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Final Report on the 12th AAS/AIAA Space Flight Mechanics Meeting
Adam�s Mark San Antonio - Riverwalk
27-30 January 2002

General Chairs:  	Kim Luu (AAS), Cheryl Walker (AIAA)
Technical Chairs:	K. Terry Alfriend (AAS), Beny Neta (AIAA)

The 12th annual Space Flight Mechanics Meeting was held at the Adam�s Mark Hotel San Antonio during 27-30 January 2002.  The meeting proceeded with no major glitches, though some technical sessions were seriously impacted by large numbers of late withdrawals.  The vast majority of feedback received was favorable.  The hotel and staff provided outstanding service, playing a critical role in the ultimate success of the conference.  This report provides a summary of the meeting and, in addition to the attached spreadsheet, will serve as the statement of record.

Finances:  The total income for the meeting, including all sources, was $33,221.00. The total expenses for the meeting were $32,321.78.  This leaves a net profit of $899.22. The total income from registration alone was $23,990.00, and income from paper sales was $1,401.00.  Itemization of the incomes and costs are in the attached spreadsheet summarizing the finances.  Registration rates were set at $210 for members, $295 for nonmembers, and $20 for students.  The nonmember rate included a one-year membership to AAS ($85), thus members and nonmembers contribute at the same rate to conference expenses.

Attendance:  The total number of attendees at the conference was 145.  Of these, 83 registered as members, 28 as non-members, and 34 as students.  Due to the conference�s proximity to UT - Austin and Texas A&M, student attendance was significantly higher than usual, comprising 23% of all attendees.  With 111 members and nonmembers in attendance, this does not follow the trend of increasing conference attendance at the winter meetings since 1997.  Hotel reservations were as follows:  Friday 1/25 � 1, Saturday 1/26 � 34, Sunday 1/27 � 106, Monday 1/28 � 104, Tuesday 1/29 � 98, Wednesday 1/30 � 60, Thursday 1/31 � 7, Friday 2/1 � 1.  Note that the peak night was on Sunday and not on Monday or Tuesday, as usually seen in the Historical Database.

Papers and presentations: Three concurrent technical sessions were held each morning and afternoon on Monday, Tuesday, and Wednesday for a total of 18 sessions. A total of 100 papers were presented at the conference. Originally there were 124 submissions, of which 1 was immediately withdrawn, leaving 123 accepted papers.  Of these, 20 were withdrawn after acceptance notification, and 3 were no-shows at the conference.  A total of 1,401 papers were sold during the conference, indicating continued strong demand for hard-copy papers to be present.  A total of 20 copies of the proceeding were also pre-ordered.

Special events:  There were two receptions, one banquet, and one plenary talk hosted at the conference.  On Sunday the 27th, a Desserts Extravaganza reception was held at the hotel.  On Monday the 28th, a welcoming reception was held at the hotel during which award presentations were made.  This was immediately followed by a tour and banquet on the grounds of The Alamo.  One hundred people attended the banquet, paying $25 per ticket.  On Tuesday the 29th, Dr. Paul Cefola, the 2001 Dirk Brouwer Award recipient, gave a plenary talk entitled, Development of the Semianalytical Satellite Theory and Applications.

Lessons learned:
Since students are heavily subsidized in registration fees, budget planners should take precautions in projecting the attendance mix (members vs. nonmembers vs. students) as well as the overall numbers, when indicated by the conference location�s proximity to major universities with well-established aerospace engineering programs.
Computer projectors continue to be in increasing demand.  As rental costs are exorbitant, purchase options should be discussed.  Compatibility with different models of laptops is also of concern.


Submitted by Kim Luu, 28 February 2002
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