Meetings Calendar

Subcommittee Meetings 

Subcommittee Members' Handbook

The list below reflects the planned dates for future I/ITSECs. Please verify the dates with the NTSA office (703-247-2569) before proceeding with major budget planning in connection with I/ITSEC. Through at least 2020, I/ITSEC is scheduled to be held at the Orange County Convention Center on International Drive in Orlando, Florida.

2017:  Nov 27-Dec 1
2018:  Nov 26-30

2017 Planning Schedule for I/ITSEC Staff and Volunteers

January 18
Kickoff Meeting

Rosen Plaza
Orlando, FL

January 6-
February 27

Abstract and Tutorial
Proposal Submittal Open
(Stage I)

 March 22-23 Abstract Review Sandestin Hotel, Destin, FL
 May 9-June 16 Paper and Tutorial
Submittal Open (Stage II)
 Late June All Papers Processed for
 July 16 Clearance Forms Due  
 July19-20 Paper Review Charleston Marriott
Charleston, SC
 August 28-
Presentations and Revised
Tutorials Submittal
(Stage III)
 September 22
Conference Program Review Research Park Area
Orlando, FL
 September 29 AV Forms Due  
 October 26 Presentation Review and
Program Walk-Through

OCCC South Concourse
Orlando, FL

 Nov 26 Bag Stuffing OCCC West Concourse
Orlando, FL
 Nov 27-Dec 1 I/ITSEC Conference

OCCC West Concourse,
Orlando, FL

 December 1 Conference Wrap up

Hyatt Regency
Orlando, FL


2017 Committee Meetings Details

Paper Review (Charleston SC)

(Conference Committee and ALL subcommittee members)
July 19-20, 2017 (Wed-Thurs)
(Golf outing on Tue. July 18 – contact Deputy Program Chair for details)
The Charleston Marriott
170 Lockwood Boulevard
Charleston, SC  29403
To review property and area:
Reservation Phone: 800 228 9290
Link for online reservation

Rate: $171 (or prevailing per diem), single person rate. Extra person may incur additional charge.
Cut-off Date:  June 26, 2017
Ask for: National Training & Simulation Association
Good to Know:  Complimentary parking and Wi-Fi.  There are no restaurants within walking distance, but there is a shuttle for $6 roundtrip that can be used throughout the day that will take you downtown near many restaurants.  Some people prefer to drive as the shuttle actually drops approximately a mile from King street (where there are even more restaurants and shopping).  See the attached shuttle map for reference.

General Schedule for the Abstract and Paper Review meetings (subject to change):
Arrival Day
On "arrival day", or the day prior to the Abstract and Paper Review, there are usually a couple of activities:
1) Golf Tournament.  The exact time will vary depending on the location.  Details will be provided by the Deputy Program Chair a few weeks prior.
2) Newcomers Social.  Those new to the committees will be contacted by the Newcomer Committee chair.

Day One
0700 Continental Breakfast
0800 General Session (All Hands)
0900 Break into Subcommittee rooms
Lunch Subcommittees on own
PM Continue Breakouts
1745 Reception
1845 Call to Dinner

Day Two
0730 Continental Breakfast
0800 Conference Committee, Subcommittee Outbriefs
(Most of the six subcommittees complete the their reviews at the end of day one, allowing for an early departure on day two.  Check with your subcommittee chair on their plans.)
Lunch Subcommittees on own
Adjourn at chairs' discretion

Subcommittee Chairs and others with program related duties should plan on staying through the second afternoon of the review meetings, especially the Paper Review.

Details regarding related activities will be provided later.

Program Review (Orlando/Research Park area)
September 14, 2017 (Thursday)
Start at 0800 (Continental Breakfast); adjourn by 1400
Location TBD
No room block.
(Current and Deputy Conference and Program Chairs, Principals, Tutorial Board Chair, Special Events Coordinator, Operations, NTSA, others TBD)

Presentation Review (Orlando)
October 26, 2017
Start at 0800 (Continental Breakfast); adjourn by 1400
Orange County Convention Center, South Concourse, Room S310

For hotel reservation:
A small block of rooms is available at Hyatt Regency Orlando
9801 International Drive
Orlando, FL  32819
Reservation Line:  800 55 HYATT
Ask for: 2017 I/ITSEC Annual Planning Meeting
Rate: $209 single person rate.
Cut-off Date:  TBD
(Conference Committee, Subcommittee Chairs & Deputies, others TBD)

Nov. 27 - Dec 1, 2016 (Monday through Friday)
Bag Stuffing: 26 November (Sunday); Breakfast at 0800, Stuffing by 0900
Golf Tournament, Sunday PM or Monday AM start times
OCCC West Concourse, Room TBD
Orlando, FL

I/ITSEC '17 Hot Wrap / '17 Kick-Off
1 December (Friday) Hot Wrap 0800 (Hot Breakfast at 0700!)
Hyatt Regency Orlando
Orlando, FL
(Conference Committee, Subcommittee Chairs Current and Incoming) others TBD)


2018 Kick-Off
(Conference Committee, Subcommittee Chairs & Deputies, others TBD)
January 18, 2018 (Thursday)
Start at 0800 (Full Breakfast at 0730); adjourn by 1200
The Rosen PLAZA Hotel
9700 International Drive
Orlando, FL 32819
Reservation Phone: 800 627 8258
Ask for I/ITSEC 2018 Kick Off Kick Off Meeting group rate
To Review property:
Rate: $129 (or prevailing per diem) (This is single or double occupancy rate. If more to a room, rates may vary.)
Cut-off: January 2, 2018
Parking: $13 for self; $20 for valet (prices subject to change)
Chairs and Subcommittee Chairs, Deputies, and Tutorial Chair, Deputy, should make plans to stay well into the afternoon for "A Year in the life of an I/ITSEC Paper/Tutorial".
***Tuesday January 17th.
     Informal golf outing (not a tournament), usually in the afternoon
     Kick-Off Reception, usually around 1830.  Location and further details TBD.


2018 Abstract Review (Location TBD)
(Conference Committee and ALL subcommittee members)
March TBD, 2018 (Wed-Thurs)
(Golf outing on Tues. Mar x - contact Deputy Program Chair for details.)
Sandestin Resort
9300 Emerald Coast Pkwy West
Destin, FL  32550
To review property and area:
Reservation by Phone: 800 320 8115 or online at
Rate: $158 (or prevailing per diem) plus 12% daily resort fee, single person rate. Extra person may incur additional charge.
Cut-off Date: February x, 2018
Ask for: National Training & Simulation Association
Good to Know: We are meeting in the  in the Baytowne Conference Center "G" on the link below. Sleeping rooms will mostly be in the nearby Grand Sandestin.  All of this is near the restaurants and shops of Village of Baytowne Wharf.  See the Resort Map at
Reservation includes resort shuttle (within the resort property), bicycles, fitness center, tennis, canoe/kayak/boogie board.  Additional Resort Fee covers self parking, wi-fi.