Travel and Accommodation
It is important to note that hotel rooms (double occupancy) will be reserved and paid in advance for registered student participants. The registration form for students will include a section to denote your roommate preference. Those who wish to come as a chaperone, with a registered student participant, will cover the cost of their own lodging, but we can reserve a room under our group rate for you. Breakfast on Saturday the 18th and Sunday the 19th is included with the hotel reservation. All other food, from dinner on Friday the 17th to lunch on Sunday the 19th, will be provided free of charge as part of the conference program.
We strongly encourage you to ask your department or home institution for travel funding. Limited travel grants are available to participants unable to secure full travel support. If you find that you need to request a travel grant, please send an email to firstname.lastname@example.org along with a letter from your department chair explaining that they can't provide funding. All flights to be reimbursed by the APS CUWiP at OU need to be preapproved before purchase. Procedures for reimbursement will be finalized and posted here and in the FAQ's before the conference begins.
The main conference sessions are held at Nielsen Hall on The University of Oklahoma Norman Campus. Shuttle transportation will be available from Holiday Inn Express to Nielsen Hall on all three days at the times specified on the Agenda. The other locations for conference events will be in the Oklahoma Memorial Union and Lin Hall.
Throughout the conference, we are providing transportation between the Holiday Inn Express and the University of Oklahoma Campus. The pick-up/drop-off location on campus will be at the corner of Brooks St. and Elm Ave. Below are the pick-up times for the busses throughout the conference.
|Friday 3-5pm||Holiday Inn Express||3:00, 3:45, and 4:30pm|
|Friday 8-9:30pm||OU||8:30, 8:45, 9:15, and 9:30pm|
|Saturday 7-8:15am||Holiday Inn Express||7:00, 7:15, 7:45, 8:00am|
|Saturday 8-9:30pm||OU||8:30, 8:45, 9:15, and 9:30pm|
|Sunday 7-8:15am||Holiday Inn Express||7:00, 7:15, 7:45, 8:00am|
|Sunday 2:30-4pm||OU||2:30, 3:15, and 4:00pm|
All meals will be provided by the conference. If you have dietary restrictions, please let the conference organizers know on the registration form and we will be sure to accommodate you.
|Friday, January 17||6:30-8pm||Reception Dinner||OMU - MSB Ballroom|
|Saturday, January 18||7-8am||Breakfast||Holiday Inn Express|
|Saturday, January 18||12-1pm||Lunch||OMU - MSB Ballroom|
|Saturday, January 18||7-9pm||Conference Banquet||OMU - MSB Ballroom|
|Sunday, January 19||7-8am||Breakfast||Holiday Inn Express|
|Sunday, January 19||12-1pm||Lunch|
When making travel plans, please keep in mind that The University of Oklahoma is in the Central Time Zone.
After notification of your acceptance to the conference, you should immediately plan your travel options. We encourage coordination among students from the same institution to minimize travel costs. Please note that it is expected that students obtain travel support from their home institutions. However, if they are not able to cover these expenses, travel funding is available upon request to email@example.com for a limited number of students with significant financial need.
If you are receiving travel support, it is imperative that you work with us to make your arrangements to ensure a full reimbursement. Your travel costs must conform to The University of Oklahoma travel policies for full reimbursement; there are no exceptions. All flights to be reimbursed by the APS CUWiP at OU need to be preapproved before purchase. Please contact us with any questions.
Getting to Norman
By Plane: The Will Rogers World Airport in Oklahoma City (24 miles / 30 minute) is served by Alaska, Allegiant, American, Delta, Frontier, Southwest, and United.
Other airports which will need a rental car to get to/from Holiday Inn Express:
- Dallas/Fort Worth International Airport (176 miles / 2.5 hours)
- Dallas Love Field Airport (185 miles / 3 hours)
Transportation from the airport to the hotel must be handled by the attendee, and included in any travel request. There are multiple options for transportation, including Airport Express and rideshare options such as Uber and Lyft.
On campus parking is located at the Elm Avenue Parking Facility, shown on the map below. The top two floors of the parking garage is reserved for CUWiP participants.
During January the temperature averages from a low of 31 degrees (F) to a high of 53 degrees (F) with low humidity.