We aim to make CUWiP accessible to everyone. Once you apply, our goal is that every student accepted to CUWiP @ Brown can register and attend.
All meals and accommodation during the conference are organized and the costs are met by CUWiP. You do not need to book or arrange accommodation on Friday or Saturday night.
Travel to the conference is usually paid for by your home department. CUWiP requests that participants receive funding for transportation to the conference site from their respective departments.
If your department is unable to provide funding, please be aware that we have additional funding to provide support travel to CUWiP so no one has to miss out on CUWiP for financial reasons. Financial support from APS and Brown is conditional upon having inquired about support from your department and getting pre-approval from the CUWiP @Brown organizing committee for all expenditures prior to travel. In order to access those funds, please email to request travel support before December 16th, 2022.
If your travel is supported by APS or the local organizers, then the travel costs will typically be reimbursed after the conference. Before you book a plane ticket, or any other travel ticket costing more than $100, you must first email the cost and itinerary to cuwip2023@listserv.brown.edu to receive advance permission prior to incurring the cost. Significant costs which are not pre-approved may not be reimbursed.
If you plan to arrive by car, please account for the parking fee at the hotels in your travel expense budget, which is between 28$-34$/day depending on the hotel. Parking at the Hilton Garden Inn is $12/night.
Visiting Campus Guidelines due to COVID-19 restrictions are at the discretion of the university and listed at the link https://healthy.brown.edu/life-campus/visiting-campus, under the topic “Events and Conferences”. Also, consult the link for “Healthy Brown Event Policy” https://www.brown.edu/offices/events/events-policies/healthy-brown-event-policy
Reimbursement Form for Invited Speakers and Volunteers:
In order for you to be put into the Brown payment system, please complete the supplier registration form. (https://secure.brown.edu/purchasing/supplier/). You must do this prior to the conference dates.
Within a week after the Conference is over (by January 29th, 2023) please complete the reimbursement request form.
Please fill out the travel fund request form at the link here.
If you have more than 10 receipts, please combine them in a single file for upload.
If traveling by car, please attach Google maps images with the route and mileage taken.
Accommodations:
Students and invited speakers will be staying in one of three hotels:
Reservations will be made by the Local Organizing Committee, and all rooms will have double occupancy. All undergraduate students will share a room with another student participant. All invited speakers and facilitators will be provided personal rooms. For special requests not covered in the registration form, please contact cuwip2023@listserv.brown.edu.
Travel to the venue:
Directions to 182 Hope Street, Providence, RI 02912
Coming by Car? Driving Directions and Parking Info
Traveling by Air? T.F. Green Airport | Boston Logan International Airport
Arriving by Train?
The Providence train station is served by Amtrak and the Massachusetts Bay Transit Authority (MBTA), which provides service between Boston and Providence. The station is a short walk or taxi ride to campus. Multiple ride-hailing services also operate in the city.
Checking In
Participants are expected to check-in to their hotels before checking-in for the conference at the Barus and Holley Lobby on Friday, January 20th, 2023. Conference check-in will be available between 1 to 5 PM, and participants are encouraged to attend the lab tours that will be hosted during that time.
For students indicating assistance with arrival on their registration form, local organizers will be in touch prior to arrival with instructions on how we will assist.