Information for Delegates

Code of Conduct

For CCUW*iP 2027, we are adopting the Code of Conduct of the Université de Sherbrooke. By registering for this conference all participants agree to abide by this code of conduct. Behaviour that violates our code of conduct will not be tolerated and under given circumstances can have the consequence of revoking the privilege to participate in CCUW*iP 2026.  

By registering for, or otherwise attending CCUW*iP 2027, attendees and stakeholders confirm they have read and agreed to the following code of conduct. 

Policies on Discrimination and Harassment

Additionally, we want to specify that harassment and discrimination based on gender identity and/or expression, sexual orientation, disability, physical appearance, race, religion, ethnicity, age, level of education, field of education, political affiliation, or any other kind will not be tolerated. Harassment includes, but is not limited to:

• Deliberate inappropriate or intimidating behavior and language.

• Offensive or off-putting jokes/comments.

• Stalking or following of any kind.

• Sending or displaying offensive or inappropriate photography or recordings.

• Non-consensual photography of other attendees.

• Continual disruption of events.

We ask that attendees use the aforementioned and their best judgment to discern and classify discriminatory and harassing behavior. 

This includes sponsors who, in particular, should not display or share any offensive symbols, speech, sexualized images, activities, or other material of the aforementioned kind. Graduate Studies and Industry Fair participants and staff should not use sexualized or offensive clothing/uniforms/costumes, or otherwise create an unwelcoming environment for conference attendees. 

Privacy

Sharing any attendee’s personal information with outside sources is prohibited without explicit consent, and delegates are prohibited from recording events. CCUW*iP 2027, in particular, will not share any private information with sources outside of the CCUW*iP 2026 organizing committee without explicit consent. Any photography, recordings, or other media content made by the CCUW*iP 2027 organizing committee will be made available to attendees after the conference. Any privacy requests or violations in said media content will be taken extremely seriously, and be handled by the CCUW*iP 2027 organizing committee as soon as possible. 

Guidelines on Gender Inclusive Language

The Canadian Conference for Undergraduate Women and Gender Minorities in Physics (CCUW*iP) includes and welcomes women and gender minorities across Canada. We kindly request that presenters and participants use gender neutral language during presentations and conversations. Our audiences represent a diverse range of gender identities, and inclusive communication ensures that everyone feels respected and valued. Thank you for your support in fostering an inclusive environment. Our team is committed to providing a safe and inclusive environment that fosters the exchange of scientific ideas, encourages open and respectful dialogue, and is free of harassment and discrimination. We will respect each other, take care of each other, and support the success of all.

Presentation Guidelines

Poster Presentations

The poster presentations involve presenters showcasing key aspects of their research via a poster, where attendees and judges will have an opportunity to interact with them and ask questions. They will take place on Saturday, January 30th from 15:00-16:30 EST and presenters are expected to be available for the entire duration of the poster presentation event.

Please note that delegates who are presenting must print their own posters and provide them to the organizing committee prior at the start of the conference. 

Oral Presentations

The oral presentations will be 10 minutes followed by a 3 minute Q&A, and 2 minute set-up period for a total of 15 minutes. Students will speak one at a time to an audience of other delegates as well as judges. Presenters will be required to prepare slideshows to showcase their work. The oral presentations will take place on Saturday, January 30th from 11:00-13:00 EST. We request students to have their slideshows prepared and submitted to the organizing committee by 23:59 PM on Thursday, 28th January, 2026. 

FAQ

Can I do both an oral presentation and poster presentation?

It is possible for students to do both an oral and poster presentation If a student would like to present during both the poster presentation and oral presentation events, select both oral and poster presentation when filling out the application form (regardless if the presentations will be on the same topic or not). We will do our best to accommodate as many presentations as we can, but we will prioritize one per student before allowing a second one. 

What should my presentation be about?

Commonly, students present about the work they have done through co-op or research positions. However, students are welcome to present about any area of physics that they happen to be knowledgeable about through personal research and/or studies. 

I will only attend CCUW*iP if I can do a presentation, but registration opens before I will find out if I am presenting. What should I do?

We will do our best to make sure everyone has a chance to present either a poster presentation or an oral presentation. However, we cannot guarantee that everyone will be able to present. 

Upon Arrival

Coming soon...