CUPC Host Bid Information

Submitting an Expression of Interest (EOI) to host the 2024 CUPC is highly encouraged. The CAP is accepting EOIs until 23h59 November 25th, 2023. Learn how to submit one here.

The 2024 CUPC will be held over the last weekend of October 2024. All groups interested in hosting have until 23h59 January 22nd, 2024 to prepare and submit all documentation required for the formal application (see below). Submissions should be sent to programs@cap.ca.

If you are considering applying to host the 2024 conference, please read the following information carefully.

Timeline Summary

Formal Bid to Host

Bids are to be submitted by e-mail to the CAP office (programs@cap.ca).
Deadline: 23h59 December 18, 2023 

If you’re considering bidding to host, please submit an expression of interest. A Bid Guide will be sent to the contact given in the form.

It is helpful, but not required, that at least two undergraduate students from any institution interested in hosting the 2024 conference have attended a previous CUPC.

The proposals section should be numbered (1) Budget, (2) Proposal; and (3) Letters of Support.  

  1. Budget: Your preliminary budget (sample budget available in Bid Guide) should be based on the expectation that the per-student cost has traditionally ranged between $200 and $300. It must include:
    • A detailed list of your expected/estimated expenses based on your target number of participants, including food costs, transportation to/from venue locations for delegates (if provided), venue costs (e.g. presentation rooms, A-V), and transportation and expenses related to a limited number of speakers, panellists, and workshop presenters etc. The expenses listed in the budget must be based on exploratory discussions with suppliers (e.g. hotel, external caterers).
      • If available, the CAP will provide seed funding up to $5,000, which should be shown in the budget as both a revenue and an expense, as the funds are to be returned at the end of the conference.
      • We encourage organizers to plan to generate a surplus which will be held by the CAP towards the potential establishment of an endowed undergraduate scholarship or similar student-approved support.
    • A detailed list of the financial support you expect to be able to raise (e.g. anticipated commitments from your institution, sponsorships from local or national institutions) and the registration fee for delegates.
    • It is important to start securing support immediately, particularly within the university (e.g. provision of funding, room space or A-V) to be able to submit a strong and complete application package. Advanced planning/support helps to ensure the success of the conference and strengthens the bid.
  2. Proposal
    • A cover letter identifying the key student organizers who will be co-chairs (minimum two) for the conference, with a short bio of each (including current year of study, experience with CUPC or other student conferences)
    • A statement as to why your group/university is interested in hosting the conference and what your institution offers that makes it the ideal location (e.g. information about current initiatives/commitments to student support).
    • Information about available facilities for your conference, including capacity and accessibility of facilities (i.e., the maximum number of student participants you can accommodate) and your target number of participants (local and out-of-area)
    • Your plan to attract undergraduate delegates.
    • A statement of commitment from members of the local organizing committee, including a discussion of workload distribution among students, faculty, and staff as well as partnerships with nearby institutions (research facilities, community colleges, etc.) Suggested roles and responsibilities are available in the Bid Guide.
      • It is helpful to include the qualifications of each member of the organizing committee for their assigned role
    • A draft event planning timeline/schedule
    • A draft conference outline, highlighting any new initiatives/activities/themes that your group would like to introduce at this conference
  3. Letters of support/sponsorship.

Planning a CUPC is a major undertaking. As faculty and/or staff involvement is vital for the success of the conference, the host institution must be prepared to offer the required letter of support to the student organizers and identify a potential faculty liaison as part of the application process.

  • A letter of support from your department chair that outlines the departmental support (financial and staff) as well as the name of one potential faculty advisor and the names of any other faculty members who will be engaged in the organization of the conference
  • Additional letters from external groups describing any funding or support already committed or being considered at the date of application
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