The following guidelines provide instructions for demonstrators, innovators, and sponsors to structly adhere to.
Forms for submission of proposals will open on the 15th of June 2026.
For any additional information or clarification, please contact the AICAP Exposition Chair: Dr Gregoire Arthur Ky (ga.ky@ntu.edu.sg)
Demonstration Track - Instructions
Industrial Requirements
1. Eligibility
- Must be an established organization in aviation, aerospace, or related technology sectors.
- Demonstrated commitment to advancing innovation and research in the Asia-Pacific region.
- Willingness to engage in open, pre-competitive collaboration with academic and research institutions.
2. Benefits
- Visibility: Branding on booth materials, and communications.
- Recognition: Public acknowledgment during opening and closing sessions.
- Engagement: Direct interaction with participants, fostering talent pipelines and collaborative opportunities.
- Follow-up Collaboration: Option to explore internships, joint research, or pilot trials with fellow attendees.
Booth Requirements
1. Personnel
- Must be eligible to enter the host country of the conference.
- Must have sufficient knowledge to represent the industrial partner, as well as explain and provide information for attendees regarding their company’s products and portfolios.
- Must have enough representatives to ensure the systematic presence of at least one staff at the booth.
2. Materials
- All materials brought must fit within a dedicated booth. Exhibitor can choose between a small booth (2.12 m by 2.49 m, 5.28 sqm), and a large booth (2.12 m by 4.98 m, 10.56 sqm).
- Final configuration will be decided by the organizers, depending on the number of submissions. Possible final configurations are:
- 4 small booths
- 2 small booths and 1 large booth
- 2 large booths
- Daily rental cost is 375 SGD for a small booth, and 750 SGD for a large booth. Costs are to be covered by the industrial partner selected for demonstration.
- While electricity and Wi-Fi will be provided free of charge, exhibitor may opt to rent materials (e.g, table, television…) and is free to reach out to the venue for this procurement. Subsequent additional expenses are to be covered by the industrial partner.
3. Content & Compliance
- Exhibitors are expected to always maintain a professional and industry-focused presence.
- Content and format of materials brought in such as live demonstrations and/or interactive elements are left to the discretion of the exhibitor.
- Displays or activities of a political, ideological, or activist nature are not appropriate for this conference.
- All booth content must comply with Singapore law and venue regulations.
The submission form for the demonstration track will be available at a later date.
Innovation Track - Instructions
Expositor Requirements
1. Eligibility
- Must be a startup, spin-off, or entrepreneurial venture that has developed a product or solution originating from research conducted at a university, research institute, or equivalent body.
- Must be a registered entity in at least one country within the Asia-Pacific region, or have demonstrated substantial operations or partnerships in the region.
- The product or solution presented must be in the domain of aviation, aerospace, air traffic management, or a directly related technology sector.
- The product or solution must have reached at minimum a functional prototype stage (TRL 4/6 or above), with evidence of real-world testing, deployment, or commercialization.
2. Responsibilities
- Video Submission: Produce and submit a pre-recorded video testimony in accordance with the video requirements outlined in this document (see Section: Video Submission Requirements).
- Accuracy and Integrity: Ensure all claims made in the video are truthful, verifiable, and respect intellectual property rights of all parties involved, including the originating research institution.
- Consent and Clearances: Obtain all necessary consents from individuals appearing in the video and any required clearances for proprietary or classified information.
- Availability: Nominate at least one representative who will be available (in person or remotely) during the conference screening for a brief live Q&A session following the video presentation.
3. Benefits
- Visibility: The submitted video will be screened during the conference to an audience of aviation professionals, academics, operators, and regulators from across the Asia-Pacific region.
- Recognition: Selected expositors will be acknowledged in conference proceedings, communications, and promotional materials.
- Award: The jury will award a prize for the most compelling innovation story, with public recognition during the closing session of the conference.
- Networking: Opportunity to engage directly with potential investors, industry partners, and academic collaborators during and after the conference.
Video Submission Requirements
1. Format and Technical Specifications
- The submission must be a single pre-recorded video file.
- Duration: Minimum 3 minutes, maximum 5 minutes. Videos exceeding the maximum duration may be disqualified.
- Resolution: Minimum 1080p (1920×1080)
- File Format: MP4 or MOV.
- Audio: Clear narration in English is required. Subtitles in English is recommended.
- Branding: The video may include the expositor’s branding. An AICAP title card template will be provided by the organizing committee for inclusion at the beginning and end of the video.
2. Content Requirements
The video testimony must cover, at minimum, the following narrative elements:
- The Research Origin: A description of the original research problem, the institution where the research was conducted, and the key findings or breakthroughs that formed the foundation of the product.
- The Translation Journey: An account of how the research was transitioned from an academic or laboratory setting into a viable product or service. This should include key milestones, challenges overcome, and partnerships formed.
- The Product: A clear presentation of the resulting product or solution, including its capabilities, target market, and current deployment or commercialization status.
- Impact and Vision: A reflection on the impact achieved so far (e.g., operational improvements, safety enhancements, cost reductions) and a forward-looking vision for the product and the venture.
3. Confidentiality
- The video content must respect the confidentiality and privacy guidelines imposed by industrial standards and local governmental bodies.
- Expositors must ensure that no classified, export-controlled, or otherwise restricted information is disclosed in the video.
- By submitting the video, the expositor grants the organizing committee the right to screen the video during the conference and to use excerpts for promotional purposes, unless otherwise agreed in writing.
Jury Requirements
1. Eligibility
- Members of the jury must be preemptively selected by the conference committee, drawing representation from academia, industry, operators, and regulatory bodies.
- Members of the jury must disclose any conflict of interest that may exist between them and any expositor. In the presence of a conflict of interest, the jury member concerned will be barred from evaluating the submission from the expositor they have a conflict of interest with.
- The jury should consist of a minimum of three (3) members, ideally comprising at least one academia representative, one industry representative, and one operator or regulator.
2. Role
- Members of the jury must review all submitted videos and assess them according to the evaluation criteria defined in this document (see Section: Evaluation Criteria).
- The jury will determine which submissions are selected for screening at the conference and will award the Innovation Track prize.
- The jury’s decisions are final and will be communicated to the expositors by the organizing committee.
Evaluation Criteria
The jury will evaluate each video submission based on the following criteria. The specific weighting of each criterion will be agreed upon by the jury and the organizing committee prior to the review process.
- Research Foundation: Strength and clarity of the underlying research and its relevance to the aviation domain.
- Innovation and Originality: Degree of novelty in translating research into a product or solution.
- Commercial Viability: Evidence of market readiness, customer traction, or operational deployment.
- Impact: Demonstrated or projected impact on aviation safety, efficiency, sustainability, or accessibility in the Asia-Pacific region.
- Storytelling Quality: Clarity, coherence, and persuasiveness of the video narrative. Production quality will also be considered.
- Regional Relevance: Applicability and significance of the innovation to the Asia-Pacific aviation landscape.
The submission form for the demonstration track will be available at a later date.
Sponsorship Track - Instructions
Industrial Requirements
1. Eligibility
- Must be an established organization in aviation, aerospace, or related technology sectors.
- Must have a physical office in the host country of the conference and be a registered entity within that country.
- Demonstrated commitment to advancing innovation and research in the Asia-Pacific region.
- Willingness to engage in open, pre-competitive collaboration with academic and research institutions.
2. Responsibilities
- Financial Support: Provide sponsorship funding to cover sprint logistics, facilitation, awards, and participant support.
- In-kind Contributions: Supply datasets, simulation platforms, or technical tools relevant to the sprint challenge.
- Challenge Definition: Propose an open research challenge that reflects real-world industry needs while allowing academic freedom.
- Expert Engagement: Nominate 2 subject-matter experts to serve as mentors, advisors, or judges during the sprint.
- Ethical Standards: Respect confidentiality, intellectual property rights, and academic publication norms.
3. Benefits
- Visibility: Branding on sprint materials, conference proceedings, and communications.
- Recognition: Public acknowledgment during opening and closing sessions.
- Engagement: Direct interaction with participants, fostering talent pipelines and collaborative opportunities.
- Follow-up Collaboration: Option to explore internships, joint research, or pilot trials with sprint winners.
Participant Requirements
1. Eligibility
- Must be a citizen, resident or long-term pass holder from an APAC country.
- Must be eligible to enter the host country of the conference.
- All participants must obtain a pre-emptive written approval from a member of the committee or the board of the conference, or from a trustee of the industrial partner. Said granter must then act as a guarantor for the participant.
- Group participation is limited to a maximum of 4 people. All participants in the group must be eligible.
2. Responsibilities
- Upon registration, participants are thus required to deliver a solution to the challenge, by the end date stated by the conference committee. In the eventuality of a participation withdrawal, the participation must submit a letter of withdrawal, accompanied by the guarantor signed approval.
- The data, platform and documents procured by the committee to the participants must only be used for the sole purpose of the research sprint. Any breach of confidentiality or misuse of data may result in disqualification and potential legal action as determined by applicable laws.
Challenge Requirements
1. Confidentiality
- The proposed challenge must respect the confidentiality and privacy guidelines imposed by industrial standards and local governmental bodies.
- The solution to the challenge proposed by the participants must be reproductible, as per academic publication guidelines.
- Data and platform provided for the challenge must have been lawfully obtained and must respect research integrity guidelines.
2. Acceptance Criteria
- The research sprint must have clear, concise and measurable acceptance criteria.
- The solution proposed must be submitted alongside its technical documentation required for reproducing the solution.
Jury Requirements
1. Eligibility
- Members of the jury must be preemptively chosen by the conference committee and the industrial partner across academia, industry, operators and regulatory bodies. The industrial partner will act as mediator and coordinator of the jury alongside the conference committee.
- Members of the jury must disclose any conflict of interest that may exist between them and the participant. In the presence of a conflict of interest, the jury member concerned will be barred from judging the solution provided by the participant they have a conflict of interest with.
2. Roles
- Members of the jury must assess and rate the solution proposed according to a list of metrics provided and agreed upon by the industrial partner and the conference committee (e.g, quality, originality…).
- A jury for each solution must be (ideally) composed of one academia representative, one industry representative, and one operator.
The submission form for the demonstration track will be available at a later date.