Presenter/Performer Toolkit Maker Faire Bay Area 2017
May 19, 20 & 21, 2017 San Mateo Event Center | 1346 Saratoga Drive | San Mateo, CA 94403
Welcome Presenters + Performers! This is your resource guide for the many details of speaking + performing at Maker Faire.
Preparing for Maker Faire
The Presenter/Performer Toolkit is designed to help you navigate the logistics of Maker Faire, and most importantly, to help make your involvement in Maker Faire a positive and memorable event. Together we can make Maker Faire a truly unique, educational, safe, and an extraordinary experience for all by adhering to the Rules + Regulations outlined in this Toolkit.
If you still can’t find any messages, email email@example.com.
The Maker Admin Tool is a great way to manage your Presentation/Performance Details. You can now view and edit all the answers you have submitted in your application. You can make changes, including electrical and tables/chairs. Resource changes (table, chairs, electrical) must be made by April 14th. With the Maker Admin Tool you can also change the presentation/performance description, photo, or bio sections that will appear on your Maker web page and your Maker Sign. These changes must be made by April 28th.
General and Fire Safety PlansIf you’re concerned your presentation or performance might put the attendees or your team at risk, please bring any and all concerns to our attention. Email firstname.lastname@example.org. We will advise you as to whether or not a safety plan is needed.
Safety concern examples: you or your presentation/performance has chemicals, gas, or other items of that nature; your presentation/performance has activity or might require safety barricades; an attendee at your presentation/performance might potentially get hurt in any way; etc.
General Safety Plan vs. Fire Safety Plan: Fill out the General Safety Plan for all general safety issues which do not include concerns about fire or flammable materials. Complete the Fire Safety Plan if heat elements or fire of any size, including candles, small flames, burners, etc. are part of your exhibit. If you’re unsure, email us at email@example.com. It’s important to us that Maker Faire is safe, and we appreciate you checking with us.
Submit a General Safety Plan.
Submit a Fire Safety Plan.
Presenter/Performer TicketingAll Presenters + Performers must have their Maker Entry Pass or ticket before arriving onsite. (Passes and tickets can be printed or on your device.) It is important for our advance planning that all participants have entry passes prior to the event. We are no longer able to accommodate additions and Maker Check-In. If any problem arises while obtaining your passes, and the issue has not been resolved in advance, come to the Maker Service Center at Gate 8.
Purchase general attendee tickets here.
Each Presenter or Performer receives:Maker Entry Passes
- Maximum quantity: 2
- Fri, Sat & Sun entry pre-show/set-up and show hours
- If you have a large, interactive exhibit and require more passes, please fill out this Additional Maker Entry Pass Request Form
- quantity: 2
- for anyone: additional assistants, family, friends, or your guests
- Sat & Sun entry show hours only: Sat 10-7, Sun 10-6
You will be notified when your Entry Passes and Tickets are available via a Maker Newsletter. If your Entry Passes are not available from your Maker Admin Tool by late April, please email firstname.lastname@example.org
To obtain your Maker Entry Passes, complimentary tickets, and discounted tickets:
- Wait for your Newsletter notifying you that your Entry Passes are ready.
- Log into the Maker Admin Tool.
- Click on the GET TICKETS button.
- Choose your tickets from the list available. This will take you to the Maker Ticketing Eventbrite Site.
- After finishing the Eventbrite process, your passes and tickets will arrive by email.
- Distribute passes and tickets to your your team. Make sure that you are distributing the actual ticket and not just the Eventbrite order confirmation. It must have a bar code visible which will be scanned at the gates.
- Print and bring your pass/ticket to Maker Faire. Each pass/ticket can only be used one time. You will receive a wristband in exchange for your Maker Entry Pass.
One of my Panelists or Performers changed. How do I change the ticket?The name on the ticket does not have to match the name associated with it. If you’ve already sent the e-ticket, ask him/her to forward it to the new Panelist or Performer. It can only be used once. You do not need to notify us of the change.
Do I have to print my ticket or can I bring my e-ticket on my phone or tablet?Yes, you can bring your pass on your phone or tablet, but it may be easier and foolproof if you print it out. If you decide to keep them on your phone, please download the Eventbrite attendee app.
Shipping, Travel Tips + Resources
If you plan to ship any items to the San Mateo Event Center for Maker Faire:
- Alert our Shipping Department by filling out the Maker Shipping Form.
- Please guarantee your delivery anytime Monday, May 15, thru Thursday, May 18, direct your delivery with a detailed shipping label that includes all of the following information to:
Maker Faire 2017 – c/o SMEC
Project – Maker Name & Local Phone Number
1346 Saratoga Drive
San Mateo, CA 94403
Early Shipments:The San Mateo Event Center does not accept freight deliveries in advance of Maker Faire dates. For shipments that may arrive earlier, please fill out the Special Request Form.
Finding Packages Onsite:When you arrive for setup, tell your Stage Manager that you have a shipment. They will contact Shipping and Receiving and they will bring your package either to the Stage Manager or your booth.
Note: Sponsors have a separate shipping and delivery process. They pay for this service onsite. Presenters/Performers are expected to pick up their own shipments. If someone delivers your package and attempts to bill you, please alert your Stage Manager.
If you need forklift assistance for your package, let us know in advance by completing the Special Request Form. If your shipment arrives on a pallet(s) requiring a forklift to unload and deliver to your space, an $85 per pallet fee will apply.
Return Shipments:Please make appropriate arrangements for a Sunday evening load-out. The San Mateo Event Center and the Maker Faire Production Team will not be held responsible for any items left at the site after 10:00 pm on Sunday, May 21.
Bring packing tape and shipping labels to the site if you plan to ship materials from the event. We do not have shipping supplies or printing onsite. You must have all packages fully packed, labeled and ready for pick up.
We will have a staging area for UPS and FedEx pick up for Monday morning. Your Stage Manager will tell you where the staging area is located. Do not leave them in the stage area.
- Alert our Shipping Department of Return Shipments by filling out the Maker Shipping Form.
- Print your bill of lading or shipping label before you leave your hotel. We do not have the ability to print them out onsite.
- You must call the shipper to arrange pick up – even if you know another exhibit is using the same company. They will not pick up your package, unless you make your own call. The carrier will only pick up packages on their pick-up list.
- Any shipments left onsite and not picked up on time will be charged additional fees for any storage and handling by our shipping partner, SLI Freight.
If you have any questions regarding shipping, please contact email@example.com and/or speak to your Stage Manager during the event.
TIPS FOR OUT-OF-TOWNERS
What to Pack: The average temperature in the Bay Area this time of year is 74° F, but it can get chilly in the morning and at night. It is best to pack with layers in mind. Please wear comfortable shoes, bring a hat and wear sunscreen. Be sure to bring a jacket for the evening program; Saturday we will be open until 7:00 pm. You may also want to bring rain gear just in case!
Accommodations: The official hotel of Maker Faire is the Crowne Plaza. The address, phone and group discounts and additional hotel information can be found on the Where to Stay page. Early booking is strongly recommended to secure your room as availability is limited. Maker Faire secures a limited number of discounted rooms for the event.
Nearby Airports: There are three major airports nearby: San Francisco International (SFO), Oakland International (OAK), and San Jose International (SJC). San Francisco International (SFO) is the closest to the event center and recommended hotels.
LOCAL RESOURCESTo assist you, we have provided addresses and directions for various Local Merchants and Resources near the event site.
PROMOTE – ADD MAKER FAIRE TO YOUR WEBSITE AND EMAIL SIGNATURESLet the world know that you are an official Maker and will be at Maker Faire! Maker Faire web banners and badges placed on your website will help spread the word about the upcoming Maker Faire. Visit our Promote page for logos, badges, “see me there” banners, postcards and more.
FIRST TIME MAKERSCheck out this video made by a Maker during Maker Faire Bay Area 2012.
CHECK IN ONSITE
Before you arrive onsite:
- A Check In Map with Stage location will be sent to each lead Presenter/Performer contact in advance of Maker Faire. Please bring it with you.
- Obtain Maker Entry Passes and tickets in advance through Eventbrite by following the instructions here.
- Know your project number: Your Project Number can be found in the subject line of your Acceptance Letter. Your Project Number is a 5-digit number that identifies which Presentation/Performance you are part of and helps us reference any details quickly. You must know your Project Number to check in. It’s important to ensure that all of your assistants know your Project Number, so that they may check in and find your location. Please pass it along.
- Please keep traffic in mind and plan to arrive with enough time to park and use the shuttle or walk from public transportation.
Check In Process:
- Please present your ticket at the main gates.
- Go directly to your stage where you will meet your Stage Manager.
- Your Stage Manager will officially check you in, give you your Welcome Packet, and answer any questions you have.
DURING THE EVENT
Area Managers: Each area of Maker Faire will have a designated Area Manager and Check In Station where you will check in on your arrival day. Your Area Manager will be available to answer any questions and assist you with your setup. Your Check In Station will have their contact information in case a need arises.
Breaks: Each Maker exhibit should be staffed at all times by you or a colleague. If you do not have an assistant and you need a short break, please notify the Area Manager and we will do our best to assist you in finding someone to watch your exhibit. If you need to be away from your exhibit for an extended period of time, please notify the Area Manager.
Electrical: During the event, if you have a problem with your power, please report it immediately to your Area Manager.
Internet:Wireless service will be available inside the Expo Hall and in limited areas outside on the grounds. If your project could interfere with our wireless service, please let us know so we can accommodate you and your faire neighbors. In most cases, a hardwire connection will not be available. If you must have a hardwire, notify firstname.lastname@example.org asap. There is very limited availability and a significant cost for this service.
Refreshment: No outside food or beverages are permitted based on the rules of the Event Center. Concession stands will be open during the show and the cafeteria will be open for setup on Friday. Vendors, promoters, Makers, or guests are not permitted to sell or give away food or beverage items without permission and obtaining a health permit. Alcohol is not permitted to brought onto the property. Contracted Maker Faire concessionaires have the exclusive right to provide all food and beverages, including the sale of alcohol. Only approved Commercial Food Makers can offer samples under 2oz or sell pre- packaged items intended for consumption off-site.
A Maker Lounge will be available for all Makers and exhibit assistants to avoid regular concessionaire food lines, to relax, and to purchase food and beverages more quickly. A menu with prices will be sent in a Maker Newsletter in advance, and can be found in the Maker Packet you will receive at check in onsite.
Child Safety: Maker Faire is a family event. We appreciate your assistance in keeping Maker Faire a safe environment for the children attending the event. For safety purposes, we request that children under the age of 15 not be on the Maker Faire floor during setup or teardown hours. During Maker Faire, if your exhibit has hazardous materials or has elements of concern, please take the time to inform parents and children of safe practices for your exhibit.
Pets: For the safety and well being of our four-legged friends, please leave your pets at home. There are loud noises, many moveable parts, fire elements, and large crowds, all of which do not create a safe environment for pets.
Janitorial Services: The cleaning crew will complete a clean sweep of the aisles after 9:00 pm on Saturday night. Please consolidate garbage into larger bags when possible. We recycle. See the “Recycle” section below for details. Please note that the crew will not enter your exhibit area to clean on Friday or Saturday night. Do not leave items in the aisles, or they may be mistaken for trash. If you have a project that looks like it might be trash or recycling, please mark it as such in the evenings onsite or the sustainability/cleanup crew may dispose of it.
Security: Maker Faire Production will maintain 24-hour roaming perimeter security Friday thru Sunday. In addition, one security guard will remain in Fiesta Hall and in Expo Hall during nightly lockdowns. If it is valuable, take it with you!
Emergency: In the event of a medical emergency, notify your Area Manager, security personnel, or anyone with a radio or walkie-talkie. They will contact the on-site EMT personnel, who have a direct line to the San Mateo Response Dispatch. If someone dials 911 from their cell phone, the above procedure still needs to be followed for the best possible care, as this will expedite the response of medical assistance. Please report all incidents to the Maker Faire Security Office located in the Public Service Center Building.
First Aid Facilities: The Maker Faire Production Team has arranged to have an EMT on-site, Friday thru Sunday during Maker Faire setup and show hours. First Aid Services will be available at the First Aid Tent in the West Lot near the Public Service Center. There will be signage to direct you to First Aid. This is also where our Emergency Medical Technician (EMT) will be stationed.
Evacuation: Should the need to evacuate arise, staff and visitors will be notified by Security Personnel. Stay calm. Immediately stop any demonstrations or presentations. Do not try to dismantle your exhibit. Even if you cannot see any obvious reason for the alarm calmly make your way to the nearest exit, encouraging others to follow you outside. Once outside, move away from buildings and keep emergency access routes clear. When the necessary authorities deem it safe to reenter the buildings and facility, Makers will be granted access prior to members of the public.
Drones: NO DRONE FLYING at Maker Faire on the grounds with the exception of the officially sanctioned, monitored and netted Drone event areas. State and local laws prohibit the use of drones at venues and events like Maker Faire unless they have been pre-approved. Safety is our number one concern.
Please use recycling stations for aluminum cans, plastic bottles and cups, glass bottles and jars, all types of clean paper, plastic containers # 1 thru # 7, steel and scrap metal, and packing materials. At this time we cannot recycle plastic bags, Styrofoam, or plastic utensils. There will also be an area for corrugated cardboard. Please break down all cardboard for easy stacking and transporting. Additionally, compost bins will be available for all food items. Recycling stations will be located throughout the grounds, and we ask that you do not separate the bins from each other.
You are responsible for cleaning up your exhibit area and ensuring it is recycled or trashed. Please do not leave any garbage in your exhibit space.
Ask a Maker Faire crewmember for assistance if you have a large load that needs to be carried by a vehicle or if you require bins at your exhibit. If you have “free stuff” for giveaways, please identify it accordingly for those who can reuse it! We encourage you to use materials other than styrofoam or packing peanuts for packaging. Let’s all work together to reduce Maker Faire’s environmental footprint by thinking about the products we use and how to best dispose of them. If you have any special items you are unsure of how to dispose of, please contact Maker Faire’s Sustainability Coordinator at email@example.com.
The average high temperature in the Bay Area this time of year is 74° F, but it can get chilly in the morning and at night. The weather in previous Maker Faire years was clear, warm, and sunny. In the case of rain, the show will go on! Rain happens! Cheap sheets of 3-4 mil painters plastic is great to have on hand to cover your exhibit in case it begins to rain. Brief your fellow Makers as well so that everyone will know what to do if it begins raining.
Frequently Asked Questions
- How do I get my entry passes, complimentary tickets, and discount tickets? How many do I get? What’s the process?
- One of my Panelists or Performers changed. How do I change the Maker Entry Pass to the new name?
- Do I have to print my pass or can I bring my e-ticket on my phone or tablet?
- Will there be Internet at Maker Faire, how can I access it?
- How do I ship items to and from the event site?
- How can I help promote Maker Faire?
- What happens if there’s bad weather during the event?
- I’m a first-time Maker, do you have any advice for me?
- Will I have any assistance onsite?
- I haven’t heard anything from Maker Faire. Am I missing any messages?
Rules and Regulations
As guests at the San Mateo County Event Center and Fairgrounds and the local area, we must abide by all regulations of a public facility. These are designated primarily to ensure public safety, and we thank you for your cooperation in complying with these rules and regulations.
- No drilling of holes, attaching to, or painting of the floor, or any other defacement to floors or walls. When such damage occurs, the Maker is solely responsible and is liable to the owner of the property.
- Signage and/or decorations may not be taped, nailed, tacked, stapled, or otherwise fastened to any wall, ceiling, column, stone, window, drape, or painted surface in any area inside the building or on the premise without advance permission.
- No tents are allowed in any building.
- Do not insert stakes in the ground without specific permission, as it could be costly and dangerous. There may be wire or gas lines underground that will be damaged.
- No exits, fire-fighting equipment, or emergency equipment can be blocked or obstructed at any time. Fire extinguishers and fire-hose cabinets must remain visible & accessible at all times.
- Sufficient space must be provided within the booth for the comfort and safety of persons watching exhibits, demonstrations, displays, or workshops.
- Exit and Aisles: Aisles must be kept clear of all displays and equipment. Entrance and exit doors shall remain unobstructed at all times.
- Electrical Devices: All electrical devices with three-wire supply cords shall utilize “UL” ground receptacles. All electrical extension cords must be of heavy-duty three-wire construction.
- Fireproofing: All draperies, decorations, and materials must be flame-proofed in accordance with local fire code. Materials may be inspected and/or tested by the Fire Marshall at anytime.
- Hazardous material must be disclosed. All hazardous materials must be properly disposed of. Materials such as grout, mortar, tape compound, etc. cannot be poured down the facility drains. The facility will not accept dumped building materials or electronic waste; you are responsible for the removal of these items.
- Exhibit storage cartons and crates, combustible waste materials, empty cardboard boxes, etc. must be removed from the building and cannot be stored behind the back drapes or display wall.All building materials, supplies, etc. must be taken away after teardown. The facility will not accept dumped building materials or electronic waste; you are responsible for the removal of these items.
- Propane and Helium will not be permitted without prior review and approval.
- Indoor Display Vehicles and Motorized Display Items: Fuel level must not exceed ¼ tank and must be less than 3 gallons. Vehicles/items must be inspected and approved before entering the exhibit building. Once located in the exhibit space, the negative battery terminal must be disconnected, and the fuel tank cap must be taped or locked.
- Combustibles Kept Outside: Additional supplies and inventory must be kept in closed containers and stored in a neat and compact manner.
- Food Makers need to comply with all Health Code Regulations and cannot serve samples unless arrangements have been made for permission to do so.
- Do not endanger or harm any person, property, or the environment, including all the San Mateo County Event Center property, including the parking lot, entrance ways, ticket booth areas, and other areas used by Maker Faire or its employees, contractors, agents, members, or guests.
- Management reserves the right to restrict exhibits, displays, demonstrations, presentations, or workshops that become objectionable because of noise, method of operations, materials, safety, or any other reason.
- The San Mateo County Fire Marshall reserves the right to make any final decision regarding the layouts and floor plans and has the authority to close down and/or fine any exhibit not in compliance.
Insurance: It is your responsibility to ensure the safety and security of your exhibit and its components, visitors within your exhibit area, and your personnel. Reasonable precautions will be taken to protect your property, but Maker Media Inc., Maker Faire, and the San Mateo County Event Center assume no responsibility for any losses due to fire, theft, accident, or other causes.
Maker Faire Safety TeamTo help us produce a fun and safe environment for Makers and the many attendees, the members of our Safety Team will assist in monitoring our safety program throughout Maker Faire. All individuals who would like to participate in any interactive activity at Maker Faire are asked to read and sign a waiver. If your exhibit has an activity, please make certain that each attendee is wearing an Activity Wristband prior to joining the activity. Please direct attendees to the nearest Activity Wristband Station or Information Booth to obtain a wristband.
Fire + SafetyNote: The following are industry standard rules that require full compliance. Fire Hazard Notification & Special Permits: As a Maker, if you intend to display, operate, or use any of these items shown below, you must obtain prior approval from the Maker Faire Production Team:
- Heat-producing or open-flame devices, candles, lamps, etc.
- Electrical, mechanical, or chemical device deemed hazardous by the Fire Department
- Internal-combustion engines
- Flammable liquids, compressed gasses, or dangerous chemicals
Release + Consent
TERMS AND CONDITIONS OF PARTICIPATIONIf accepted, Maker Media, Inc. agrees to the participation of the person or organization identified below (“Maker”) in Maker Faire Bay Area 2017 (“Maker Faire”), and the Maker agrees to participate, in accordance with terms of this Agreement. In this Agreement, “we” or “us” means Maker Media, and “you” means the Maker identified below. “Exhibit” means the display and/or demonstration, presentation, performance, and/or other activities and materials that you provide or present in the space or work area assigned to you by us at Maker Faire. We reserve the right to refuse your participation or reject your application without cause.
Your participation creates a Contract that limits the liability of Maker Media, Inc.; the Maker Faire sponsors, suppliers, concessionaires, staff, booth exhibitors, and venue; and each of their respective officers, directors, employees, representatives, affiliates and owners (collectively and individually, “Promoters”). You agree to all of the following provisions, which are part of the Contract:
RULES + LAWS:
You agree to comply with all applicable laws, the Maker Toolkit, and any other requirements, and/or rules & regulations issued by us in connection with Maker Faire. You are responsible for obtaining any permissions required for your performance, distribution, or posting of copyrighted material; for obtaining any necessary licenses and permits; and for payment of all taxes (including sales and use taxes), license fees, or other charges applicable to your participation in Maker Faire. We may terminate this Agreement and/or your participation in Maker Faire if you violate this Agreement, or the standards of conduct established by us or by the venue proprietor.
ACKNOWLEDGEMENT OF RISK:
By using a ticket or entry pass and participating in Maker Faire exhibits and activities, you assume all risks to you and your children of attending and participating in the Maker Faire. You acknowledge that Maker Faire exhibits and activities are inherently hazardous, and that risks to you and your children include physical injury, including death, and property damage and loss. You are solely responsible for supervising and controlling the children in your party and ensuring their safety.
RELEASE OF LIABILITY:
You hereby release the Promoters, and each of them, from any and all liability, including but not limited to (1) damage to or loss of your property, (2) harm, injury and death to yourself and your children, and (3) all risks resulting from negligent or incorrect instruction or supervision by Promoters or anyone providing a booth or activity. This release is intended to discharge in advance all liability related to your and your children’s participation in the Maker Faire, even though that liability may arise out of negligence, carelessness, or other conduct on the part of Promoters or third parties. This release of liability applies to your successors and heirs.
LIMITATIONS ON LIABILITY — INDEMNITY:
You agree that we will not be liable in any way to you if we cancel Maker Faire. You waive any claim or potential claim against us if Maker Faire is cancelled, and release us from any resulting or related liability, cost, expense, or damage. Neither you, nor we, our affiliates, or the venue proprietor (collectively, the "Event Providers") will be liable for lost profits or other indirect, incidental, consequential, or exemplary damages in connection with Maker Faire and/or this Agreement, whether or not such Event Provider or you have been advised of the possibility of such damages or lost profits. Neither party’s liability in connection with Maker Faire, or under this Agreement (except for your indemnity obligations), exceeds three thousand dollars ($3,000). No Event Provider shall be liable to you for any damage, loss, harm, or injury to your person, property, or business, or any of your visitors, officers, agents, or employees, resulting from theft, fire, earthquake, water, unavailability of facilities, any errors or omissions in Maker Faire-related materials, insufficient participation, accident, or any other reason in connection with Maker Faire or related activities (such as staging), except to the extent directly attributable to our willful misconduct or gross negligence. You agree to indemnify, and hold harmless the Event Providers from and against any claim, cost, expense, loss, liability, or damage incurred as the result of any third-party claim based on (i) your construction or maintenance of an unsafe Exhibit, and/or (ii) your (or your agent’s) negligence or willful misconduct, and/or (iii) your material breach of this Agreement.
This Agreement (including the Maker Toolkit and any accompanying Addendum) constitutes the final, complete, and exclusive agreement between you and us. This Agreement is made in consideration of the parties’ mutual promises contained in it. This Agreement may only be modified by the parties’ express written agreement, signed by both of them. You are an independent contractor and not our agent or employee. This Agreement will be interpreted under California law applicable to contracts made and performed by California residents in California. Any action to enforce this Agreement must be brought in the federal or state court located in San Francisco, California, and the parties agree to the exclusive venue and jurisdiction of these courts. You are not permitted to assign or otherwise transfer your rights or obligations under this Agreement to anyone else. The Limitations on Liability section (above) of these Terms and Conditions of Participation, shall survive the termination or expiration of this Agreement.
PHOTOGRAPH, RECORDING + PUBLICITY RIGHTS:
You and your Exhibit may appear in recordings of Maker Faire and related promotional or documentary materials. Your rights are waived to any images and/or recordings you may appear in while at Maker Faire and any/all related promotional or documentary materials.
You acknowledge that Maker Faire, including the Exhibit(s), may be recorded in audio, visual, and/or audiovisual media by us and/or our licensees, and you consent to the making and use of such recordings by us and/or our licensees for any purpose, such uses including without limitation the transcriptional, modification, reproduction, public display, distribution, broadcast, and transmission in any form. You release us, and our licensees, from and waive any claims related to or arising by reason of the making and/or use of any such recordings. You grant us and our licensees, the right to use, in connection with the promotion and production of Maker Faire, your name, likeness, and any trade name and/or logo. The provisions of this paragraph will survive termination of this Agreement.
By signing below, you confirm that you have read this Agreement and that you understand and agree that your compliance with this Agreement is a condition of your participation in Maker Faire, and i) if you are signing on behalf of yourself as an individual, you warrant and represent that you are over 18 years of age, and ii) if you are signing on behalf of an organization (including a business), that you are fully authorized to execute this Agreement on behalf of the organization.