We are excited to have you join us as a workshop partner for X-STEM Workshops – San Diego!

Event Date:  Tuesday, September 23, 2025
Workshop Setup Begins at 7:30 AM (we recommend arriving no later than 8:00 AM)
Event Time:  9:00 AM to 12:45 PM

Event Location:
San Diego Convention Center
111 W Harbor Drive
San Diego, CA 92101
Please plan for potential traffic delays due to ongoing construction in the area.

Below you’ll find a timeline and information to assist in planning your workshop.  If you need additional information, please contact:
Nancy van Dillen – [email protected]
Christina Sargent – [email protected]

ASAP but no later than July 1:  Complete this Workshop Information Form to provide your workshop title, content description, organization’s logo, and contact details

July 23: Confirm workshop details and room set-up requirements

Aug 30:  Secure hotel accommodations for your team, if needed. USASEF does not have a room block. City hotels fill up quickly, we recommend making any necessary reservations by August 30

Sept 10: Final sign-off of workshop room set-up (venue diagram will be provided by Sept 3)

Sept 10: Provide names and titles of attendees from your organization who will attend the event (those working the workshops and any other guests)

Sept 23:  X-STEM Workshop event takes place at the SD Convention Center

Sept 30: Provide content and resources for the X-STEM Workshops Highlights Newsletter (Oct 3) 

mid-Oct: X-STEM Workshops Newsletter highlight runs

mid-Nov: Official X-STEM Workshops Recap Report will be distributed 

Audience:  Approximately 100 Middle and High School students (grades 7th–12th) per session, per room – 300 total attendees per workshop room for the day. We will provide the final # of workshop attendees approximately 2 weeks before the event.

Workshop Format:  Workshop presenters will give THREE 45–minute workshops (per room). We recommend repeating the same workshop for all three sessions (per room). Workshop presenters should plan on allocating the final five minutes of the workshop to close out the session so the students are ready to exit, as the transition time between sessions is limited.

Workshop Guidelines:  Your X-STEM workshop must be a hands-on and interactive experience for ALL students. The overall goal of X-STEM workshop content is to get kids excited about your STEM topic!

Room Set-up and A/V Needs

Because each workshop is unique, we will work with you to determine the best room set-up and audio visual components for your room.

Standard Workshop Room Set-Up:
– Rounds of 10 for up to 100 students
– Presenter’s table
– Perimeter seating for teachers and parents (will vary based on space)

Standard AV Set-Up:
– Microphone
– Audio out
– Projector (to connect your own laptop to)
– Screen
– Access to at least one electrical outlet

Any additional A/V or technology needs such as laptops, wired internet, additional electricity, etc. require additional charges which, as a small non-profit, we may need to pass along to the workshop host. Please discuss these additional needs with us ASAP so we can obtain quotes. Plan to bring your own laptop to connect to the projector.

Event Agenda

9:00 AM – 9:30 AM: Attendee Arrival / Check-In

9:30 AM –10:30 AM: Welcome Video / Session One

10:45 AM –11:30 AM: Session Two

11:30 AM –12:00 PM: Lunch Break

12:00 PM –12:45 PM: Session Three