WAI2025 Meeting Space Cost Information

NOTE: All requests will be handled on a first-come, first-served basis and will be contingent on payment of any/all fees due to WAI. 

INDUSTRY BRIEFINGS 

Industry Briefings are one-hour sessions which companies can reserve during the conference.  Gold, Platinum and Diamond sponsorships include (1) Industry Briefing.  Bronze and Silver sponsors will be welcome to reserve an Industry Briefing at an additional fee of $500 (discounted from the standard fee of $1,000).  All requests will be handled on a first-come, first-served basis while space remains available.   

Meeting rooms for Industry Briefings will be set with theater seating for at least 100 people.  Additionally, the room will include a projection package, podium with microphone, and one additional handheld microphone.  The room set up for Industry Briefings cannot be changed.  Any additional AV requests will need WAI approval and will need to be paid for by the company hosting the session directly to WAI’s approved AV vendor.  Their contact information will be sent to you upon confirmation of your Industry Briefing. 

AVIATION NETWORKING NIGHT 

New this year, WAI is encouraging sponsors, exhibitors, chapters, universities, and other affiliate organizations to host their social events on the evening of Thursday, March 27, any time after the Opening Night Reception (which will take place that evening from 4:30 – 6:00pm).  This will be time in which WAI will not host any opposing programming or events, and we encourage attendees to connect and engage with their “aviation families” at the various events hosted that night.  WAI has set aside complimentary space during this time  for any group participating in the conference that would like to host an event as long as space remains available.   

MEETING SPACE 

Diamond, Platinum and Gold sponsors will have the opportunity to reserve complimentary meeting space as a part of their sponsorship agreement, as outlined below: 

• DIAMOND: (1) 1,500 sq ft meeting room for (2) full days* 

• PLATINUM: (1) 1,500 sq ft meeting room for (1) full day* 

• GOLD: (1) 700 sq ft meeting room for 4 hours each* 
  
  

 *Full day space holds are from 6am – 11pm Thursday and/or Friday only.  4-hour options are either 6am – 10am or 12:00pm – 4pm on Thursday and/or Friday only. 

 
Space can also be reserved for a fee, based on availability.   

• $500: meeting space (up to 1,000 sq ft) for use up to 4 hours  

• $800: meeting space (1,000-2,000 sq ft) for use up to 4 hours 

• $2,000: full day space (6am – 11pm, up to 1,000 sq ft)  

• $3,200: full day space (6am – 11pm, 1,000-2,000 sq ft) 

• $5,000: extra-large meeting space (34,000 sq ft) for use up to 4 hours 

• $15,000: extra-large meeting space (6am – 11pm, 34,000 sq ft) 

MEETING SPACE LOGISTICS 

Once your space is confirmed, WAI will put you in touch with our preferred vendors to help you organize your event.  Please note, all items ordered below will be charged directly to the company hosting the event by the vendors: