Working Group Lead Guidelines

Working Groups

Working Group Lead Guidelines - PDF Format
Permission to Reprint Form - PDF Format

GSAW Working Group (WG) Lead,

Thank you for considering leading a Working Group at GSAW. The WGs are two-and-a-half-hour sessions of live, collaborative group discussions on selected topics. This guide describes your responsibilities as Lead. It will help you in submitting a proposal and planning your session and is intended to maximize the benefit of your session to GSAW as a whole. Please review this information and contact [email protected] or 310-336-0454 if you have any questions.

Note: Although the Working Group sessions are scheduled to be hybrid (in-person and virtual), Working Group Leads are required to attend in-person.

Session Chair: Upon acceptance of your presentation, a GSAW Session Chair will be contacting you to discuss the information below and to act as your liaison for the event. Please ensure that you understand the guidelines detailed here and address any questions you may have to your session chair or to [email protected].

Important Deadlines: Please note the following deadlines for material submissions

Proposals must be received by Oct. 24, 2022
Acceptance/Non-acceptance notices sent Nov. 28, 2022
Presentation charts and release forms due Nov. 28, 2022

Fees: In appreciation of the special contribution that you will be making in putting together your WG session, we are happy to provide ONE complimentary registration. This will allow you to attend the general session for free. Note: Complimentary registration does not include access to any of the tutorials. If you wish to attend a tutorial, you may do so at an additional cost. You should also ensure that each presenter in your session registers for GSAW via the website. GSAW is not responsible for registration fee of invited speakers or panelists in the WG.

Referrals: In reviewing plenary abstract submissions, the Program Committee may identify speakers they deem might contribute to your WG. These abstracts will be forwarded to you for your review. Accepting these into a WG is entirely at your discretion and you will be responsible for contacting the presenter if you want them to participate. If any such abstracts get forwarded to you, please notify us as soon as possible as to whether you accept or reject the presenter.

WG Preview: After acceptance of your WG, please submit a five-minute preview video and/or presentation slides to give details of your session. We will post this on the site quickly so attendees can plan to attend.

The Main Event: Feedback forms received from attendees of previous WGs have shown that a collaborative discussion format is vastly preferred over a session full of presentations. A healthy exchange of opposing viewpoints is encouraged and provides the most productive results. You may follow any format you wish as long as it fits within the allotted time. You may permit free-form discussion, presentation of charts by attendees, a panel discussion, or a combination. In any case, WG Leads are asked to facilitate the session, keep it moving, and adhere to the GSAW schedule:

    • During the WG session, you may call for a short break as desired.

WG Outbrief: On Thursday morning, March 2, at approximately 11 a.m., you will be given five minutes to brief the results of your session to the GSAW assembly in the main plenary room. We will provide a PowerPoint template for you to prepare your outbrief. When completed, please email the file to [email protected] before 7 p.m. Wednesday evening.

As Lead, if you are unable to present the outbrief, it is your responsibility to designate a presenter from your WG.

Clearance Information: Ensure there is NO classified or controlled information in your abstract or presentations. GSAW is an international event. All registered attendees are permitted to attend any WG. Presentation slides from your WG will also be posted on the public GSAW website. If your organization has concerns about security or proprietary information, check to see if your briefing charts need to be cleared for publication. (All employees of The Aerospace Corporation are required to have abstracts and presentations cleared through the Office of Technical Relations.) You should begin the clearance process as soon as possible to ensure you do not miss any deadlines and that our committee has the ability to review your submission. If you are accepted as a WG Lead, remember to remind presenters in your group to clear materials with their respective organizations. GSAW is not responsible for verifying the classification level of your presentation.

Contributor Point of Contact: You are the GSAW point of contact for the speakers in your session. Please introduce yourself by contacting each of them by phone and/or email.

Collect Presentations, Reprint Forms, and Surveys: Leads are asked to collect any presentation charts from session participants and forward them to [email protected] by Jan. 23. Leads are also asked to ensure that presenters complete and sign the Permission to Reprint Form. Copies of the form will be available at GSAW, on the website, and also sent to you via email. This form allows us to include presentation slides and WG results on the GSAW website. Although discouraged, last minute updated presentations can only be received via email to [email protected]

Presenter Guidelines: You must ensure that each presenter in your session understands the general presentation guidelines as well as any specific requirements you require in your WG. A copy of the Presenter Guidelines will be sent to you and will be available at https://gsaw.org/cfp/guidelines/. You may forward this to your session’s presenters along with any additional information, such as:

  • Description of the format of your WG
  • Amount of time they will have to speak
  • Description of the theme of the session (i.e., help them tailor their presentations to best fit your session)
  • Any other information to help facilitate your session

Schedule Assignment: The actual schedule assignment to be used by your WG session will be given to you later.

Resources: In each of the WG rooms we will provide:

  • One desktop computer running Windows 10, Microsoft Office 365, and Adobe Acrobat Reader. Each computer will have a full set of WG presentations.
  • Computer projector
  • Easel and blank flipchart pad with markers
  • Microphones and speakers will be provided for larger rooms, if necessary
  • Attendee sign-in sheet
  • Surveys

Proceedings: A few weeks after the workshop, your presentation slides will also be posted on a publicly available website.

Proposal Submission: Submit a proposal for a WG session related to a specific topic to [email protected] by Oct. 24, 2022. Make sure you understand the responsibilities listed above prior to submitting your proposal. The submission form is available at http://gsaw.aero.org/cfp/forms/.

The GSAW Program Committee will review your submission and notify you of your acceptance or nonacceptance on Nov. 28, 2022.

COVID-19 Procedures “Know before you Go”: Proof of vaccination, masks and social distancing could be required based on COVID site levels at the time of the event. Updated information will be provided as the workshop date approaches via registration website and/or via the email you provide at registration.

We appreciate your interest in GSAW. With your participation, we look forward to a very successful workshop.

GSAW Program Committee
[email protected]