World Maker Faire New York 2016
Welcome, Maker Faire Sponsors!
This Sponsor Toolkit is your primary guide as you plan and prepare for Maker Faire. Maker Faire is a unique, creative event, and we strive to provide as many details as possible so that you know what to expect and can support your team in having a successful event. You’ll be receiving email communication and deadline reminders; note that all information will link back to this Toolkit.
The Maker Faire Sponsor Relations team is here to support your planning efforts and on-site activation. Email us at: email@example.com.
Thank you for helping us create an innovative, inspirational, and educational Maker Faire!
- Event Dates & Venue
- Deadlines & Reminders
- Sponsor Entry Portal
- Promotion & Media
- Travel, Directions, & Parking
- Exhibit Planning
- Booth Services & Order Forms
- Material Handling & Storage
- Set-Up & Load-In
- Check-In & Entry Passes
- Teardown & Load-Out
- Safety & Regulations
Event Dates & Venue
- October 1-2, 2016
- New York Hall of Science (NYSCI)
- 47-01 111th St
- Corona, NY 11368
|Friday, Sept. 30||SET UP 9:00am – 7:00pm*||MAKER DINNER 5:00pm – 8:00pm|
|Saturday, Oct. 1||SET UP 7:30am – 9:30am||SHOWTIME 10:00am – 6:00pm|
|Sunday, Oct. 2||SET UP 8:00am – 9:30am||SHOWTIME 10:00am – 6:00pm|
Early set-up by appointment only. Please notify us in advance if you will load-out on Monday.
*Event site open until 8pm for setup, but services limited after 5pm.
Deadlines & Reminders
- Immediate: Make hotel reservations with our partner hotels
- Immediate: Login to Maker Admin Tool and complete forms and get tickets/passes.
- Reminder: Promote Maker Faire with web badges and flyers.
- Sept. 1: Complete Sponsor Entry Portal.
- Sept. 3: For booths with fire or safety concerns, submit a General or Fire Safety Plan.
- Sept. 3: Deadline for booths 20’x20′ and larger to submit layout.
- Sept. 12: Deadline to order Booth Services through online form.
- Sept. 12 – 16: Booth location and event maps shared.
- Sept. 23: Last day shipments accepted at SLI Freight Advanced Warehouse.
- Sept. 23: Certificate of Insurance submitted.
- Sept. 27 – 29: Direct to show site shipments accepted.
- Sept. 29: Make sure complimentary guest tickets have been distributed.
- Sept. 29: All staff registered for Entry Passes.
- Sept. 30: Arrive for check-in and set-up!
About Maker Faire
Maker Faire is unlike any standard trade show or conference — it is a fun, interactive maze of demonstrations, exhibits, workshops, and displays. We strive to keep it environmentally friendly and simple in design. Makers exhibits include individuals sharing their creations, large-scale art, makerspaces, school groups and organizations showcasing their inventions. As a sponsor, your company directly supports these Makers coming to the event and allows them to share and inspire through their innovative projects. Learn more about the history of Maker Faire here.
Sponsor Entry Portal
Access the online portal to update the Sponsor Entry Form and get registration links for complimentary attendee tickets and staff entry passes. One company contact email, indicated in the Welcome email message, is assigned as the Login. You will see an entry for World Make Faire New York 2016 called “Sponsor” followed by a 5-digit Entry ID number. The status will be “Proposed” until the form is updated. You may see other entries for past events or Presentation applications.
- Go to the Portal login page.
- New Users: Click “Sign Up,” enter assigned contact email address, and create your own password.
- Previous Users: Click “Log In,” enter assigned email address and previous password. Follow prompts if you forgot your password.
- If the assigned contact email has accessed any other Maker Faire forms (including a Startup or Presentation entry, or sponsor forms from Bay Area 2016), you may already have a Login.
Changing Login Contact: One company contact email is assigned as the Login.
- If you need multiple users to access the Maker Admin Tool and forms, provide them with main email and password to login.
- If you would like to change the contact email and login accesses, change the Primary Contact Info in the Entry form. The new contact should then follow New User instructions to access. The old contact will no longer have access to the Entry.
To complete the Entry form, click “Edit Entry.” Once the entry is updated and reviewed by the Maker Faire team, the status will show as “Accepted” and the public information will be listed in the online Meet the Makers directory and mobile app.The Sponsor Entry form can be saved & continued later if not all information is available. Please complete by September 1st.
The Sponsor Entry includes 3 parts:
- 1.Public Company Info for use in mobile app and Meet the Makers website directory.
- 2.Media Plans & Announcements (private) for Maker Faire marketing & content teams use.
- 3.Booth Activities (private) detailing booth activities, special circumstances, and safety concerns.
GET YOUR ENTRY PASSES
- 1. Click on “Get Your Entry Passes.”
- 2. Choose your tickets/passes from the list available to go to the unique Eventbrite page. Each ticket type has a separate registration page and code.
- 3. The Eventbrite URLs have a pre-populated company code and can be shared with others to register individually.
- The Staff Entry Pass registration site is different than the Attendee Ticket site.
- Complimentary attendee tickets can only be used during show hours.
Promotion & Media
PROMOTING AND SHARING MAKER FAIRE
Promote your presence at Maker Faire! Web banners, flyers, and logos available on the Promote page. Official hashtags for World Maker Faire New York: #WMF16 & #makerfaire
MOBILE APP & MEET THE MAKERS WEBSITE INCLUSION
Attendees use the Maker Faire Mobile App and Meet the Makers online directory to find exhibits at Maker Faire. Complete the public information in the Sponsor Entry for your company to be included. This is the place to share your message and activities directly with makers and attendees!
MEDIA ACTIVITIES & PROMOTION
You are asked to share the details of any launches or announcements planned for Maker Faire in the Sponsor Entry form. This information is referenced by our marketing and content teams in preparing for and tracking all activities happening at the event. It is your responsibility to promote activities, invite press contacts to register, share announcements and make connections. The Maker Faire marketing and content teams may re-post or cover activities at their own discretion.
PRESENTATION AND SPEAKING OPPORTUNITIES
Anyone may submit an application to speak through the Presentation Form.(You can use the same Maker Admin Tool Login.) Presentations are reviewed and accepted by the content team and are not related to sponsorship. The deadline has passed, but late applications will be reviewed.
MEDIA AND FILM/PHOTOGRAPHY REGISTRATION
All media, film and photography crews must register via the Media Registration page. Professional photography and videography at Maker Faire is not permitted without credentials and a Camera Tag provided by the Maker Faire Media Department. Complete the registration and you will be emailed instructions.
Maker Faire partner hotels and reservation info is available on the Where to Stay page. Early booking is strongly recommended to secure your room as availability and discounted rooms are limited.
Nearby airports are LaGuardia Airport and John F. Kennedy International Airport.
WEATHER & PACKING TIPS
The average high temperature in the New York this time of year is 76° F. In the case of rain, the show will go on, so please be prepared! You are responsible for providing any supplies needed in the event of rain during the event. We recommend bringing any of the following: Tarps or plastic covering and containers to protect product/equipment in case of rain; packing materials/tape, shipping labels (FedEx, etc.), duct tape, zip ties, scissors, extra boxes, cleaning supplies and paper towels, extension cords and surge protectors, hand sanitizer, a reusable water bottle, comfortable shoes, a jacket, light rain gear, hat and sunscreen, device chargers. Note: there are no printing or computer services available on-site.
Transportation & Parking
Refer to the Getting to Maker Faire page for details and directions to parking lots.
Public transportation and ride shares are the most convenient way to get to Maker Faire. Nearby paid parking lots will be available at multiple locations within walking distance and shuttles running Saturday & Sunday.
Maker Faire is anything but standard trade show environment! It is an action-packed festival; an interactive maze of demonstrations, exhibits, and workshops, where attendees can explore, play, and learn. We strive to keep the show environmentally friendly and simple in design. We recommend keeping your booth decoration costs low and focusing on interactive, inspiring activities and displays. Maker Faire attendees want to learn your company’s Maker story, speak to your engineers, see your product or service in action, and participate in hands-on activities and stimulating conversations! The most engaging booths at Maker Faire allow attendees to have a positive, involved experience with the company and brand, rather than simply selling products or handing out materials. Attendees are the thinkers, inventors and makers of today and, more importantly tomorrow. Maker Faire is an opportunity to make an impression on this diverse crowd that will carry beyond the show, into the world and into the future. Because of the unique environment of the event, it is important to be aware of the following guidelines and to inform the Maker Faire team of your booth activities and set-up plans through the Sponsor Form.
BOOTH SPACE GUIDELINES
- Sponsorship packages include floor space only.
- Booth numbers are not used outside of production purposes and are not referenced by attendees.
- Booth locations will be shared 2-3 weeks prior to the event. We appreciate your patience as we finalize placements!
- Chain link fencing is used as partitions for booths smaller than 20’x20′. You are welcome to hang signage and materials from the fencing (ensuring the fencing is not harmed). Don’t forget the zip ties!
- No other companies but the Sponsor Company listed on the contract are allowed to exhibit in the booth space or display signage and marketing materials.
- If you are working with an outside contractor for the booth set-up, please make sure they are in accordance with the regulations in this Toolkit and are in communication with the Maker Faire team prior to the event.
Size & Height Restrictions
- All booth elements, including signage, may not exceed 8 feet in height unless approved in advance. (You may be asked to take down any signage exceeding the limit if not previously approved.)
- Booth footprint cannot exceed size agreed upon in contract and exhibit materials cannot reside outside of the booth space or in aisles.
- Pop up tents are not allowed inside the buildings and must be securely weighted with sandbags at each leg if outside.
Signage & Branding:
- Ensure booth signage is well-secured and does not exceed the height limitations, exist outside of the booth, or impede walkways.
- Do not hang signage directly on tents that are shared with other exhibitors.
- Balloons are not allowed at Maker Faire, unless approved prior to event.
- Usage of any Maker Faire logos or marks should be approved in advance.
Food & Beverage:
- Food and beverages may not be sold or given away without first obtaining a health permit from the New York City Health Department in advance of the event. Contact us for details.
- We encourage you to consider the environment and use sustainable or re-usable materials in your booth build and any distribution materials. Disposable items and overuse of paper marketing materials are discouraged.
- Plan for the removal and disposal of all booth materials after the show, following the Sustainability Guidelines.
General and Fire Safety :
Light & Noise:
- Maker Faire is a busy, noisy environment. Please consider your neighbors and keep amplified noise to a minimum. If your exhibit contains potentially loud or annoying sounds, let us know in advance.
- If your activities are light-sensitive, please consider booth build options to mitigate outdoor sunlight. If you have concerns, please contact us.
- Large tents are open and well-lit and additional booth lighting is not necessary for most activities.
Selling and Lead Gen:
- Sponsors are allowed to sell directly from their booth as long as they are licensed to sell in New York state and following state tax laws.
- Maker Faire is a festival environment, and does not use lead gen devices. Please plan for an alternative method of collection participant’s contact info. We suggest that this method does not rely on WiFi, to ensure there are no interruptions.
BOOTH LOCATION & PLACEMENT
World Maker Faire New York is a primarily outdoors event under large festival tents on asphalt and grass. The Maker Faire team carefully curates the placement of over 1,000 Maker and Sponsor exhibits, grouping them by general theme or activity across the event site Zones.
Final locations and maps are shared 2-3 weeks before the event, but general placement information can often be provided earlier by request. Booth numbers are only used for production purposes and not referenced by the public. Attendees can find booths by using the Maker Faire mobile app. The Zone where the booth is located can be included on materials for reference.
BOOTH LAYOUT SUBMISSION
For booths 20’x20’ and larger, a booth layout must be submitted, indicating the following:
- Booth orientation (location of aisles and open sides) Contact us for specifics.
- Total height of booth elements and signage, including location of any walls or structures
- Entrance/exits (for booths 20’x20′ and larger)
- Electrical and Internet distribution locations.*
Optional templates are available here.
*Only applicable to booths 20’x20′ and larger, if specific distribution is required. Additional labor may apply.
SUSTAINABILITY & DISPOSAL GUIDELINES
It is a priority for Maker Faire to reduce the environmental impact of all aspects of production, particularly in regards to recycling and reusing materials at the event. Limit your disposable and paper giveaways, use recyclable materials in your booth displays, and create options for reusing your materials.
- Recycling, paper, bottles and glass, non-toxic waste, and general trash receptacles will be available. If you require extra trash stations near your booth, let us know. (We do not allow separate waste bins in the booth, as it becomes mixed and no longer recyclable.)
- During set-up & teardown, separate recycling and waste into bags (available at service desk) and break down all cardboard. Leave at the side of the aisles for after-hours pickup.
- It is the exhibitors responsibility to arrange the proper disposal and removal of booth materials. Materials and unseparated waste left behind in the booth will result in a fine. If you have any special items you are unsure of how to dispose of, please contact Maker Faire’s Sustainability Coordinator in advance of the show at firstname.lastname@example.org.
- The cleaning crew will complete a clean sweep of the aisles after 9:00 pm on Friday and Saturday night. Items left in the aisles will be picked up as trash.The janitorial crew will not enter your exhibit area to clean.
Booth Services & Order Forms
MAKER FAIRE CREATIVE SERVICES TEAM
Our Creative Services Team is an extension of the Maker Faire Production team, offering booth design and build out services, including graphics, flooring, and specialty furniture. Our goal is to provide our partners a streamlined service to promote the design of booths that are creative, reasonably priced, and unique to Maker Faire. Contact us to discuss your creative ideas, big or small, or to request items not listed in our standard Booth Services Order Form.
BOOTH SERVICES ORDER FORM
All booth services are ordered through one online form. Booth services must be ordered in advance, including furniture and equipment rentals, electrical services, Internet connection, A/V, and dedicated security. Late orders/changes will incur late fees and on-site requests are subject to availability.
This form will require the Entry ID and Contact Email for access. (Available in Entry Portal and included in Welcome email.)
Order Deadline: September 12
Go to the Booth Services Order Form here.
Payment: Payment for booth services is due in advance of the event. Provide Billing Information in the form and an invoice for payment by check or wire will be emailed within 1 week after submitting the form.
Furniture & Equipment Rentals
- Furniture will be dropped in your booth for setup. If items are missing, please let us know right away. There are no refunds for items ordered but not used.
- Do not take furniture from other areas or booths.
- Linens and extension cords must be picked up at the Sponsor Services Desk.
- Electricity is generator run and will be available 30 minutes prior to show opening and turned off 30 minutes after show closing.
- If you require power at any other time, including 24-hour service, please notify us in advance. Additional charges apply.
- Cost includes delivery to one location at the back of the booth.
- You may share an outlet drop with a neighboring booth if needs are compatible, but the total electrical you ordered will always be available to you.
- Please bring or rent surge protectors or extension cords.
- If you require outlets to be distributed to any other location, labor charges may apply and a booth layout is required in advance.
A/V Equipment and Lighting
- Monitors and stands are available to rent through the order form. If you require other equipment or lighting options, please contact us.
- Upon arrival to the event, a company representative should request the ordered A/V items be brought to the booth for install.
- Maker Faire is a challenging environment in which to provide Internet, especially over WiFi. While you are free to deploy your own WiFi, our technical team is familiar with the event and can work with you to set up and troubleshoot your network in order to mitigate interference.
- A password-protected Wi-Fi network is made available for all exhibitors, but it is not intended for booth activities and will not be reliable for sustained use.
- If your booth activities rely on Internet connectivity, it is essential that you order dedicated Internet services for your booth. It is essential to order before the deadline, to include information about your activities, and to submit a booth layout by the deadline.
- We would be happy to schedule a consultation with our technical team in advance to ensure that your network needs are met.
- On-Site Assistance & Requests for Internet Services:
- Internet services are not available during set-up times. If you require an Internet connection before the morning of the show, please contact us in advance.
- If you have issues with the network during the show, let us know right away! Please report the issue to the Sponsor Services Desk so that our technicians can assist you. We cannot fix or refund Internet costs if the issue is not properly reported.
- Onsite requests or changes for Internet services may not be possible and will incur additional costs.
- Maker Faire will have roaming perimeter security guards on-site 24 hours a day.
- If you have additional security needs for your booth, you can order a dedicated booth security guard at your preferred times.
- We recommend taking valuables back to the hotel and securely storing booth materials under tables or out of sight.
- Maker Media, Inc. and the New York Hall of Science will not be held responsible for lost or damaged property at any time. You are urged to maintain full insurance coverage for loss of your property.
SLI Freight is the official provider of all material handling and drayage services at Maker Faire. SLI also offers complete shipping logistics for domestic and international shipments. We highly recommend working with SLI to manage your complete shipping needs, especially for materials dealing with customs. If you decide to use your own carrier, you must still arrange material handling and schedule a delivery date through SLI.
SLI Freight Contact: Sammy Bensasi
- Office: +1.954.748.6874 ex. 25
- Mobile: +1.954.554.7326
- Email: bensasi.S@sli-inc.com
INBOUND SHIPMENTS & DELIVERIES
- Refer to the SLI Freight Shipping Kit for complete shipping procedures & material handling rates.
- Shipments can be sent to the Advance Warehouse or Direct to Show Site to arrive only during the dates listed. (See Shipping Kit).
- Complete the Shipping & Material Handling Form/Quotation Request and return to SLI Freight to schedule delivery date and material handling.
- If using your own carrier, use provided Shipping Labels on all pieces, with a consistent company name.
- Ship to the Advance Warehouse to ensure your materials are in your booth when you arrive.
- Schedule Show Site deliveries prior to set-up day to avoid waiting. (Items received on set-up day will take time to deliver to your booth.)
- Palletize and crate items whenever possible for ease and economy. (Single boxes will not be delivered to the booth until requested by an on-site company representative.)
Shipping by own carrier:
- Advance Warehouse Arrival Dates: August 29 – September 23
- Show Site Arrival Dates: September 28 – September 30
OUTBOUND SHIPMENTS & PICKUPS
All outgoing shipments and pick-ups requiring a forklift must be scheduled for Monday, October 3rd only from 9am – 3pm. No freight pickups on Sunday.
Outbound Shipments Through SLI:
Make arrangements with SLI Freight to manage your shipment back to the point of origin or to the next show. SLI staff on-site will handle all of your needs!
Shipping by own carrier:
- Complete a Bill of Lading Outbound Shipping Form in advance, or pickup on-site at the Sponsor Service desk. Forms must be returned by 7:30pm on Sunday, October 2nd (or emailed in advance).
- Arrange pickup with your carrier for Monday, October 3rd. (Carriers (FedEx, UPS, etc.) will not pickup items not on their scheduled list.)
- Complete pack up and label all of your materials, and leave in your booth space. You will need to bring packing materials, tape, labels, pallet wrap, etc.
Material Handling & Storage
All shipments and deliveries requiring unloading, delivery to the booth, and/or storage of empties, will incur material handling fees. Personal vehicles not requiring unloading assistance or storage of empties will not have material handling costs. Accessible storage outside of the booth for product, swag, etc. is only available in exceptional cases for an additional cost, and must be arranged by September 1st. Make plans to store personal items and swag in your booth.
Set-Up & Load-In
Review Set-Up Hours.
Drive On Site: To personally unload your exhibit materials at your booth space:
- Everyone in vehicle must have a Staff Entry Pass to show at gates.
- Obtain a Temporary Unloading Pass from Security and write your phone number on the permit and display on the dash. Drive slowly onto the grounds.
- Quickly unload your materials as close as possible to your booth. Before setting up, move your vehicle to the off-site parking lot.
Vehicle Access: No vehicles will be allowed onto the site after 9:00am on Saturday and Sunday. If a vehicle is part of your exhibit, it must be parked by this time.
Shipments and Deliveries: Shipping and delivery drivers can use the main entrance to the New York Hall of Science and follow the signs to Shipping & Receiving for unloading. SLI Freight must be notified of all shipments and deliveries to schedule material handling and confirm a delivery window. We encourage you to have materials arrive before set-up day when possible.
Unloading Assistance:If a forklift is required to unload your exhibit materials at your booth (not received at Shipping & Receiving) please arrange a delivery window and material handling with SLI Freight. Personal vehicles may be unloaded by hand.
Check-In and Entry Passes
COMPLIMENTARY ATTENDEE TICKETS
Sponsorship packages include a number of one-day attendee tickets to share with customers, clients, employees and friends. Tickets must be registered for in advance online (see instructions) and brought to the attendee entrance gates during public show hours.
SPONSOR STAFF ENTRY PASSES
- All staff setting up and/or working in the booth need to register for a Sponsor Staff Entry Pass in advance and have it printed or on a mobile device to gain entry to the site.
- Access your company staff pass registration link through the Sponsor Entry Portal “Get Your Entry Passes” button.
- Sponsorship packages contain a set number of staff entry passes. Please plan your booth staffing to stay within the number provided.
- Passes are not name specific and may be transferred, but can only be used one time by one individual.
- Each pass covers set-up through teardown. Please wear identification credentials and entry wristband at all times.
View map to Sponsor Check-In here.
- 1. Enter at either main entrance through the special gate marked X, to have your staff pass scanned and receive an access wristband.
- 2. After entering, follow the signs to Sponsor Check-In Station in Zone 3.
- 3. Receive a map to your booth and identification credentials.
Teardown & Load-Out
Booth Teardown: Teardown and load-out will begin on Sunday evening when all attendees are off the grounds. The site closes at 9:00pm sharp. Teardowns requiring more time, or load-outs requiring a forklift, should be arranged for Monday, August 3rd. No early teardowns or exits allowed.
Return of Empties: There will be a lapse of time between the end of the show and the return of your empties, of at least 45 minutes. Priority is given to to those with advance arrangements made with SLI. Please plan accordingly.
Vehicle Access: Personal vehicles will not be allowed to line up outside the gates until after 6:00pm on Sunday and cannot enter the show site until the public has vacated the grounds. All vehicles must be off the grounds by 9:00pm Sunday. Freight trucks will not be allowed due to congestion; all shipments must be picked up on Monday.
Monday Load-Out: If your teardown will require more time or loading requires heavy equipment, please arrange in advance to load-out on Monday after 9:30am. Pack up your booth as much as possible on Sunday. Roaming security will be onsite and dedicated security is available to order.
CERTIFICATE OF INSURANCE
DEADLINE: September 23. Please provide proof of insurance coverage through event dates, according to the following Requirements.
All Maker Faire attendees who would like to participate in any interactive activity at Maker Faire will be asked to read and sign a waiver to receive an Activity Wristband. If your exhibit has such an activity, please make certain that each attendee is wearing a safety band prior to joining. Please direct attendees to the nearest activity wristband stations or information booths to obtain a wristband. If you have a large interactive activity that will require a activity wristband, please let us know ahead of time and we can provide a activity wristband kit for your booth.
NO DRONE FLYING is allowed at Maker Faire on the New York Hall of Science and Park grounds, with the exception of the officially sanctioned, monitored and netted drone event areas. Flying in these areas is by appointment only. 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. Contact us if you need assistance building a drone cage for your booth.
FIRE & SAFETY
Note: The following are industry standard rules and require full compliance. Please make yourself aware of the regulations before attending the event.
Fire Hazard Notification & Special Permits: As a sponsor, 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, any sort of compressed gas, or dangerous chemicals
If any of these items will be present in your booth space, a Safety Plan form must be submitted prior to exhibit approval. The 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.
Exit and Aisles: Aisles must be kept clear of all displays and equipment. Entrance and exit doors shall remain unobstructed at all times. Fire extinguishers and fire-hose cabinets shall remain visible and accessible 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. All power cords must be kept behind the display with nothing placed on top of any cords. Electrical/Fireproofing: The fire department has strict regulations governing trade shows. All electrical wiring must conform to National Electrical Code Safety Rules. In addition, all draperies, decorations, and materials must be Flameproof in accordance with local fire codes. Materials may be inspected and/or tested by the Fire Marshall at any time.
Hazardous Materials: Hazardous materials 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. 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: Neither will be permitted without prior review and approval. Please note that helium balloons are not permitted at the event site. If balloons are caught in building rafters, a retrieval fee will be charged to the exhibitor.
Combustibles Kept Outside: Additional supplies and inventory must be kept in closed containers and stored in a neat and compact manner. 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. The Maker Faire Production Team will ensure that adequate janitorial and rubbish pickup service (outside of your booth) is performed daily.
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 inside the exhibit space, the negative battery terminal must be disconnected, and the fuel tank cap must be taped or locked.
Child Safety: Maker Faire is a family event. We appreciate your assistance in keeping Maker Faire a safe environment for the children in attendance. For safety purposes, all children under the age of 15 must be supervised at all times during set-up 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, which create an unsafe environment for pets.
Precautions: The potential of theft and disappearance of items can be greatly reduced if a few simple precautions are taken:
- Do not leave purses, laptops, cell phones, or any easily portable items unattended at any time in your exhibit area.
- Avoid leaving any small items of significant value in your booth overnight.
- If possible, cover your display with a flameproof drop cloth overnight.
- Run wire or cable through as many items as possible and lock at night.
- A solidly constructed, lockable trunk provides security and storage for small items.
- Report any suspicious person or theft in the building or on the grounds immediately to the Maker Faire Show Office or Staff, and Security Officers will be notified and an incident report filed, if applicable.
- Lock valuables in the trunk of the car, where they are not visible.
- Travel in pairs at night.
- Ask your hotel for a safe deposit box to store your valuables.
- If you are demonstrating a valuable piece of equipment, please remove it from your booth each evening.
FIRST AID, EMERGENCY & EVACUATION
First Aid Facilities: An EMT will be on-site Friday through Sunday during Maker Faire setup and show hours. First Aid Services will be available at the First Aid Tent which will be highlighted on the event map in the printed program guide and mobile app. There will be signage to direct you to First Aid. This is also where our Emergency Medical Technician (EMT) will be stationed.
Emergency: In the event of a medical emergency, notify the production crew, 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 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.
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 an obvious reason for the alarm, please calmly make your way to the nearest exit and encourage 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, sponsors will be granted access prior to members of the public.
RULES & REGULATIONS
We want to thank you for your cooperation in complying with the rules and regulations to help keep Maker Faire a safe event. If you have any questions regarding the following rules, please feel free to contact us.
Building Regulations: In accordance with restrictions imposed by the Event Center, the following rules must be adhered to: No drilling of holes, attaching to or painting of the floor, or any other defacement to floors or walls. When such damage occurs, the Sponsor is solely responsible and is liable to the owner of the property so damaged.
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.
Please do not insert stakes in the ground, as it can be costly and dangerous. There is wire underground that will be damaged if stakes are used.
Alterations shall not be made to the buildings, grounds, or parking lots. Temporary changes such as the installation or removal of fences, removal or trimming of trees, painting, or equipment relocation are prohibited.
Event Production 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.
Sufficient space must be provided within the booth for the comfort and safety of persons watching exhibits, demonstrations, displays, or workshops. No exits, fire fighting equipment, or emergency equipment may be blocked or obstructed under any circumstances.
Compliance with Americans with Disabilities Act (ADA) is a legal requirement for public facilities. This law became effective in January 1992. It requires access for disabled persons at convention centers, and as necessity follows, floor exhibits.