TRB Symposium on Aviation Innovation and Research

Need to hold a meeting at the Symposium? TRB welcomes participation of non-profit organizations and patrons to hold activities in our contracted hotel space when it is not in use.  Requests for meeting space must be submitted to Christine Gerencher at cgerencher@nas.edu and will be processed on a first come, first served basis while space is available.

• TRB will provide function space to patrons, nonprofit organizations and government agencies only
• TRB does not charge a fee for providing this meeting space
• If you wish to provide catering service during your meeting, TRB will put you in contact with the hotel to coordinate ordering and payment directly to the hotel.  TRB will not pay for catering and no outside food will be allowed in the space

Meeting rooms are setup to accommodate TRB meeting needs. Every effort will be made to match your request to available space. TRB reserves the right to change space assignments.

Deadlines

• April 1, 2026: Submissions for space requests due
• April 15, 2026: Notification of space assignments

Scheduling

Scheduling options include the following.  When submitting a request, please provide at least 3 timing preferences in priority order

• Monday, June 8, 2026: 8:30am-10:00am
• Monday, June 8, 2026: 10:30am-Noon
• Monday, June 8, 2026: 8:30am-Noon
• Tuesday, June 9, 2026: 5:00pm-6:30pm
• Wednesday, June 10, 2026: 5:00pm-6:30pm

Submitting a Request for Function Space does not guarantee assignment; function space is extremely limited. If your preferred choice is not available, we will review your submitted prioritized scheduling preferences to find the next best option to meet your needs.  

Distribution of Printed Materials

• Use of the TRB logo is prohibited
• Announcements and invitations should clearly indicate the associated organization name and should not imply that the event is a part of the TRB Symposium on Aviation Innovation and Research
• Submit proposed copy to Christine Gerencher at cgerencher@nas.edu prior to printing to prevent misunderstandings
• Distribution of printed material and signs is limited to the function space assigned. Staff will remove and discard materials from all public areas

Indemnification

Associated Group assumes entire responsibility for its own acts and those of its employees, agents, officers, and guests and hereby agrees to indemnify and hold harmless the National Academy of Sciences, its subsidiaries, affiliates, employees, agents, officers, and directors against all liabilities, claims, causes of action, losses, and/or damages to persons or property (including expenses and reasonable attorney fees) caused by the willful misconduct or gross negligence of the Associated Group or its employees, agents, officers, or guests.

Organizations that do not follow the policies and procedures may not be assigned space at any future TRB events.