Travel – APS CUWIP at William and Mary

Map of conference locations

For more information on the conference locations please check our Locations page.

Where do I stay during the conference?

Students will be accommodated at Williamsburg Lodge, a charming hotel in the heart of Colonial Williamsburg and short walk from William and Mary Campus. If your travel plans permit, take a brief walk through this one of the largest living history museums in the world (check here for a route suggestion).

I am driving. Where should I park?

Free parking will be available at the Williamsburg Lodge and at Jefferson Lab SEBAF building (on Saturday). If you need parking on William&Mary campus on Sunday, parking permits will be available on the conference registration. Note: transportation between the conference locations during the conference will be provided.

I am flying in or taking a train, and need help to get to the conference from the airport. What should I do?

If you will be arriving by air, please contact cuwip2019@physics.wm.edu and we will make arrangements to get from Newport News, Norfolk or Richmond airports to the WM CUWiP conference locations, and back to this airport for your return flight. The train station is only a few blocks away from the hotel, but if you need a ride, please let us know. More information on travel are available on WM visitors page.

What about travel and lodging expenses? Lodging (for non-local students) and food will be covered by the conference. Part of this expense will be covered by the $45 conference registration fee.

We expect that your travel expenses will be covered by your home department or college. However, if they are not able to cover these expenses, travel funding is available. To ask about travel funding, contact cuwip2019@physics.wm.edu

How do I arrange travel?

Students are responsible for arranging their own travel to the conference. We encourage students to coordinate with other attendees from their institution. Please be in communication with your local chair or faculty member if your department is reimbursing you for travel costs. If your department cannot fund your travel, please communicate with cuwip2019@physics.wm.edu for plane and train ticket approval before purchase.

The College of William and Mary maintains a page that includes directions for getting to Williamsburg by car, rail, or air.

Can I come late? Can I leave early? Can I skip things that I’m not interested in?

Because your travel costs are reimbursable, it is expected that you will attend all of the conference events as scheduled. If you have special circumstances, please contact us to discuss them.

How can I get to and from the airport?

If you will be arriving by air, please contact cuwip2019@physics.wm.edu and we will make arrangements to get from Newport News, Norfolk or Richmond airports to the WM CUWiP conference location, and back to this airport for your return flight. If you plan to fly, please contact us before making your reservation.

When will I get reimbursed for travel?

The information below is only relevant if you are being reimbursed by the conference (rather than by your department). If you have indicated that you will be requesting travel support from the conference, you should have already received a separate email with the required authorization forms, which you will need to return by January 2, 2019. If you have not received this message, please contact wmconf@wm.edu immediately. When you are submitting travel reimbursement, please keep all of your receipts (including boarding passes). If you are being reimbursed by the conference (rather than by your department): after the conference you can submit the reimbursement form that will be provided to you. Reimbursement will be mailed to you within a month. If you are driving and applying for a travel reimbursement, you will need to provide a map (from the internet) that gives your mileage to and from the conference.