2025 Regional Affiliation Information
Fees
Membership and Affiliation
- Annual membership in Youth Science Canada for regions and individuals is $50.
- The region’s affiliation fee is based on the grade 7-12 student population, which determines the maximum number of CWSF finalists.
CWSF 2025
The participant fee is $2,100 per finalist and delegate, which covers the essential CWSF elements:
- Accommodation – double occupancy for finalists and (new in 2025) single rooms for delegates
- Administration and logistics
- Exhibit hall
- Judging
- Meals
- Travel
Sponsorship and fundraising by YSC cover the remaining costs:
- Awards
- Awards ceremony
- Awards dance/celebration
- CWSF app
- Delegate conference
- Interactive exhibit area (STEM Expo)
- Local tours & experiences
- Local transportation
- Opening ceremonies
- Promotional items (t-shirts, etc.)
- Social activities
Two payments cover everything
Your region will receive two invoices from Youth Science Canada:
- The first invoice includes the membership fee, affiliation fee, insurance fees (if required) and a $150 deposit for each CWSF participant
- Payment must be received by Tuesday, December 31, 2024
- The $150 deposit per participant is non-refundable.
- The second invoice includes the balance of the CWSF fees
- April 21 is the final date to reduce participant numbers – no extensions
- Payment must be received by Monday, April 21, 2025
- We will apply any credits in your region’s account to the first and second invoices.
After completing the online affiliation sections and receiving your region’s first invoice, send the first payment to arrive by December 31, 2024. You can also contact Lori Murray by phone (416-341-0040 x0) or email (lori.murray@youthscience.ca) to pay by debit/credit card through Stripe or send an e-transfer to lori.murray@youthscience.ca
Canada Post:
Youth Science Canada
PO Box 1232
Trenton ON K8V 5R9
Courier:
Youth Science Canada
c/o Lori Murray
76 First Ave
Trenton, ON K8V 4C5
Affiliation
Log in to the new version of the YSC Portal at https://portal.youthscience.ca and select 2025 > Affiliation in the sidebar. There are four tabs across the top to complete: Primary Contact, Other Contacts, Insurance, and Agreement. If you have forgotten your password for the YSC Portal, click "Forgot your password?" and enter your email address. You will be sent an email with a password reset link. If the email does not arrive promptly, check your spam or junk mailboxes - these emails are sometimes filtered by email clients.
Regional Fair Information
Select Regional Fair in the sidebar to enter information about your fair. There are eight tabs across the top. Seven must be completed as part of affiliation: Fair Info, Portal/ProjectBoard, Dates, Location(s), CWSF Participation, Statistics, and Awards. The final tab – Award Winners – is completed after your regional fair.
Check your CWSF Numbers
The Regional Fair > Fair Info tab displays the maximum number of finalists and the minimum number of delegates (adults) your region may send. The CWSF Participation tab allows you to enter how many finalists and delegates you plan to send. Check these numbers carefully – remember that you enter finalists, not projects – and must select your CWSF projects accordingly. We cannot consider requests to increase the number of finalists beyond your maximum. Please avoid creating disappointment for students or parents.
CWSF Registration
CWSF Registration Deadline – Midnight (Pacific Time), April 21, 2025
The deadline for completing CWSF registration on the YSC Portal is midnight Pacific Time at the end of April 21, 2025. After the deadline, the registration portal will become read-only for participants; no additional entries will be accepted.
ProjectBoard Deadline – Midnight (Pacific Time), April 30, 2025
Every CWSF project is required to have a digital version on ProjectBoard, which is reviewed by CWSF judges and available for the public to view after the CWSF opens. All ProjectBoard projects must be completed by midnight Pacific Time at the end of April 30, 2025. After the deadline, CWSF ProjectBoard projects will be locked until Sunday, June 8.
CWSF Travel
Administrative Process
- Liette Philippe (liette.philippe@youthscience.ca) manages and coordinates the travel for Youth Science Canada; Harvey’s Travel is our official travel agency.
- The Regional Coordinator must contact Liette Philippe to confirm travel information for the region within one week after the regional fair, but no later than April 21 (see below).
- After payment has been received, tickets will be issued to regional coordinators as PDF documents; further changes will not be possible.
April 21 Deadline – Important Note
- Unless confirmed earlier, regions travelling by air will be charged for the number of participants specified in the portal as of Monday, April 21, whether the tickets are used or not. Tickets cannot be refunded after this date. YSC is under contract with the airline(s), and these deadlines are non-negotiable.
Decreasing Participants
- Regions can decrease participants before April 21, 2025. They will receive a full credit less the $150 non-refundable deposit.
Adding Participants After April 21, 2025
- Although reducing numbers after April 21 is not possible, it is sometimes possible to add participants, but only within the region’s allocation. Unfortunately, airline tickets purchased this late usually cost more than the group travel tickets booked by YSC in October. Regions will be invoiced for any additional cost of these extra tickets.
CWSF 2025 Preliminary Schedule
Regional Affiliation Deadline | Tuesday, December 31, 2024 |
Registration and Payment Deadline | Monday, April 21 |
ProjectBoard Entry Deadline | Wednesday, April 30 |
Arrivals | Saturday, May 31 |
Opening, Orientation, Setup, Public Preview | Sunday, June 1 |
Judging (Medals), Delegate Program | Monday, June 2 |
Judging (Special Awards), Delegate Program & Social, Lab Experiences, CWSF Has Talent | Tuesday, June 3 |
Tour Day | Wednesday, June 4 |
School/Public Visits, STEM Expo, Awards Ceremony, Post-Awards Celebration | Thursday, June 5 |
School/Public Visits, STEM Expo, Meet the Winners, Farewell Party | Friday, June 6 |
Departures | Saturday, June 7 |
Regional award winner details are also required to be added to the YSC Portal within 7 days of the regional STEM fair.
Who to Contact:
If your region has a question regarding STEM fair or CWSF policy:
Questions regarding project ethics or safety:
Submit the form Request for Information or a Ruling to the National Safety and Ethics Committee.
Questions regarding affiliation, fees, payments, CWSF registration, Awards Program, sponsors, and Team Canada-ISEF:
Call Lori Murray: 866-341-0040 x0Email: lori.murray@youthscience.ca
Questions regarding CWSF 2025
Call Julia McDevitt: 866-341-0040 x4
Questions regarding CWSF 2025 Travel
Call Liette Philippe: 866-341-0040 x3
Other questions may be directed to the Youth Science Canada office:
Call 866-341-0040Email: info@youthscience.ca
Related Websites:
- Youth Science Canada Website: youthscience.ca
- CWSF Website: cwsf-espc.ca
- mySTEMspace: mySTEMspace.ca
- YSC Portal: portal.youthscience.ca
- Regional Network Community Website: network.youthscience.ca
- YSC Help Centre: help.youthscience.ca
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