Accommodation and Travel

Conference location

All meals, workshops, talks, and panels will be held in the life sciences building (LSB) at Syracuse University, which can be found on this map of the SU campus.

Lodging

For successful applicants, lodging is provided during the duration of the APS CUWiP.  Lodging for nights outside of the conference duration is not covered without approval from the LOC.

Rooms are double occupancy, and will be at the University Sheraton in Syracuse, which is a block from campus.

Travel Information

Booking travel

You need to talk to your department chair or director of undergraduate studies before registering to see if they will fund your travel. You should think about how you would get to central New York for the weekend (whether you would drive or fly).  If more than one student attends from the same institution, we expect you to coordinate your travel and carpool if at all possible to reduce the travel costs. Please see the travel reimbursement guidelines below for more information.

Due to the limited nature of our travel funds, we ask that you find an economical means of transportation to and from the conference.

You do not need to book your travel before registering, but you should have an estimate of the cost.  If you are traveling by air or train and your travel cost is not covered by your department, your airfare must be approved by the conference organizers before you book your travel. (Email us at sucuwip@syr.edu)

**Note: Conference organizers expect all flights to be purchased no later than one month before the conference. If a student delays the approval process or waits to purchase a flight after approval has been given resulting in a higher expense, she/he may be denied full reimbursement of the airfare purchase. Also, frequent flyer mileage cannot be used in lieu of a ticket wherein the traveler expects to receive reimbursement for a comparably priced ticket although she/he has used mileage.

Travel reimbursement guidelines

  • Travel reimbursements for pre-approved travel will be processed by Syracuse University. You must submit receipts and a travel reimbursement for either while you are at the conference or within a week of the conference (all receipts and forms must be mailed by Jan 24, 2016).
  • Depending on your individual circumstances, it may be necessary for the host institution to withhold tax from your travel reimbursement.  If you are considered a nonresident alien for tax purposes, IRS Form W-8BEN must be submitted with your travel reimbursement request.  If you are considered a U.S. person for tax purposes, a W-9 must be submitted with your travel reimbursement request.  If you have questions about which form to submit, please feel free to contact the Syracuse University Payroll Department at  payroll@syr.edu for assistance.
  • Only transportation expenses will be reimbursed.  Meal and snack expenses incurred during travel to and from the conference (as well as those during the conference apart from the provided conference meals) will be the responsibility of the student and/or her/his home department.
  • Personal Car mileage will be reimbursed at the host institution rate in effect at the time of travel.  (The current Syracuse University rate is $0.575 per mile.)

What to do once you arrive

Upon arrival, please check in at at the Sheraton. The official check-in time for the Sheraton is 4pm.  If you are arriving before then and your room is not quite ready, please leave your luggage at the Sheraton and walk to the Life Sciences Building, which is about a 5 minute walk.  There will be maps at the Sheraton front desk to guide you.  After the festivities are over on Friday evening, you can walk back to the Sheraton, get your luggage, and check-in.

Arriving by Car

If you are carpooling or would like to carpool, please fill out our carpooling form.

Driving directions to Syracuse University:

  • From the North: from I-81 South, take Exit #18 and follow the directions to E.Adams St. and Syracuse University.
  • From the West: from I-90 (Thruway) or I-690, take I-81 South and follow the directions as “From the North”.
  • From the South: on I-81 North, take Exit 18; turn right on E.Adams St. and follow the directions as “From the North”.
  • From the East:  from I-90 (Thruway) or I-690, take I-81 South and follow the directions as “From the North”.

Parking Information

Participants who are not staying at the Sheraton should park in lot Quad 4 (Q4).  Here is a parking map: this map.  Directions to this parking lot are also available (please scroll down).

Arriving by plane

Once you arrive at Syracuse Hancock International Airport, please call the Syracuse Syracuse University at 315-475-3000 to request a shuttle transport back to the hotel. You can then walk to the conference (~5 minute walk). The hotel also provides a return shuttle to the airport.

You do not need to book your travel before registering, but you should have an estimate of the cost.  If you are traveling by air or train and your travel cost is not covered by your department, your airfare must be approved by the conference organizers before you book your travel. (Email us at sucuwip@syr.edu)

**Note: Conference organizers expect all flights to be purchased no later than one month before the conference. If a student delays the approval process or waits to purchase a flight after approval has been given resulting in a higher expense, she/he may be denied full reimbursement of the airfare purchase. Also, frequent flyer mileage cannot be used in lieu of a ticket wherein the traveler expects to receive reimbursement for a comparably priced ticket although she/he has used mileage.

Arriving by train

Please send an email to sucuwip@syr.edu.

You do not need to book your travel before registering, but you should have an estimate of the cost.  If you are traveling by air or train and your travel cost is not covered by your department, your airfare must be approved by the conference organizers before you book your travel. (Email us at sucuwip@syr.edu)