Planning the National Student Leadership Summit, an event that brings together students from every corner of the country, requires meticulous coordination and a robust recruitment strategy. Below is a breakdown of how the logistics were managed and the specific tactics used to successfully recruit and fly in a diverse group of participants from across the nation.
Logistics and Event Management
The success of the event relied on a centralized management system that tracked everything from venue contracts to student registration in real-time. By establishing clear milestones and a rigorous timeline, I ensured that every logistical piece—from catering to technical requirements—was in place months before the first flight landed.
- Strategic Venue Selection: We chose a location central to major transportation hubs to minimize travel friction and ground transport costs.
- Budget Allocation: A significant portion of the event budget was specifically ring-fenced for travel grants and airfare subsidies to ensure accessibility.
- Time-Zone Logistics: The agenda was structured to accommodate varying arrival and departure times for students traveling from different coasts.
National Recruitment and Outreach
To recruit students from across the nation, I implemented a multi-tiered outreach campaign targeting university departments, student organizations, and academic advisors. The goal was not just high attendance, but a truly representative geographic diversity.
Targeted Digital Campaign
We utilized social media advertising and targeted email blasts to reach students interested in the event’s specific niche, ensuring our messaging resonated with high-potential candidates.
Flight Coordination Team
A dedicated logistics team was formed to manage a complex travel manifest, coordinating flights for students from over 30 different states and providing 24/7 support during travel days.
Results and Impact
By streamlining the flight booking process and offering clear financial incentives through travel scholarships, we achieved record participation. Students from diverse backgrounds were able to connect in person, fostering a unique environment of collaboration that would not have been possible through a regional-only approach.
Supported by the IQ-PARC project and the Department of Defense, the workshop focuses on fostering diversity in quantum fields and national security research. Selected student attendees received stipends to cover travel and lodging expenses. Registration for the program concluded on February 21, 2024.
Posted 2024-03-11 by Dongyang Li
Event Location and Hotel
Aug 14 and 15, 2024
Undergraduate Quantum Summer School Schedule
| August 14 | |
| 8:30-9:00 | Prof. Mahdi Hosseini, Northwestern University |
| 9:00-10:00 | Prof. Erica Carlson, Purdue University |
| 10:00-11:00 | Prof. Prem Kumar, Northwestern University |
| 11:00-11:15 | Coffee Break |
| 11:15-12:15 | Prof. Virginia Lorenz, University of Illinois Urbana-Champaign |
| 12:15 – 1:30 | Lunch |
| 1:30 – 2:30 | Dr. Nicholas Peters, Oak Ridge National Laboratories |
| 2:30 – 3:30 | Prof. Mark Friesen, University of Wisconsin- Madison |
| 3:30-4:00 | Break |
| 4:00 – 5:00 | Panel Discussion and Q&A with Speakers |
| 5:00 – | Poster and Networking session + food |
| August 15 | |
| 9:00-10:00 | Prof. Jens Koch, Northwestern University |
| 10:00 – 11:00 | Prof. Kate Smith, Northwestern University |
| 11:00-11:15 | Break |
| 11:15 –1:00 | Quantum Game Club hands-on quantum programming session. |
| 1:00 – 2:00 | Lunch |
| 2:00 – 3:00 | Mariia Mykhailova, Microsoft |
| 3:00-3:15 | Closing Remark |
| 3:15 | Program Ends |
Location:
Ford Motor Company Engineering Design Center Map of Ford Motor Company Engineering Design Center
2133 Sheridan Road ITW Auditorium, Rm 1350 Evanston, IL 60208
Lodging for selected student attendees: Hilton Garden Inn Chicago North Shore/Evanston
Workshop Expectations and Benefits
The IQ-PARC project, funded by the Defense Department’s National Defense Education Program, recently extended an invitation to underrepresented students from Illinois and nationwide to participate in a workshop focused on Quantum technologies at Northwestern University. Recognizing the importance of diversity in the advancement of these critical technological fields, the project aimed to foster an inclusive environment that encouraged participation from all corners of the academic community. Successful applicants were eligible to receive a stipend of $1,000, in reimbursement, to cover travel and lodging expenses in Evanston, IL, ensuring that financial barriers did not hinder the opportunity to engage in this transformative educational experience. There will be presentations by faculty and industry partners introducing quantum technologies, cutting-edge research areas, and related job opportunities particularly in the areas of national security.
Quantum Technologies Workshop Registration
- Registration closed on July 21st, 2024.