nbaa schedulers & dispatchers conference prep guide

2013 NBAA Schedulers & Dispatchers Conference Prep Guide 1

2013 NBAA schedulers & dispAtcherscoNfereNce prep guide

d e d i c A t e d t o h e l p i N g B u s i N e s s A c h i e v e i t s h i g h e s t g o A l s.


Thank you for registering to attend the 2013 NBAA Sched-ulers & Dispatchers (S&D) Conference, the most important event for those coordinating the use of business aircraft. NBAA’s Schedulers & Dispatchers Committee has prepared this document to help you plan ahead and make the most of your time at the event, being held from Jan. 21 to 25, 2013, in San Antonio, TX.

In this Conference Prep Guide, you’ll find the basic facts you should know about the conference, along with helpful survival tips, acronyms commonly used by this sector of the industry, regional group contacts and more.

For other details about the S&D Conference, visit www.nbaa.org/sdc. See you in San Antonio!

General InformatIon

locAtioN

Henry B Gonzalez Convention Center 200 E. Market St. San Antonio, TX 78205 (210) 207-8500 www.sahbgcc.com

Airports

When making your airline reservations, remember to arrive early enough to attend the Schedulers Professional De-velopment Program (SPDP) Courses, First-Time Attendee Meeting and/or Vendor Meeting, and to depart after the Grand Prize Luncheon. See details about these events below. San Antonio International Airport (SAT) is the most accessible airport to the convention center.

hotels

Reserve your hotel room now, if you haven’t already. For a list of suggested hotels closest to the Henry B Gonzalez Convention Center go to the S&D Conference web page at www.nbaa.org/sdc.

grouNd trANsportAtioN

Cab fare from SAT to the convention center hotel area is approximately $30 with a travel time of approximately 10 minutes. A shuttle service, Go Airport Shuttle, is also available (210-281-9900) at a rate of $19.25 one way or $34.50 round trip, gratuity not included. Shuttles run every 15 minutes from the airport, and arrangements can be made upon arrival at the airport. Both cabs and shuttles are located near the baggage claim area. For more information, visit the Henry B. Gonzalez Convention Center site at www.sahbgcc.com and navigate to the Attendees page.

MeAls

Continental breakfasts and lunches will be provided daily as well as an afternoon snack, as part of your registration.

first-tiMe AtteNdee MeetiNg

Jan. 22, 5:00–5:45 p.m., Ballroom Don’t miss this opportunity to meet other first-time attend-ee, learn more about the conference and receive your First-Time Attendee Passport. S&D Conference veterans will be available to answer any questions that you may have. Door prizes will also be given away.

veNdor MeetiNg

Jan. 22, 5:00–6:00 p.m., Exhibit HallNBAA’s Schedulers & Dispatchers Committee will host an informative Pre-Conference Exhibitor Meeting prior to the Welcome Reception. Attendance by at least one represen-tative from each Exhibiting Company is strongly encour-aged. Presenters will review important information for the week and highlight key events and Exhibitor opportunities. NBAA wants you to be fully informed and prepared to gain the most you can from your exhibit time.

professioNAl developMeNt ANd scholArship AwArds recogNitioN cereMoNy

Jan. 22, 5:00–5:45 p.m., Ballroom (immediately following the First-Time Attendee Meeting) Join us as we honor the newest S&D scholarship recipients and those who have completed the Schedulers Professional Development Program. Take this opportunity to learn more about NBAA’s professional development opportunities and to network with this year’s scholarship honorees and donors.

eXhiBitor ANd AtteNdee NetworKiNg opportuNity

Jan. 24, 6:30–10:00 p.m., Institute of Texan CulturesPrepare yourself for the best networking opportunity avail-able at this year’s “Howling at the (Tail) Gate,” featuring entertainment by the Dueling Piano Duo of Howl at the Moon fame. Get into the spirit of the 2013 NFL Super Bowl by wearing the football jersey of your favorite team. After a tail gate buffet dinner, these unique performers will provide an entertaining rock ‘n’ roll piano show, including a chance for audience participation. Be ready to defend your home team!

Attendees are encouraged to attend this complimentary event. The dress code is business casual and jeans are permitted.

grANd priZe luNcheoN

By tradition, the S&D Conference concludes with the popular Grand Prize Luncheon. Throughout the conference, business cards are collected by participating vendors. Win-ners’ names are then drawn and prizes are distributed at the luncheon. Remember, you must be present to win.


officiAl coNfereNce App

Following glowing reviews in 2012, the S&D Conference again will feature an official conference app, available at www.nbaa.org/sdc. The free SDC13 app is optimized for iPhone, Android and BlackBerry smartphones and iPads, allowing users to prepare for the conference in advance, enhance their on-site experience and serve as a useful reference all year long. Highlights include:

» Exhibitor directory with product/service descriptions

» Interactive exhibit floor plan

» Program agenda with personal calendar integration

» Twitter feed with the latest #SDC13 online buzz

eXhiBit hAll

Plan to meet up with your long-time vendors in the exhibit hall, and to meet new vendors, too. Software, fuel, FBOs, charter, catering, ground transportation, etc. – all in one location. Many Exhibitors offer free giveaway items just for dropping by or offering your business card at their booth, so leave some extra room in your suitcase. For a list of ven-dors, visit www.nbaa.org/sdc/2013/directory.

educAtioN sessioNs

Conference sessions provide timely and valuable informa-tion on topics of interest to those responsible for coordinat-ing the use of business aircraft. Be sure to attend those sessions that match your level of experience.

Remember to pack something for taking notes during sessions – whether pen and paper, laptop, tablet or other device – because session presentations will not be printed and distributed on-site. Session presentation PDFs will be made available for download one week prior to the confer-ence via both the web at www.nbaa.org/sdc and the official conference app.

professioNAl developMeNt opportuNities

NBAA’s Schedulers Professional Development Program (SPDP) provides course offerings designed to meet the career development needs of schedulers and dispatch-ers. This year, four SPDP courses will be held on Monday and Tuesday, Jan. 21 and 22. The following 2013 courses require a separate fee:

» Corporate Dispatcher Recurrent Course (both days)

» Aviation Human Factors (both days)

» Aircraft Performance (Jan. 21)

» Recordkeeping and Regulatory Compliance (Jan. 22)

scholArship ANd trAiNiNg opportuNities

The Schedulers & Dispatchers Scholarship Fund was cre-ated by NBAA in conjunction with several donors to provide education and training opportunities for industry profession-als. The annual deadline to submit applications is October;

plan ahead for next year and learn more at www.nbaa.org/scholarships.

coNfereNce Attire, BusiNess cArds

The recommended dress code is business casual, and be sure to wear comfortable shoes. The meeting rooms may be cool, so bring a light jacket or sweater.

Also, business cards are an important tool when network-ing with others. Exchanging cards will enable you to re-member the people that you would like to keep as contacts. As mentioned above, your card can also be dropped at vendor booths for an opportunity to win prizes, so please remember to bring many of them.

‘pAy it forwArd’ BusiNess clothiNg drive

For the third consecutive year, the S&D Conference pro-ceedings will include a charitable element – the “Pay It For-ward” business clothing drive. All conference participants are invited to bring one clean, wearable and up-to-date business outfit as a donation to a local charitable organi-zation, Dress for Success – San Antonio, which benefits disadvantaged men and women in the local community as they begin their employment searches.

Clothing donations will be accepted near the main NBAA Registration Desk throughout the conference, or shipments may be made in advance to: “Pay It Forward 2013 S&D,” Attn: Dress for Success – San Antonio, 4522 Fredericks-burg Rd., Suite A-85, San Antonio, TX 78201, tel: (210) 737-1515. Financial donations also may be made to www.dressforsuccess.org/sanantonio.

For more information, contact one of the following S&D Committee Advisory Council representatives:

» Debbi Laux, (480) 333-3725 or [email protected]

» Dolores Johnson, (805) 883-8900 or djohnson58@ verizon.net

» Mi Kosasa, [email protected]

Air MAil

Air Mail is NBAA’s Members-only social network for col-laboration and discussion on topics of interest to business aircraft operators, available in both web-based forum and e-mail list formats. If you aren’t already using Air Mail, con-sider subscribing to the Schedulers & Dispatchers discus-sion list and the Airspace Alerts announcement list. Sign up today at www.nbaa.org/airmail.

for More iNforMAtioN

Direct all questions in advance of the conference to the committee at [email protected], and a committee member will contact you promptly.


SurvIval tIpSAfter more than two decades of schedulers and dispatchers coming together, Attendees have come up with many tips and tricks to help you get the most out of the conference, such as:

lost? hAve A QuestioN? Need iNforMAtioN?

Look for someone wearing a ribbon that says “Ambassa-dor,” “Committee Member” or any NBAA staff member, and they will be able to help you.

And don’t forget to download and use the official confer-ence app on your smartphone or iPad to help you navigate the exhibit floor, schedule session reminders on your calen-dar and more.

eAt ANd driNK

Breakfast is important to keep you alert and focused, as well as drinking water to keep yourself hydrated. But don’t overeat – it can be hard to get through the afternoon if you’ve had a heavy lunch. Keep energy snacks on hand like fruit, granola bars, etc. for a quick pick-me-up.

we Ar coMfortABle shoes

You will walk many miles in the coming days, so avoid heels and hard soles. Switching footwear helps prevent blisters and leg cramps.

BriNg A swe Ater or JAcKet

Most conference and convention centers have air condition-ing set on “high” to offset the heat generated by thousands of bodies. Even in sunny conference locales, indoors can be cooler than you might expect.

At teNd pArties ANd pl ANNed eveNts

Don’t underestimate the power of having fun with your peers and taking the time to network in a more casual envi-ronment. But remember, this is business and reputation is everything, so be seen, but be responsible.

show up oN tiMe for sessioNs

If you enter a session late, be sure to use the rear door, enter quietly and close the door gently. Put all phones on vibrate or turn them off.

if A sessioN is Not whAt you thought it would Be. . .

Feel free to exit quietly and check out another session, entering as unobtrusively as possible.

hANd iN All critiQues

Your feedback is important. NBAA’s S&D Committee

reviews every critique before developing the sessions for next year’s conference. Your opinions help ensure that your needs are being met.

AMBAssAdors ANd coMMit tee MeMBers Are At your service

The purpose of the Ambassador Program is to be available to help in whatever way needed – especially with the new attendees. Don’t hesitate to introduce yourself if you have a question, need help or just want to greet another smil-ing face. Just look for the people wearing an Ambassador ribbon.

registr AtioN is A gre At resource

If you need anything, have questions or have an emergency, don’t hesitate to go to the registration area for help.

BusiNess cArds Are iMportANt

Keep your cards separate from those you receive so you have quick access when you meet someone new or want to enter to win one of the Exhibitor prizes. Bring plenty when you go to the convention center – there will be ample opportunity to use them.

sit with soMeoNe Ne w At e Ach luNcheoN

Make the most of your networking opportunities. Socializing during lunch is a great way to get to know others and make new contacts and friends.

ship hoMe

Your conference materials, vendor giveaways and prize win-nings are all much easier to ship instead of trying to carry them in your luggage. Your hotel business center can help.

re Ach out to others ANd sMile

It may be their first conference as well – or it might be a customer or vendor you have been doing business with and never have met.

eNter the dr AwiNg AssociAted with the s&d pAssport

Only first-time attendees are eligible to win. Complete the entry form contained in the First-Time Attendee Passport (available on-site) and hand it in at the Grand Prize Lun-cheon. Remember, you must be present to win.


CommonlY uSeD aCronYmSThe following list is a useful guide for those new to the profession or a good refresher for old-timers.

A/C – Aircraft

AOG – Aircraft on Ground

APIS – Advanced Passenger Information System

ARO – Airport Reservation Office

ATC – Air Traffic Control

ATS – Air Traffic Services (NBAA air traffic specialists

based at the FAA Air Traffic Control System Command

Center, formerly the GA Desk)

CAA – Civil Aviation Authority

CAM – Certified Aviation Manager

CFP – Computer Flight Plan

E-APIS – Electronic Advanced Passenger Information

System

ETA – Estimated Time of Arrival

ETD – Estimated Time of Departure

ERP – Emergency Response Plan

ETD – Estimated time of Departure

ETOPS – Extended-Range Twin Engine Operational

Performance Standards

EU-ETS – European Union Emissions Trading System

FAA – Federal Aviation Administration

FAR – Federal Aviation Regulations

FBO – Fixed Base Operator

FIR – Flight Information Region

FOB – Fuel on Board

FOM – Flight Operations Manual

FMS – Flight Management System

FMV – Fair Market Value

FSDO – Flight Standards District Office

GA – General Aviation

GMT – Greenwich Mean Time

GPS – Global Positioning System

HELI – Heliport

ICAO – International Civil Aviation Organization

IFIM – International Flight Information Manual

IFR – Instrument Flight Rules

ILS – Instrument Landing System

IOC – International Operators Conference

IS-BAO – International Standard for Business Aircraft

Operations

MEL – Minimum Equipment List

MNPS – Minimum Navigation Performance Specification

Airspace

NAT Tracks – North Atlantic Tracks

NBAA – National Business Aviation Association

NM – Nautical Miles

Part 91 – Federal Regulations (governing private

aircraft use)

Part 121 – Federal Regulations (governing the commercial

use of aircraft, i.e., the airlines)

Part 135 – Federal Regulations (governing the commercial

hire of aircraft)

PDP – Professional Development Program

PIC – Pilot in Command

RAIM – Receiver Autonomous Integrity Monitoring

RON – Remain Overnight

RNAV – Area Navigation

RVSM – Reduced Vertical Separation Minimum

S&D – Schedulers & Dispatchers (in reference to NBAA’s

committee and annual conference)

SATCOM – Satellite Communications

SEBA – Standards of Excellence in Business Aviation

SIC – Second in Command

SIFL – Standard Industry Fare Level

SM – Statute Mile

SMS – Safety Management System

SOP – Standard Operating Procedure

SPDP – Schedulers Professional Development Program

STMP – Special Traffic Management Program

TFR – Temporary Flight Restriction

USG – U.S. Gallon

UTC – Universal Time Coordinated

VFR – Visual Flight Rules

WX – Weather

Z – Zulu


SCHeDulerS & DISpatCHerS reGIonal GroupSIf you haven’t already done so, be sure to check out and join the regional business aviation group closest to you, or consider creating a new group.

For tips on starting a new regional business aviation group, or effectively managing an existing group, contact NBAA’s Director of Regional Programs Steve Hadley at [email protected], or access the NBAA Guidelines for Regional Business Aviation Groups publication online via the regional business aviation groups library at www.nbaa.org/regional. Aviation Professionals Sharing Information (APSI)Don Fazio Tel: (732) 788-1221 [email protected]

Northeast Schedulers & Dispatchers Group Dianne Tarantino Tel: (713) 710-9537 [email protected]

Paul Giansiracusa Tel: (860) 386-0915 [email protected]

Kerry Borrosso Tel: (561) 233-7206 kerry [email protected]

Business Aviation Professionals of New England (BAPNE) Holly Whitaker Tel: (603) 881-8400 [email protected]

Carolina Aviation Professionals Association (CAPA) (North & South Carolina) Julie Layne Tel: (704) 359-4673 [email protected]

Northeast Ohio Schedulers & Dispatchers Association Debbie Marcellino Tel: (216) 772-4538 [email protected]

Mike Marcellino [email protected]

Midwest Regional Aviation Professionals (MRAP)Rebecca Dennis Tel: (414) 489-2688 [email protected]

Chicago Business Aviation Association (CABAA) Sandy Frentz Tel: (847) 459-2065 [email protected] or [email protected]

Ed Forst [email protected]

Susan Johnson Tel: (815) 277-6741 [email protected]

Pacific Rim Schedulers & Dispatchers Group (PRSDA) Michelle Olson Tel: (503) 648-6403 [email protected]

Kathy Larsen Tel: (502) 331-4220 [email protected]

Southern & Northern California S&D (SONO) Michelle Lalor Tel: (281) 221-5603 [email protected]

Cindy Clark Tel: (510) 381-0201 [email protected]

Connecticut Business Aviation Association (CBAA) Paul Lange Tel: (203) 375-7724

Scott Ashton Tel: (845) 463-6500 [email protected]

Minnesota Business Aviation Association (MBAA) Kristi Stengle Tel: (612) 388-7056 [email protected]

Texas Corporate Aviation S&D Group (TCAS) Aymie Thorton Tel: (214) 783-6534 or (214) 857-6301 [email protected] or [email protected]

Henry “Duke” LeDuc Tel: (214) 236-4792 [email protected]

Houston Regional Aviation Professionals (HRAP) Jo Schenkenfelder Tel: (713) 692-6440 [email protected]

(continued)


SCHeDulerS & DISpatCHerS reGIonal GroupSHouston Regional Aviation Professionals (continued) Vickie Smith Tel: (281) 784-6401 [email protected]

Georgia Business Aviation Association (GBAA) Dave Small Tel: (678) 645-4979 [email protected]

Tri-State Area Dispatchers Group (TADS) Trish Jones Tel: (215) 365-2550 [email protected]

South Florida Business Aviation Association (SFBAA) Jeff Ramsden Tel: (954) 359-0208 [email protected]

Chris Salley [email protected]

Colorado Airport Business Association (CABA) Reggie Arsenault Tel: (303) 328-4355 [email protected]

Southern California Regional Aviation Association (SCRAA) Debi Carlston [email protected] or [email protected]

Steve Nielsen [email protected]

Greater Washington Business Aviation Association (GWBAA) Paige Kroner Tel: (703) 229-6711 [email protected]

Jim Garlan [email protected]

Ohio Regional Business Aircraft Association (ORBAA) Doug Stewart Tel: (614) 503-4584 [email protected]

Tampa Bay Aviation Association (TBAA) Daniel Slapo [email protected]

Vic Slacter Tel: (813) 870-0098

Connecticut Business Aviation Group (CTBAG) Dean Saucier, NBAA Northeast Regional Representative [email protected]


2012–2013 nBaa SCHeDulerS & DISpatCHerS CommIttee roSterChair: Karen Steinkamp, Independent Contractor

Vice Chair: Spring Adamo, FirstEnergy Corporation

Immediate Past Chair: Chad Hartke, LimoLink International

NBAA Staff Committee Liaison: Joanne “Jo” Damato

Reggie Alberty, ConocoPhillips

Francea Bolden, Enterprise Holdings. Inc

Robyn Carpenter, PFM

Jill Case, Odyssey Aviation

Karen Davies, Nationwide Mutual Insurance

Brad Elliott, Showalter Flying Service

Amber Finchum, State Farm Mutual Automobile Insurance

Buzz Gannon, Universal Weather & Aviation, Inc

Paul Giansiracusa, GX Aviation

Eve Gregory, C & S Aviation Services

Jackie Hampton, Yum! Brands, Inc.

Kim Hermenet, Northern Jet

Jodie Kaluza, Austin Executive Airport

Lori Knoper, Gentex Corporation

Mike Livezey, Cutter Aviation

Shannon Martin, ACE Flight Operations.

Scott Rapacki, International Trip Planning/MGAS

Tom Stewart, JPMorgan Chase

Danielle Tanner, Pentastar Aviation

Dianne Tarantino, Rockwell Collins Flight Services

Ann Widay, QUALCOMM Incorporated

Kevin Wilkerson, Colt International, LLC

Rhonda Wolfe, Humana Inc

Greg Zachok, Honeywell

Made up of committed, talented and knowledgeable volunteers, NBAA’s standing committees work together on behalf of Members to promote business aviation access, operational excellence, professional development, safety and technical standards, and security.

Learn more about the S&D Committee and other NBAA committees online at www.nbaa.org/committees.


ABout NBAAFounded in 1947 and based in Washington, DC, the National Business Aviation Association (NBAA) is the leading organization for companies that rely on general aviation aircraft to help make their businesses more efficient, productive and successful. The Association represents 9,000 Member Companies of all sizes and located across the country. Learn more at www.nbaa.org.

S&D ConferenCe CHeCKlIStDon’t forget to do and bring the following as you prepare for your trip to the S&D Conference:

q Download the official 2013 S&D Conference mobile app to your iPhone, Android or BlackBerry smartphone or iPad by visiting www.nbaa.org/sdc

q Make hotel reservation and bring confirmation number

q Make airline reservation and ensure that your reservation matches your current ID

q Arrange transportation to/from airport

q Bring conference registration information

q Bring SPDP/Dispatch Recurrent course registration information

q Speak with vendors to arrange meetings in advance

q Pack business cards

q Pack comfortable shoes

q Pack light jacket/sweater for cool meeting rooms

q Print or download the conference agenda at www.nbaa.org/sdc to plan which education sessions you’ll attend

q Bring something for note-taking, whether pen and paper, laptop, tablet or other device (session presentations will not be provided in print)

q If traveling with electronics, remember accessories like power cords and broadband card

q Leave extra room in suitcase or bring an additional bag for items picked up at show

q Bring shipping labels to send items home

q Leave travel information with family member

q Leave travel information with co-workers

q Set your email out-of-office message

q Change the voice mail message on your office phone

q Check weather

nbaa schedulers & dispatchers conference prep guide

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