Sponsor Toolkit Maker Faire Bay Area 2017
May 19, 20 & 21, 2017 San Mateo Event Center | 1346 Saratoga Drive | San Mateo, CA 94403
Welcome Sponsors! This is your resource center and primary guide as you plan and prepare for Maker Faire. Leading up to the show, you’ll also be receiving email communication and deadline reminders from us. The Maker Faire Sponsor Relations team is here to support your planning efforts and on-site activation. Email us at: firstname.lastname@example.org.
Checklists & Deadlines
Update Sponsor Online Directory Information: complete at Sponsor Information Form
Book Hotel Rooms: Rooms are booking up quickly! Where to Stay
Need Creative Services? Let us know. Email: email@example.com
Standard Booth Service Order Form: includes furniture, audio visual, internet and security, located in your Sponsor Portal
Electrical Form: Edlen Electrical Form
Audio Visual Form: ETS
Maker Faire Bay Area Online Directory: Check how your exhibit is displayed and make any needed updates. Log into Sponsor Portal and press the View/Edit Public Info link.
Booth Layout Due for Fire Marshall: Prepare a booth layout and follow the booth guidelines located below in the Exhibit Planning Section of the Sponsor Toolkit when planning your presence, including height restrictions, safety and trash. Email booth layouts to: firstname.lastname@example.org
Need Labor and/or Janitorial Service: Let us know if you would like us to help you arrange for additional booth setup and takedown assistance or janitorial services. Click here for COI
Due: Friday, May 12, 2017
Provide a Certificate of Insurance: COI Information Please email certificates and endorsements directly to email@example.com or send via fax to 866-345-0802.
Shipping Forms: Please find information located below in the Order Forms and Services section of the Sponsor Toolkit regarding SLI Freight Shipping Instructions, Material Handling and Outbound Bill of Lading Forms, and Shipping Labels.
Preparing for Maker Faire
The Sponsor 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, memorable event. Together we can make Maker Faire a truly unique, educational, safe, and extraordinary experience for all by adhering to the rules and regulations outlined in this manual.
Leading up to the show, you will receive email communications from the Sponsor Relations team, which are designed to keep you informed of updated information in this Toolkit and deadlines. Please make sure all main contacts are included on these emails.
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.
Friday@Maker Faire Program
Friday at Maker Faire is a special program and a preview day for:
- Maker Industry Partners
- School Groups and Educators
- Media and Press
- Special Groups – a way to bring your team to Maker Faire to experience it before the crowds.
- Ticketed Public Entry – for individuals wanting to skip the weekend crowds.
Using the Sponsor Portal
Each sponsor will begin the planning process by completing the Sponsor Entry Form. (StartUp Sponsors – we have your Maker Entry information and this form does not apply.)
You will be prompted to Login (prior users) or Sign Up (new users) for the Portal. One login per company.
The Sponsor Entry form will take about 10 minutes to complete and can be saved & continued later.
The form includes 3 parts:
1.Public Company Info for use in 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.
Submit the form to receive the company Entry ID which allows identification and access to the Booth Services Order Form.
Login to the Sponsor Portal at any time to edit the Entry Form if needed and access company staff entry passes and attendee tickets.
Portal Login Page
Promote Maker FaireMobile App and “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 Info Form for your company to be included. This is the place to share your message and activities directly with makers and attendees!Social Media
Promote your presence at Maker Faire! Web banners, flyers, and logos available on the Promote page.
Official hashtags for Maker Faire Bay Area: #MFBA17 & #makerfaireFollow Maker Faire on Facebook, Twitter, and Instagram.
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.Film/Photography and Media 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.
Presentation and Speaking Opportunities
Anyone may submit an application to speak through the Presentation Form on the Call for Makers page. Presentations are reviewed and accepted by the content team and are not related to sponsorship. Late applications are often considered; please let us know if you are submitting a proposal after the deadline.
Selling and Lead Gen
Sponsors are allowed to sell directly from their booth as long as they are licensed to sell in the 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, and we suggest incentivizing with raffles,giveaways, etc. We suggest that the recording method does not rely on WiFi, to ensure there are no interruptions.
Food and Beverage PoliciesHealth Permit
Food and beverages samples may not be given away without first completing the following Health Permit forms and fees by the deadlines:
- Pay the Health Permit Fee – Due 4/7
- Submit a Health Permit Form – Due 4/7
- Take the Health Permit Quiz – Due 4/7
- Follow the Guidelines.
- Use the Checklist and Handwashing Handout when planning booth set-up and while on-site.
- Display an ingredient list to alert attendees with any allergies and/or food sensitivities.
- Samples must be 2 oz. or less.
Concession stands will be open during the show and the cafeteria will be open for setup on Friday. In addition, a Maker Lounge will be available to all sponsors and staff (with credentials) to purchase food and avoid regular concessionaire food lines. Menu available at check-in.
Make: magazine Subscriptions
Sponsorships include a number of 1-year corporate subscriptions to Make: magazine. Complete the subscription information for the issues through this form. Deadline: June 30, 2017
Travel & Transportation
Maker Faire partner hotels, rates, 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. Most hotels have shuttles to the event site.
We recommend that all sponsors stay at the Pullman Hotel, formally the Sofitel.
Nearby airports are San Francisco International Airport (SFO), Oakland Airport (OAK), and San Jose Airport (SJC).
Weather and Packing Tips
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. In the case of rain, the show will go on! You are responsible for providing any supplies needed during the event. We recommend bringing any of the following: Tarps and containers to protect product/equipment in case of rain (if outside); 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.
Getting to Maker FaireComing Soon! Refer to the Getting to Maker Faire page for up-to-date details and directions to parking lots and public transportation. Driving Instructions
Vehicles should enter the event center at 1346 Saratoga Drive for deliveries, set-up/teardown, set-up parking, and check-in. During the event, please be aware that the surrounding area becomes congested with traffic and parking spaces are filled.
Thursday Set-Up: Parking for Thursday set-up day is available at the event center (1346 Saratoga Drive) "East Lot" at no charge.
Friday - Sunday: Event center parking Friday – Sunday requires a 3-day parking pass purchased on-site on Thursday 5/18, 10am – 5pm only, by the East Gate Sponsor Check-In desk. Space is first-come, first serve; a pass does not guarantee a spot, so arrive early.
All public parking during the event is at off-site lots, with free shuttles. Plan schedules accordingly and check parking and traffic info online often. We recommend taking public transportation and arriving early.
Maker Faire is anything but a 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 in advance.
- 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 all 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 without prior approval.
- 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 and Height
- 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 and 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.
Sustainability and Disposal
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.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.
- 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 us in advance of the show.
- We do not allow separate waste bins in the booth, as it becomes mixed and no longer recyclable. 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.
- 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.
- 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. Contact us to order booth cleaning services.
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’s 10 Zones. The layout changes slightly every year based on the types of exhibits.
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. The Zone where the booth is located can be included on materials for reference. Attendees can also find booths by using the Maker Faire mobile app or inquiring at an Info Booth.
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 indicated (for booths 20’x20′ and larger)
- Electrical and Internet distribution locations, if not standard back of booth.*Custom distribution will have additional labor costs. Optional templates to use are available here.
Order Forms & Services
Booth services and equipment should be all be ordered through the forms listed below in advance of the event. Late orders/changes will incur late fees and on-site requests are subject to availability.
- Booth Services Order Form:Furniture and equipment rentals, Internet connection, A/V, and dedicated security are ordered through Maker Faire's online form.Due: April 28
- Electrical services: Provided by our partner vendor, Edlen Electrical and ordered directly through Edlen.Due: April 28.
- Material handling and drayage, and shipping logistics as needed, are arranged through our partner vendor SLI Freight, even if using your own carrier.
The Booth Services Order Form will require an Entry ID and contact email, provided by completing the Sponsor Entry Form.
Payment for booth services is due in advance of the event.
Maker Faire Creative Services Team
Let the experts help design your booth! Our Maker Faire Creative Services Team offers booth design, build-out services, and custom or speciality offerings, including graphics, flooring, and furniture. Our goal is to provide our partners a streamlined and economical service to create a booth presence at the event that will both showcase your brand and resonate with our audience.
- Looking for more unique furniture than the standard offerings?
- Want a stand-out backdrop or flooring?
- Need a team to build-out your existing design?
- Interested in a proposal for booth design ideas?
Furniture & Equipment
Basic furniture and equipment rentals are provided by Maker Faire and ordered through our online form. If speciality or custom items are needed, contact our Creative Services team.
- 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.
- Exhibitors may bring their own furniture, provided they do not leave it at the show site after the event.
- Linens and extension cords must be picked up at the Sponsor Services Desk.
Edlen Electrical is the provider of all electrical services. Orders can be made through Edlen’s online order form. Electrical drops will be located at the back of a booth space, unless indicated otherwise on a booth layout provided to Edlen, and drops may be shared with a neighboring booth; please make sure you are only using the number of outlets ordered. Please bring or rent surge protectors and extension cords. Electricity is on during set up and show hours, and 24-hour electricity can be ordered.
Click here for Edlen Electrical Order Form. Advance Payment Deadline: April 28
If your booth activities rely on Internet connectivity, it is essential that you order dedicated Internet services for your booth through the online order form. 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. We would be happy to review your needs 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, 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.
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 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 through the online order form.
We recommend taking valuables back to the hotel and securely storing booth materials under tables or out of sight.Maker Media, Inc. and the San Mateo Event Center 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.
Shipping & Material Handling
You may use any carrier to ship materials to the advance warehouse or direct to show site by following the instructions below. If you do not have a preferred carrier, our logistics partner SLI Freight can provide shipping services, and we highly recommend SLI particularly for international or special freight, to ensure a safe and timely arrival.
If you would like to have SLI Freight handle your complete shipping needs, please review the documentation and contact information below.
All shipments arriving at the advance warehouse or direct to show site will incur material handling fees.SLI Freight is the official provider of material handling and drayage at Maker Faire. Fees are based on weight of materials and cover receiving your shipment, delivery to booth, storage of empties during the show, and return of empties during teardown. For details and costs, review the documents listed below.
Personal vehicles not requiring unloading assistance or storage of empties will not have material handling costs.
PDF Shipping Forms
Click here for complete SLI Freight Shipping and Material Handling Instructions & Forms.
Click here for Material Handling and Outbound Bill of Lading Forms.
Click here for Shipping Labels.
SLI Freight Contact Info
- Contact: Sammy Bensasi
- Office: +1.954.748.6874 ex. 25
- Mobile: +1.954.554.7326
- Email: bensasi.S@sli-inc.com
Inbound Shipments and Deliveries
- Arrival to Advance Warehouse: April 17 - May 12 only
- Show Site Arrival Dates: May 16 - 19
- 1. Shipments through your own carrier can be sent to the Advance Warehouse or Direct to Show Site during the dates listed and using the provided shipping labels.
- 2. Use a consistent company name (no booth number) on all packages.
- 3. Complete the Material Handling Form and return to SLI Freight to schedule a delivery time and receive estimated material handling costs.
- Ship to the Advance Warehouse for lower material handling costs and to ensure your materials are onsite when you arrive.
- Schedule Show Site deliveries prior to set-up day (May 18) 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 booth until requested by an on-site representative for security reasons.
Outbound Shipments and Pickups
All outgoing shipments and pick-ups requiring a forklift must be scheduled for Monday, May 22, 9am – 3pm. No freight pickups on Sunday.
- Complete an outbound Bill of Lading and return to SLI in advance or on-site during Sunday teardown by 7:30pm.
- Plan for at least 1 hour lapse of time between the end of the show and the return of your empties. Priority is given to to those with advance arrangements made with SLI.
- Arrange pickup with your carrier for Monday, May 22. (Carriers such as FedEx, UPS, etc.) will not pickup items not on their scheduled list.)
- Completely pack up and label all of your materials and leave items in your booth space. You will need to bring packing materials, pallet wrap, labels, etc.
For the easiest process, use SLI Freight as your shipping carrier to make sure your materials get back home or to the next event. SLI Freight representative will be onsite to handle all of your outbound shipping needs.
Storage Plan to store your swag, product, etc. within your booth space. Locking cabinets are available to rent. Accessible storage is limited and offered on a case-by-case basis as the rental of a back-of-house (outside of show area) storage container for your use. Arrange by April 15th.
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 and brought to the attendee entrance gates during public show hours.
- How to Access Attendee Tickets:
- Once the Sponsor Info form has been updated and the status is “Accepted”, you will gain access to your company complimentary Attendee Tickets and Staff Entry Passes through the portal.
- Click "Get Your Entry Passes and choose attendee tickets from the list available to go to the unique Eventbrite page. Each ticket type has a separate registration page and company code. The URL has 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.
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.
Staff Onsite Check-In
Refer to the Getting to Maker Faire page for directions and parking information during setup. A check-in map with gate entrance information will be sent to the main exhibit lead in advance.
Sponsor Check-In Desks will be located at both Maker Faire entry gates. The East Gate off 1346 Saratoga Dr. is located within the available parking lot. A map will be sent prior to the event.
- All staff setting up and/or working in the booth need to register for a Staff Pass in advance and bring the pass (printed or on mobile) to Sponsor Check-In upon arriving to receive entry credentials and a map locating company booth.
- Passes are not name specific and may be transferred if staffing plans change, but can only be used one time by one individual. Each pass covers set-up through teardown.
- Sponsor Check In Map
- Staff/Exhibitor Parking Map
Onsite ServicesFood & Beverage
A Maker Lounge will be available for all Sponsor Staff with credentials to avoid regular concessionaire food lines, to relax, and to purchase food and beverages more quickly.Sponsor Services Desk
During set-up, show hours, and teardown, a representative from the Sponsor Relations Team will be available at the Sponsor Services Desk should you need any assistance. The Sponsor Services Desk is located in the northeast corner of Expo Hall in Zone 2, and will be indicated on the Check-In Map. If you have any issues relating to your booth services, load-in/teardown, shipping, or just want to say hi, we look forward to seeing you!
Set-up and Load In
SET UP HOURS
- Thursday, May 18: 10:00 am – 6:00 pm*
- Friday, May 19: 7:30 am – 12:30 pm
- Saturday, May 20: 7:30 am – 9:30 am
- Sunday, May 21: 8:00 am – 9:30 am
*We strongly recommend that you setup on Thursday, May 18, even if you have a small exhibit. Friday is a busier day with less time to resolve unexpected issues.Load In Process 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, or have already checked in and received entry wristbands.
- 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 enter at 1346 Saratoga Dr. and follow the signs to Shipping & Receiving for unloading. Please review the Shipping and Material Handling procedures here.
Unloading Assistance: If a forklift is required to unload your exhibit materials directly at your booth, please arrange a delivery window and material handling with SLI Freight. Personal vehicles may be unloaded by hand.
Teardown and 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. 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 1 hour. 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.
Safety & Regulations
Certificate of Insurance
Please provide proof of insurance coverage through event dates, according to the Requirements outlined here, by May 12th.
Activity Waiver Wristbands
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 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
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 the above items will be present in your booth space, a Fire or General 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. If you're unsure, email us at firstname.lastname@example.org. 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.
Fire & Safety Regulations
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: Both will not 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 attending. 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, all of which do not create a safe 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
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
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.
Common Login Issues
If you are having trouble logging in to your Sponsor Portal, please see the following for assistance:
- Problem: An error message: There was a problem with your log in. There is a user with the same email.
Solution: This must be fixed on the backend. Please contact email@example.com
- Problem: I am not able to login and I do not receive an email when I hit the Reset Password button.
Solution: Please use the Sign Up button rather than the Login or Reset Password buttons. We have updated our system as of late 2015 and we do not currently have a login associated with this email address.