APS Conference for Undergraduate Women in Physics
January 16-18, 2015
Rutgers, The State University of New Jersey

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The following guidance will be relevant after you have applied, been accepted, and registered to a conference. You should have made your travel arrangements after you had been accepted and registered, but before December 31, 2014.

Travel

Once you've registered, you should ask your home institution if it can provide travel funding (if not, the APS CUWiP organizers will be able to provide travel support). You should compare costs when deciding among transportation options:

If you will be traveling by plane or train, and have yet to contact the organizers, please do so no later than December 31, 2014 with your arrangements so that we can approve your plans. After that date, we cannot guarantee that we will be able to reimburse any expenses not covered by your department. (And if you have not yet asked your department for travel support, please do so; it is not too late!)

Hotel

Lodging at the Embassy Suites Piscataway (121 Centennial Avenue, Piscataway, New Jersey) will be provided free of cost to registered participants. We will house three students per room (each room with two double beds and a sofabed); students attending from the same home institution will be assigned to the same rooms when possible, but we will otherwise assign roommates at random. If you arrive before 3:30PM (or if you would like to participate in the lab tours), you may wish come to the conference site (Busch Student Center) first, since the nominal hotel check-in time is 4:00PM.

We assume that all participants will arrive on Friday, January 16 and depart on Sunday, January 18. If your travel plans require you to arrive earlier or depart later, please contact the organizers as soon as possible so that we can adjust your lodging arrangements. If you will not be able to attend the conference, please let us know as soon as your plans change so that we will not have to pay for your lodging and food.

Local transportation

For participants arriving on Thursday or early in the afternoon on Friday, limited shuttle service from Embassy Suites to Busch Student Center will be provided by the hotel at 10:00 AM, 4:00 PM, and 4:30 PM. Note that the conference officially starts at 5:00 PM, and parking is available on campus.

Free bus service between the hotel and the Rutgers campus will be provided each day of the conference, according to the following schedule:

Friday, January 16

Saturday, January 17 Sunday, January 18Note: be sure to check out of the hotel and gather your luggage before boarding the bus!

On campus

Most conference activities will take place at the Busch Student Center (604 Bartholomew Road, Piscataway, New Jersey).

Friday afternoon activities

If you have registered for the tour of the Princeton Plasma Physics Laboratory (PPPL), you must arrive at the conference venue on the Busch Campus of Rutgers University in Piscataway, New Jersey at 11AM on Friday, January 16. You should drop off any luggage you have with you and assemble near the registration desk; the bus to PPPL will leave promptly at noon. You must bring a government issued photo-ID (e.g., driver's license or passport) to get into the PPPL. If you are not a U.S. citizen and did not indicate your status when you registered, please send us your citizenship and date and place of birth as soon as possible; non-citizens must bring their passports. (If you did not already register for the PPPL tour, it is now too late to do so.)

If you would like to participate in the optional laboratory tours at Rutgers, which will also include hands-on demonstration activities, we recommend that you go straight to the conference venue, since the check-in time for the hotel is 4:00pm (see above). Tour groups will be leaving from the conference registration desk in the Busch Student Center at 1:00PM and 3:00PM.

Participants will be able to leave their luggage in a secure location at the Busch Student Center while participating in the PPPL or Rutgers campus tours, continuing through dinner and the icebreaker activity on Friday evening. (We will again arrange for luggage storage at the Busch Student Center on Sunday through 3:00PM when the conference program concludes.)

Oral presentations

Student research talks will be 10 minutes, with 2 additional minutes for questions. Presenters should prepare slides with PowerPoint or an equivalent software package, then if possible save the talk as a single PDF file that will display in a platform-independent way.

Poster presentations

Student posters should be printed before arrival at Rutgers, and may be posted starting at 8:30am on Saturday, January 17th. They should be in portrait format, no wider than 2.5 feet and no taller than 4.0 feet. If you would like to present a poster but did not indicate this when you registered at the APS website, please let the organizers know by December 31, 2014 and send us your poster title.

Faculty sponsors

Logistical information for faculty sponsors and participants in the graduate school/career fair is available at this page.


The 2015 CUWiP meetings are supported in part by the National Science Foundation (PHY-1346627) and by the Department of Energy Office of Science (DE-SC0011076). Further details are available on the APS conference website.