Frequently Asked Questions
Registration provides you with access to all conference activities unless otherwise noted. This includes plenaries, workshops, keynote speakers, capacity building sessions, meetings, trainings, networking events, the Connections Zone, lunches, coffee breaks, and our Friday evening event.
Yes, there is an early bird rate! The deadline for the early bird registration is November 22, 2018. Take advantage of our low early bird rate by registering on or before November 22!
Yes, cash or credit cards (Visa or Mastercard) will be accepted at the event. However, we appreciate and encourage you to register and pay in advance using the online registration page, as this helps us better prepare for and ensure a successful event.
Our reimbursement policy is as follows:
- On or before November 30 - a 90% reimbursement will be provided.
- Between December 1 - 21 - a 50% reimbursement will be provided.
- After December 22 - no refunds will be made.
If you apply for the reimbursement as per our policy above, you will be refunded in the manner that you have paid for your registration.
As a non-profit, non-governmental organization, we are unable to offer financial support to individuals interested in participating in the Forum. We encourage individuals to seek support from their employers, organizations, institutions, and community groups in their area.
If you are a Local Committee member:
Here are a few ideas to help you fund your Local Committee's attendance at the Forum:
- Travel subsidies for voting delegates: WUSC has some funds available for voting delegates to the WUSC Annual Assembly. General Member voting delegates and Local Committee voting delegates nominated by their committee can request a travel subsidy to assist with transportation costs. Consult the Annual Assembly FAQs, for more information on the process.
- WUSC LC Catalyst fund: Use your annual WUSC Local Committee catalyst fund ($250) to send a Local Committee representative or to split the cost between a few representatives. Apply for it on My Committee – just make sure to explain how the funds will be used for Forum attendance.
- Institutional support: Approach your university administration to sponsor your attendance. This is a great way to represent your institution at a high profile learning event. We have a letter template ready to help your Local Committee.
- Special Conference funds: Check with your Student Union, various campus departments or your International Office for available conference funds. These special funds (sometimes up to a few hundred dollars) can help students with travel and accommodation for in-Canada conferences or training opportunities. Often very few students apply for them, so make sure to look into it early.
- Fundraising and administrative finances: You can use leftover fundraising or administrative finances from your Local Committee.
SRP Fund: Your Local Committee’s SRP fund can help send an SRP student to this great learning and networking event. Check to see if you allocated a budget line for this in your Intent Sponsor Form.
Still not sure where to begin? Contact the campus team for tips and ideas: email@example.com.
Official sponsors of the International Forum may receive FREE passes to the event as part of their sponsorship package. Please contact Serena Thomson at firstname.lastname@example.org for more information.
Please note that accommodation is not included in the Forum registration fee. Participants based outside Ottawa are encouraged to book a room online at the Delta Hotel Ottawa City Centre.
Delta Hotel Ottawa City Centre
101 Lyon Street N
Ottawa, ON, Canada
Please book a room online using our preferential rate.
Please book a room online at a preferential rate of $159 plus applicable taxes by January 7, 2019.
- On-street parking is available at and near the Delta. Parking is free after 5:30 p.m. and on weekends.
- There is on-site underground parking at the Delta for $25 per day or $6/hr.
- Parking is also available under Constitution Square: $18 daily from 0600 - 1800.
Note that prices are subject to change.
For more information visit: http://en.parkopedia.ca/.
There is a taxi station in the arrivals area near the centre exit. The average cost to take a taxi is $34 for rides between the airport and downtown Ottawa. There are a number of taxis available that are adapted for persons with reduced mobility at Ottawa Macdonald–Cartier International Airport.
The OC Transpo bus (tel. 613-741-4390), Route 97, offers frequent express service to downtown. Route 97 departs from pillars 13-16 (outer curb) outside Arrivals. Fare is $3.50, and the trip takes approximately 40 minutes, depending on traffic. Route 97 uses low-floor, fully accessible buses that accommodate wheelchairs. The stop closest to the Delta Hotel is Albert/Kent.
WUSC Annual Assembly
While everyone is welcome to attend the Annual Assembly, only WUSC members in good standing can vote. Each Institutional Member can appoint one voting delegate, each Local Committee can appoint one voting delegate, General Members and any Member of the Board of Directors who is not otherwise a voting delegate can vote.
If you are interested in becoming a General Member or would like more information about membership and voting rights, please visit the WUSC website.
Please indicate you are a voting delegate when you register for the International Forum.
In addition, Institutional Members and Local Committees must provide a document that names their voting delegate – a letter for Institutional Members, meeting minutes for Local Committees.
If you are attending the Assembly only, please send a completed form and documentation to Yuanyue Geng at email@example.com or by mail (1404 Scott Street, Ottawa, ON, K1Y 4M8).
Travel subsidies are available for Local Committee and General Member voting delegates who must travel more than 600 km to participate in and vote during the WUSC Annual Assembly. All voting delegates are responsible for arranging their own transportation to the Annual Assembly. Subsidies have been set at a specific amount per province (see the chart below).
Those who are awarded a travel subsidy will be notified and a cheque for the amount set for their province will be mailed out two weeks after the event, after their active participation in WUSC’s AGA. Cheques for Local Committee voting delegates will be made payable to the Local Committee – please make sure to submit the correct banking information. The Local Committee is responsible for managing the funds for its representative(s).
Please send the completed form and documentation to Yuanyue Geng at firstname.lastname@example.org or by mail (1404 Scott Street, Ottawa, Ontario, K1Y 4M8). Local Committees should download the form on My Committee. The deadline to apply for travel subsidies is November 30, 2018 or until funds run out. Funds are limited and are granted on a first come, first serve basis. We suggest you register for Forum and apply for a subsidy early to avoid disappointment.
|Province||Travel Subsidy Amount|
|Ontario (>600 km)||$325|
|Québec (>600 km)||$325|
|Prince Edward Island||$425|
The Connection Zone is a fun, dynamic environment for participants to hold side-discussions, network, learn, relax, and recharge. It is a room that will be open throughout the event with meeting and socializing spaces, activities, and the exhibition tables of our sponsors, partners, and programs and, most importantly, coffee (and tea)! This is your space for getting to know your fellow Forum participants.
While everyone is invited to bring their ideas and energy to the Connection Zone, at this time, only our sponsors and own programs will have exhibition tables there. There are a range of sponsorship levels to fit different needs and goals. For more information on becoming a sponsor, click here.
There are many opportunities to connect with other participants at this year’s International Forum. On social media, using #wuscceciforum and using the International Forum 2019 app (available soon.) Through the app you can create a participant profile, including your social media handles, and connect with other participants who do the same.
The International Forum is a bilingual event. Friday sessions given in one language will be simultaneously translated via personal headsets. Interpretation will also be provided at Local Committee Trainings and at the WUSC Annual General Meeting on Saturday, January 26, 2019.
The hotel entrance, conference rooms, including our Connections Zone, and bathrooms are all accessible to wheelchair or scooter users. Some sessions will take place on the second floor of the hotel. There are several elevators in the main lobby to get between floors. For more on the accessibility of the venue and the hotel rooms, please refer to the Delta’s website.
If you require additional information or accommodation relating to the accessibility of the International Forum, please let us know by contacting email@example.com.
We will provide halal, vegetarian, vegan, and gluten-free options during the event. Please let us know your dietary preferences when registering for the forum.
There will be a room reserved for prayer for the duration of the forum. This quiet space is open to all. We will confirm the location of the prayer room as soon as it is available.
The app will prompt you to create an account using an email and password. Then it will ask you for a passcode. You will receive this passcode from us in your email closer to the day of the event. Once you enter it, you will be able to access the app.
Now you can explore! The app allows you to navigate the conference virtually:
- Enhance your app profile with your headshot, bio and social media handles
- Browse session descriptions, speaker bios, and more
- Create your own schedule with the sessions that interest you
- Submit and upvote questions during Q&As
- Participate in polls during sessions
- Message other participants and receive announcements throughout the day
- Take part in the gamification by earning points through tasks
- … and more!
In the left side menu of the app there is an option to refresh app. If your app doesn’t seem to be working properly, try refreshing the app as changes may have been made in the back-end. You can also try closing the app and opening it again.
To create your own schedule you must be logged in to the app. To do so, click on the person icon at the top right of your screen. If you have already created a profile, enter your username and password. If not, enter your email and create a password.
The list of attendees includes everyone who has created a profile in the app. Once you have created a profile, you can send messages to other attendees. Note: these messages are hosted within the app; other participants will not get access to your personal contact information.
You can also connect with other attendees via their social media channels. Website, Twitter, Facebook, and LinkedIn information inputted by attendees can be found within their profiles.
If you are interested in a particular speaker, you can click on their speaker profile to see all the sessions they are connected to. You can also click on any session in the program and the description will indicate who the speakers are.
Speakers can share their social media and contact information on their profiles. If a speaker has also created an attendee profile, they can be messaged through the app. Messages cannot be sent to speaker profiles through the app.
If speakers are open to questions during their sessions, you can submit your questions through the program itself. Click on the session you are attending and scroll down to “Session Engagement”. Questions can be voted on and the most requested questions will be answered during the session.
Session feedback can be submitted immediately after the session through the program. If sessions have feedback forms enabled, they will appear directly within that session. If no session feedback questions appear but you still want to submit feedback, you can use the final event survey to submit it at that time.
The game begins at the start of the International Forum on Friday, January 25th. It will run all day until the start of the Evening Celebration, at 6:00pm. The prize will be awarded at the Evening Celebration.
Passcodes for tasks will appear in various places. Some will be obvious -- on tables, on slides, or handed to you by staff who notice you complete a challenge -- and others may not be. Some tasks are hidden, so we encourage you to interact with all aspects of Forum. You never know when you might stumble upon a hidden passcode. You can find a list of tasks to complete in the “games” section of your app.
We have prizes for both collaborative and competitive game play.
If we have 150+ users for the gamification feature, then there will be a prize for all participants at the end of the day!
The participant with the most points at the end of the day will receive an additional prize.
If there is a tie at the end of the game, a draw will be held. Everyone tied for the top score will be entered once. The draw will take place during the evening celebration.