The Schedules Conference is a “working conference”. As part of the Scheduling Process, the purpose of this voluntary assembly of both IATA and non-IATA airlines worldwide is to provide a forum for the allocation of slots at fully coordinated airports (Level 3), and for the reaching of consensus on the schedule adjustments necessary to conform to airport capacity limitations (Level 2). The bi-annual (June and November) Schedules Conference is IATA's largest event. The Conference operating procedures are published in the Worldwide Scheduling Guidelines (WSG) (pdf).
During the conference, schedules are adjusted mainly through bilateral discussions between airlines and coordinators when it involves alternatives offered, or between airlines to exchange slots. As a schedule change at one airport could affect one or more other airports, the conference provides the best forum in which all such repercussive changes can be quickly and efficiently processed and all airlines can leave the conference with schedules which they consider are the best compromise between what is wanted and what is available.
Meeting appointments can and should be arranged in advance of the conference using the IATA Appointment Calendar.
The conference dealing with northern winter schedules is held in June, and the conference held in November deals with the northern summer schedules for the following year. All relevant dates for summer and winter schedule coordination activities can be found in the calendar of Schedule Coordination activities located just after the Preface of the WSG (pdf).
The Conference also deals with adjustments to planned future schedules to fit in with the slots available at airports. This activity has nothing to do with adjustments to schedules on the day of operation for air traffic flow management. The two types of slot allocation are quite different and unrelated.
- 124th Schedules Conference:18-21 June 2009 in Montréal, Canada
- 125th Schedules Conference:19-22 November 2009 in Vancouver, Canada
The Schedules Conference is open to all air carriers, airport coordinators and schedules facilitators involved in the Scheduling Process.
Complete and detailed information about eligibility to attend the IATA Schedules Conference can be found in Appendix 1 of the WSG (pdf).
Accreditation
All airlines, coordinators and schedules facilitators attending a Schedules Conference must be duly accredited before attending conferences. As only accredited delegates will be allowed to hold meetings during the Conference, the accreditation status is printed on the delegate badges. More information on the accreditation process.
Registration
Companies wishing to attend the Schedules Conference must advise the IATA secretariat in advance. Attendance must be confirmed and payment must be received before Conference start date.
- First time attendees:
Airlines and coordinators are requested to contact the IATA Secretariat at least 30 days in advance, so that prior administrative arrangements may be made, and so that they may be briefed regarding their participation.
- Previous attendees:
Previous attendees will be contacted directly by e-mail by the IATA Secretariat at the start of each new Conference registration process.
Delegation Structure
- Each airline delegation is made of one accredited representative, plus if required, accredited alternatives and/or airline support personnel.
Only the accredited representative or the accredited alternatives have the authority to agree on slot proposals from a coordinator/facilitator.
- Each coordinator delegation is made of one Head Coordinator, plus if required, coordinators and support.
- Each facilitator delegation is made of one Head Facilitator, plus if required, facilitators and support.
In the context of the Schedules Conference, the Accredited Representative and the Head Coordinator/Facilitator are referred to as the Head of Delegation (HOD). Accordingly, each company should keep IATA Management apprised of all changes to e-mail addresses and internal contact information.
Observers
Conference policy only permits airlines, coordinators and facilitators to attend Schedules Conferences. However, in the case of government officials, airport operators, their representatives or any other non-airline representatives, exceptions, may be granted by IATA for the purpose of familiarization and normally for one conference only. Non-airline personnel wishing to be invited to a Schedules Conference should send their request to IATA Management at least 30 days in advance of the Conference they wish to attend.
Schedules Conference Terms and references
Complete and detailed information about the Terms and Reference of the IATA Schedules Conference can be found in Appendix 1 of the WSG (pdf).
The Schedules Conference provides the opportunity for pre-conference committee and workgroup meetings such as SISC, SPWG and JSAG.
IATA training classes on scheduling and slot management are also usually given just before the Conference. Courses and dates
Information Sessions such as the Newcomers session, Appointment Calendar Best Practices session and Heads of Delegation Meeting are held during the conference, as well as general meetings for the EUACA, and the WWACG. For specific details, see the Conference Memorandum on the Schedule Conference page.
Participants also have access to an Exhibition area where different Service suppliers for airlines and coordinators are represented. Companies wishing to participate as exhibitors or sponsors should contact Mr. Michael Huntington, Sales Manager - Conferences.
- The IATA Appointment Calendar (AppCal) is a web-based tool designed to facilitate the IATA Schedules Conference appointment making process among the different participants. Conference sponsors and exhibitors also use AppCal. This tool enables participants in the SC to complete their meeting agenda prior to their arrival on the Conference site.
- The SCInfo is a private web page maintained only during the Schedules Conference. It contains the latest information on activities times and location, office / participant location, plus up-to-the-minute attendance lists. This site is only active from a few days before and a few days after the Schedules Conference., It is accessed with a dedicated password, distributed by IATA to registered participants only.