Welcome Presenters and Performers!

This is your resource center to guide you through the many details of speaking and performing at Maker Faire.

We update the toolkit frequently. If you can’t find the information you need, please check back.

  • Maker Faire Bay Area Date & Location

  • May 20, 21 & 22, 2016
  • San Mateo Event Center
  • 1346 Saratoga Drive
  • San Mateo, CA 94403



    Check back for soon for more information and links.

  • DEADLINE PASSED — Entry Forms were due February 21. Apply late. Late applications are reviewed as space allows.
  • March 31 — Performer Notification
  • April 30 — Presenter Notification
  • Late April / Early May — Stage time/location, ticket codes and instructions will be sent by email; Passes and tickets must be obtained before arriving for setup.


    Arrival and Load In

    ARRIVE an hour (or more if needed) prior to stage time check-in with your Stage Manager. Return to the stage 15 min prior to start time for mic and/or slide set up.


    Friday, May 20 SHOWTIME 1pm – 5pm
    Saturday, May 21 SHOWTIME 10:00am – 7:00pm
    Sunday, May 22 SHOWTIME 10:00am – 6:00pm

Preparing for Maker Faire

Presenter/Performer Ticketing

Shipping, Travel Tips and Resources

Directions & Parking

Check In Process

During the Event


Rules and Regulations

Release and Consent

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 and regulations outlined in this manual.

Leading up to the show, you will receive confirmation emails with ticket codes and stage times, a map, and other important information. Prior to arriving onsite, we expect that you have read this Presenter/Performer Toolkit.

Back to Top


Presenter/Performer Ticketing

Tickets: By May 1, we will email details about obtaining your tickets. All Presenters and Performers must have their tickets before arriving onsite. (Tickets can be printed or on your digital device.) It is important for our advance planning that all participants have tickets prior to the event. We are no longer able to accommodate additions at Check In. If any problem arises while obtaining your tickets and the issue has not been resolved in advance, come to the Maker Service Center (Gate 8). For additional general admission tickets, please see the General Ticketing Site.

Each Presenter or Performer receives:

  • Complimentary One-Day Tickets – in appreciation of your efforts!
    • quantity: 2
    • for anyone: additional assistants, family, friends, or your guests
    • Sat & Sun entry show hours only: Sat 10-7, Sun 10-6

To obtain your complimentary tickets:

  1. Wait for your Maker Newsletter: Maker Entry Passes and Ticket Codes email. If it is after April 19, email makers@makerfaire.com.
  2. Log into the Maker Admin Tool.
  3. Click on the GET TICKETS button.
  4. Choose your tickets from the list available. This will take you to the Maker Ticketing Eventbrite Site.
  5. After finishing the Eventbrite process, your passes and tickets will arrive by email.
  6. 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.
  7. Print and bring your pass/ticket to Maker Faire. Each pass/ticket can only be used one time.

Note: Complimentary tickets can only be used during show hours, Sat 10-7 & Sun 10-6.

I can’t find my promotional codes to get my passes or tickets. What do I do?

The codes will be sent to the contact email in your submission. They will be sent to the same address as all other communications. If you can’t find them, search your spam and inbox for an email with the subject: Ticket Codes. Presenters, if you still can’t find the email, email jess@makermedia.com with the subject line: CODES: (Your Presentation Topic, Band Name or Performance Name) and (Your Name). Performers, if you still can’t find the email, email makers@makerfaire.com.

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.

Back to Top

Shipping, Travel Tips and Resources


If you plan to ship any items to the San Mateo Event Center for Maker Faire, you need to alert our Shipping Department with this Maker Shipping Form. If you can guarantee your delivery anytime Monday, May 16, thru Thursday, May 19, direct your delivery with a detailed shipping label that includes all of the following information to:

  • 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 coordinate bringing it to the stage.

If you need forklift assistance for your package, let us know in advance by completing the Special Request Form.

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 22. We require that you bring packing tape and shipping labels to the site if you plan to ship materials from your exhibit. We do not have shipping supplies or printing onsite. 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 your shipments in your exhibit space.

All return shipments, must be fully packed, with return labels attached. You are required to call for pick-up from your carrier, even if other packages are already being picked up by that company. The carrier will only pick up packages on their pick-up list.

If you have any questions regarding shipping, please contact makers@makermedia.com and/or speak to your Stage Manager during the event.


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.


To assist you, we have provided addresses and directions for various Local Merchants and Resources near the event site.


Let the world know that you are an official Maker and will be exhibiting 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.


We welcome your help at the 11th Annual Maker Faire Bay Area. We offer a Maker Faire Traveler Program which helps you understand and support the Maker Movement. By becoming a Maker Traveler you can make a valuable contribution to the success of Maker Faire and enhance the Maker Movement in your community. You will experience the Maker Movement, learn about Maker Faire production and join the Maker Community. There are great benefits to this completing program, including a ticket to Maker Faire and more. Visit the Maker Traveler Program page for more information.

Back to Top

Directions and Parking

There are many ways to get to and from Maker Faire. Please see the Getting To Maker Faire page for the most up-to-date information regarding routes, traffic and public transportation.

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.
Maker Faire starts promptly at 1:00 pm on Friday and 10:00 am on Saturday and Sunday. Please keep traffic in mind and plan to arrive with enough time to park and use the shuttle or walk from public transportation.


There are many public transportation options to get to Maker Faire.The Millbrae BART station is approximately 8 miles from the Fairgrounds. The CalTrain, running between San Francisco and San Jose, arrives at the Hillsdale station hourly on weekends and weekdays. CalTrain connects with BART at Millbrae. See caltrain.com and bart.gov for schedules and additional information. Please see the Getting To Maker Faire page.


Please see the Getting To Maker Faire page.


There will be limited handicap parking available at the San Mateo Event Center (fills up fast) and at remote lots with handicap shuttle. Please see the Getting To Maker Faire page.


Yes, a secure bike valet area will be available. Please see the Getting To Maker Faire page.
Back to Top

Check In Process


  • 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 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.


  • 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

Refreshment: No outside food or beverages are permitted based on the rules of the Event Center. Concession stands will be open during the show. 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. A Maker Lounge will be available for all Makers, Presenters and Performers to avoid regular concessionaire food lines, to relax, and to purchase food and beverages more quickly. A menu with prices can be found in the Maker Packet you will receive at the Check In with your Stage Manager.

Maker Lounge: 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.

Pets: For the safety and well being of our four-legged friends, please leave your pets at home. There are loud noises, many movable parts, fire elements, and large crowds, all of which do not create a safe environment for pets.

Emergency: In the event of a medical emergency, notify an 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.


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.

If you have “free stuff” for giveaway, 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 sustainability@makermedia.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!

Back to Top

Frequently Asked Questions

Presenter/Performer Ticketing

Directions and Parking

Stage Location

Everything Else…

Everything Else…

Will there be Internet at Maker Faire, how can I access it?

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 makers@makermedia.com asap. There is very limited availability and a significant cost for this service.

I’m a first-time Presenter/Performer, do you have any advice for me?

Yes. 1) Watch this video made by a Maker during Maker Faire Bay Area 2012. 2) Read through the Presenter/Performer Toolkit; There’s a ton of great information in there. If you still have questions, contact us at makers@makermedia.com

I haven’t heard anything from Maker Faire. Am I missing any messages?

Our emails might be in your spam or junk folder. Please check that folder, and add jess@makermedia.com to your contacts.

Your first message should have arrived immediately after you submitted your entry form. Your next message will arrive around March 31 with news about your acceptance. After that, we will send a confirmation email around May 1st.

Back to Top

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.

Every participant, employee, agent, or contractor connected with the use of the premises shall abide by, conform to, and comply with all the laws of the United States, the State of California, as well as the ordinances of the City of San Mateo and all rules and regulations of the Police and Fire Departments of the City of San Mateo and the County of San Mateo and make no violation or breach of peace.

Exhibits must be in 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. A Guide to the Disability Rights Laws can be found at http://www.usdoj.gov/crt/ada/cguide.pdf

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.


To 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.


Note: 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

All Maker Safety Plans must be submitted to the Maker Faire Production Team by March 25th. 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.

Back to Top

Release and Consent

If accepted, Maker Media, Inc. agrees to the participation of the person or organization identified below (“Maker”) in Maker Faire Bay Area 2016 (“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 and 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.

MISCELLANEOUS: 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 AND 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.

FILMING AT MAKER FAIRE: All Media, film and photography crews must register via the Maker Faire Media Page. Photography and videography at Maker Faire Events is not permitted without press credentials and a Camera Tag provided by the Maker Faire Media Department. Press credentials and camera tags are issued at the discretions of Maker Faire and can be withdrawn at any time if misused.

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.

Back to Top

More info coming soon!