What is CUWiP?

The APS Conferences for Undergraduate Women in Physics (CUWiP) are three-day regional conferences for undergraduate physics majors. This year the conferences are scheduled for January 13-15, 2017.

The primary goal of CUWiP is to help undergraduate women continue in physics by providing them with the opportunity to experience a professional conference, information about graduate school and professions in physics, and access to other women in physics of all ages with whom they can share experiences, advice, and ideas.

Application and Registration

Are “Application” and “Registration” the same thing?

No. You apply to attend the CUWiP as indicated for your home state on the map, and you are accepted, wait-listed or declined according to the priorities listed above. Application is free, and the deadline is October 14, 2016, midnight ET. After you have been accepted, you then register with the conference to which you have been accepted (you may be assigned to a different conference depending on the number of applications) to confirm that you will be attending.

Do I need to be a physics major to apply?

No, you do not!  Any undergraduate is welcome to apply to attend the conference.  The conference is intended primarily for undergraduate physics majors and undergraduates with a great interest in STEM careers. If the conferences are oversubscribed, priorities will be given to applicants who: (i) are undergraduate physics majors, (ii) have never attended a CUWiP, and (iii) are applying to attend the conference that is suggested on the map (which is typically the one that is geographically closest to their expected location).

If I attended one of the CUWiP meetings last year, can I still attend this year’s conference?

Yes, you can. Each year the conferences are different, so we encourage you to apply for a second year. However, as stated above, priority will be given to students who have not attended a CUWiP conference in the past.

How much does the conference cost?

There is a one-time registration fee of $45, which helps to offset some of the cost of hosting the conference, which includes all lodging (for non-local students) and meals. If you cannot afford the registration fee and your department or university is unable to provide funds for this purpose, you may request a fee waiver if you are accepted to attend (but before you register) by submitting a statement attesting to your financial need and verifying that department or university funds are not available. Further details will be provided when you are invited to register for the conference.

We expect that your travel expenses will be covered by your home department or college. Hence, we strongly encourage all attendees to talk to their department head/chair to see if the department can cover the cost of travel to the conference.  If you are unable to obtain travel support from your home institution, it is possible that some travel support may be available. Please contact us to discuss this option and the corresponding constraints on travel reimbursement.  Prior approval is required before purchasing airline tickets or making a rental car reservation; please contact us with any questions.

Will I have the opportunity to present my research?

Yes, there will be an undergraduate research poster session. Details will be available through the application and registration process.  We encourage all interested students to consider presenting a poster.  However, you are of course more than welcome to attend the conference and participate in the activities without giving a research presentation.

I am a local student. Do I need to register?

Yes, all students need to register by the deadline.

I’m a student from Canada. Can I apply to a U.S. CUWiP site?

Students from Canada are encouraged to apply to the McMaster U. site in Canada. Students from Canada may apply to closer U.S. sites if desired. However Canadian students accepted to U.S. sites are not eligible for travel reimbursement or for the waiver of the registration fee.

Travel and Hotel

Do I need to book my travel before registering?

No, but you should have an estimate of the cost. Please note once again that it is expected that your home institution covers your travel costs, but if that is not possible, some limited travel reimbursement is available.  If you are traveling by air and your travel cost is not covered by your department, your airfare must be approved by the conference organizers before any arrangements are made. Similarly, we need prior approval for any rental car reservations before any arrangements are made. Due to budget limitations and our campus travel reimbursement policy, it is necessary that you find the most economical means of transportation to and from the conference. Please contact us with any questions.

Do I need to make housing plans after registering?

No, you do not. The host committee plans and reserves rooms for all attendees who are not local. The conference hotels are the Lowell Center and the DoubleTree, which are both within an easy walking distance from the conference sites on campus (Chamberlin Hall, UW-Madison for the main sessions, and the Wisconsin Institutes for Discovery (WID) for the Saturday evening banquet and poster session). Further details about the hotels (including parking information if you are driving), as well as a map, can be found on the Travel and Accommodations page. Please do not make your own reservations, as we are getting a special rate. It is expected that you are to share a room with at least one other student during the conference.

The following meals are provided during the conference: a reception on Friday evening, lunches on Saturday and Sunday, and the conference banquet on Saturday, as well as coffee breaks and snacks. Breakfast is provided by the hotel.

How do I get to/from the airport?

Please see the Travel and Accommodations page for details about getting to and from the Madison Dane County Airport, as well as other details about travel.


What if I have dietary restrictions?

We request dietary restriction information on the registration form. If you believe your dietary needs are unusual, please contact us so that we can accommodate you.

What if I need special accommodations?

Please contact us in advance so that we can work to accommodate you.