this have been made in advance.


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


Why are there so few/many exhibit hours?
Answer - 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.


Why can’t I get to my booth when the exhibit hall is not open?
Answer - 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: https://airshows.aero/ViewDoc/3930


Hotel

Is there free Wi-Fi in the event space?
Answer - 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.


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


What is the best way to get from the airport to Caesars Palace Las Vegas Hotel?
Answer - Your best bet is to cab it or call an Uber/Lyft. Fares from McCarran Airport to Caesars Palace Las Vegas Hotel are typically $25 - $35, including tip.


What is the discounted hotel rate and what do I get?
Answer - ICAS has negotiated a special room rate at Caesars Palace Las Vegas for the 2023 convention. $169 per night plus tax Sunday, December 3 through Thursday, December 7. $209 per night plus tax Friday, December 1, Saturday, December 2, and Friday, December 8th. Reservations made within the ICAS block include a complimentary Resort Fee. The complimentary daily Resort Fee includes the following services: in-room high speed internet each day (two devices per day, daily access to the fitness center for two, and all local calls.

These rates are guaranteed through November 10, 2023 or whenever the block is filled, whichever comes first.


Where can I park my RV/Trailer for the week while I’m here?
Answer - If you plan on bringing your oversized vehicle to the convention, please contact Karen Connors at connors@airshows.aero.


Where is ________?
Answer - 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.


Mobile App Convention

Connecting to Wi-Fi
Answer - In order to receive updates, such as content changes and push notifications, you'll need to be connected to Wi-Fi.

1. Navigate out of the app.

2. Tap the Settings icon.

3. Tap Wi-Fi.

4. Connect to the venue's internet.


Learn About the Speakers
Answer - 1. Tap the Speakers icon.

2. Tap Speakers by Name.

3. Tap the name of a speaker from the list to see their profile.

Want to save a favorite speaker? Tap Bookmark on the speaker's profile. To quickly find them again, tap the Speakers icon, then Bookmarked Speakers.


Live Mobile App Help
Answer - Live help is available onsite with the App.

Please visit Registration and Member Services in the Caucus Boardroom during registration hours.


Meet the Sponsors and Exhibitors
Answer - The app has a profile for all the sponsors and exhibitors in the Exhibit Hall. To check out their mobile profile:

1. Tap the Exhibitors icon.

2. Tap Exhibitors by Name.

3. Find the exhibitor you're looking for from the alphabetical list.

Want to save a favorite exhibitor? Tap the bookmark icon next to the exhibitor. Then, under the Exhibitors icon's first menu, tap Bookmarked Exhibitors.

Looking for the sponsor profiles? They may be listed underneath their own Sponsors icon.


Using Maps
Answer - Under the Maps icon, there are two different kinds of maps. One of the meeting rooms and exhibit hall in the event venue, and a city map with points of interest around the event venue.

Venue Map: From the map, tap the red dot to see what sessions will take place in that room or which organization is exhibiting there.

You can also view the map from a session or exhibitor description page by tapping the location name next to the pinpoint icon.

City Map: Tap a pin on the map to pull up more information on that location. You can even tap the address to access driving directions on your device's default maps app, like Apple Maps or Google Maps.


Viewing Your Schedule
Answer - Tap the Schedule icon to see the full event schedule with session times, descriptions, speakers, and where they're happening.

Tap the bookmark next to the session name to add it to your schedule and create a personalized agenda. Tap My Schedule from any view within the schedule to access your agenda for the convention.


Registration

Can I register for the convention and special workshops on site?
Answer - Yes. If you require assistance, visit the registration desk, and one of our staff will be happy to register you there.


Can I sit at a booth in the exhibit hall -- without being registered -- to help, if I don't attend any other convention activities?
Answer - No. Except for the last exhibit hall session, every individual on the exhibit hall floor must be a registered ICAS Convention delegate. The last exhibit hall session is open to delegates and their non-registered guests.


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


Do I need a membership to register for the convention?
Answer - Yes. If you are not coming to the convention with an organization that has an existing membership, then your organization will need a membership. With that one membership, you may register as many individuals as you desire, but each person must pay an individual registration fee.


Do you have to be a member of ICAS to attend the ICAS Convention?
Answer - Yes. Each person who attends the convention must be a member either as an individual or be affiliated with a member organization.


Does everyone in the organization have to have a membership?
Answer - No. The membership is for the organization, and all individuals who are affiliated with that organization are included in the membership.


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


If I'm registered and then am unable to attend, can someone else replace me without an admin charge?
Answer - Yes, but please submit your request in writing to ICAS. Please contact Headquarters at 703-779-8510 or ICAS@airshows.aero with any questions.


What does my registration fee include?
Answer - Your registration fee includes access to the ICAS Convention exhibit hall throughout the convention as well as participation in all of the convention’s 45-minute breakout sessions. It includes your participation in the Welcome Reception, lunch on the exhibit hall floor, a sit-down lunch for the Innovation Awards presentations, dinner at the Chairman’s Banquet, and participation in the Survivor Party following the Chairman’s Banquet.


What is your refund and cancellation policy?
Answer - • No refunds on cancellations received after November 1, 2023.
• 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.


Social & Ticketed Events

Am I required to have a reservation to attend the luncheon and banquet?
Answer - 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.


Can I get a refund for my social event ticket?
Answer - 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 are non-transferrable and non-refundable.


Can I, as a registered delegate, purchase social event tickets for family members or friends?
Answer - Yes. Registered delegates may purchase additional tickets for the Welcome Reception: Toga Party! ($70), Innovation Awards Luncheon ($70), and the Chairman’s Banquet ($110) online during the seating reservation process (opens in late November - early December) or at the ICAS registration desk on-site at the convention. Social event tickets are non-transferrable and non-refundable.


Does my guest need a ticket for (reception/luncheon/banquet)?
Answer - 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 hear a lot of talk about the bar. Why is that so important?
Answer - 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.


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?
Answer - 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 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?
Answer - 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 won’t be able to make it to the Banquet. Can I get a refund for the amount of the banquet?
Answer - 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.


I would like to bring my wife/husband/friend to the welcome reception/luncheon/banquet. Can I buy single-event social event tickets?
Answer - Yes. Non-registered guests at the Welcome Reception, Pinnacle Awards Luncheon and Chairman's Banquet will need a ticket. The Welcome Reception: Toga Party! and Innovation Awards Luncheon is $70 while the Chairman’s Banquet is $110, and tickets can also be purchased on site. Social event tickets are non-transferrable and non-refundable.


The hotel wants to charge me for bringing in my own wine to the banquet…can they do that?
Answer - The hotel does not allow outside food and beverage. Should you choose to bring your own, they can charge you a corkage fee.


What should I do if I have special dietary needs?
Answer - 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?
Answer - Tuxedo rental information and 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.


Why are the drink prices so expensive at the hotel bar?
Answer - 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.