Presenter/Performer Toolkit World Maker Faire New York 2018


September 22 & 23, 2018 New York Hall Of Science | 47-01 111th Street | Queens, NY 11368

Welcome Presenters + Performers! This is your resource guide for the many details of speaking + performing at Maker Faire. We update the toolkit frequently. If you can’t find the information you need, please check back. Significant updates will be made by Early September.
For general inquiries about presenting and performing, email presenters@makerfaire.com.

If you would like to be a Sponsor, please visit our Sponsor Page or contact partnerships@makermedia.com. Positions fill quickly.
If you are a Maker, see the Maker Toolkit.




Getting Started Getting Started

The Presenter/Performer Toolkit is designed to help you navigate the logistics of Maker Faire, and most importantly, to help make your involvement in Maker Faire a positive and memorable event. Together we can make Maker Faire a truly unique, educational, safe, and an extraordinary experience for all by adhering to the Rules + Regulations outlined in this Toolkit.

Your first message should have arrived immediately after you submitted your entry form. Your next message will arrive at by mid August for presenters and the end of August for Performers with news about your acceptance. Leading up to the show, you will receive confirmation emails with ticket details and stage times, a map, and other important information.

We will send a confirmation email in early September with additional details. Prior to arriving onsite, we expect that you have read this Presenter/Performer Toolkit, know your stage and schedule, and have downloaded your Entry Passes

Our emails might go to your spam or junk folder. Please check that folder, and add presenters@makerfaire.com to your contacts.

If you still can’t find any messages, email presenters@makerfaire.com.

If you applied before July 23rd and your application is not accepted – we can provide you with a discount code for up to two discount tickets that match the early bird prices. Please email makers@makerfaire.com. to request that discount code.


Presentation Details

With our Maker Faire Portal you can view and edit your application. You can manage your presentation description, photo, or bio which appear publicly on your Maker page and on the schedule page. Changes to your public information must be made by August 31st.



General and Fire Safety Plans

If you’re concerned your presentation or performance might put the attendees or your team at risk, please bring any and all concerns to our attention. Email makers@makerfaire.com. We will advise you as to whether or not a safety plan is needed.

Safety concern examples: you or your presentation/performance has chemicals, gas, or other items of that nature; your presentation/performance has activity or might require safety barricades; an attendee at your presentation/performance might potentially get hurt in any way; etc.

General Safety Plan vs. Fire Safety Plan: Fill out the General Safety Plan for all general safety issues which do not include concerns about fire or flammable materials. Complete the Fire Safety Plan if heat elements or fire of any size, including candles, small flames, burners, etc. are part of your exhibit. If you’re unsure, email us at makers@makerfaire.com. It’s important to us that Maker Faire is safe, and we appreciate you checking with us.

Submit a General Safety Plan.
Submit a Fire Safety Plan.


First Time Presenters

Check out this video made by a Maker during Maker Faire Bay Area 2012.


Promote – ADD MAKER FAIRE TO YOUR WEBSITE + EMAIL SIGNATURES

Let the world know that you are an official Speaker 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.





MF-Relations_Icon_TicketsPresenter/Performer Ticketing

All Presenters + Performers must have their Maker Entry Pass or ticket before arriving onsite. (Passes and tickets can be printed or on your device.) It is important for our advance planning that all participants have entry passes prior to the event. We are no longer able to accommodate additions at Maker Check-In. If any problem arises while obtaining your passes, and the issue has not been resolved in advance, come to the Maker Service Center on 111th Street.
Purchase general attendee tickets here.

Each Presenter or Performer receives:

2 Maker Entry Passes
  • Good for the entire event! Pre-show/set-up and show hours
  • If you require more entry pass or tickets to support your presentation, please email presenters@makerfaire.com

You will be notified when your Entry Passes and Tickets are available via a Maker Newsletter. If your Entry Passes are not available from your Maker Faire Portal by late August, please email presenters@makerfaire.com

To obtain your Maker Entry Passes and discounted tickets:

  1. Wait for your Newsletter notifying you that your Entry Passes are ready.
  2. Log into the Maker Faire Portal.
  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. You will receive a wristband in exchange for your Maker Entry Pass.


One of my Panelists or Performers changed. How do I change the ticket?

The name on the ticket does not have to match the name associated with it. If you’ve already sent the e-ticket, ask him/her to forward it to the new Panelist or Performer. It can only be used once. You do not need to notify us of the change.

Do I have to print my ticket or can I bring my e-ticket on my phone or tablet?

Yes, you can bring your pass on your phone or tablet, but it may be easier and foolproof if you print it out. If you decide to keep them on your phone, please download the Eventbrite attendee app.


Other Ways to Participate

Maker Faire Traveler Program:

We welcome your help at the 8th Annual World Maker Faire New York. 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. Benefits to being part of the Maker Faire Traveler Program include a ticket to Maker Faire and much more. Visit the Maker Traveler Program page for more information.



If you plan to ship any items to the New York Hall of Science for Maker Faire:
You must alert our Shipping Department by filling out the Maker Shipping Form.

Please guarantee your shipment arrival between September 17th through 21st, 2018.
Direct your delivery to:

Maker Faire 2018

(Your Project Number, Maker Name & Local Phone Number)
NY Hall of Science
47-01 111th Street
Queens, NY 11368


Finding Packages Onsite:

When you arrive for set-up, tell your Stage Manager that you have a shipment. They will contact Shipping and Receiving and they will bring your package either to the Stage Manager or your booth.

Note: Sponsors have a separate shipping and delivery process. They pay for this service onsite. Makers are expected to pick up their own shipments. If someone delivers your package and attempts to bill you, please alert your Stage Manager.

If you need forklift assistance for your package, let us know in advance by completing the Special Request Form. If your shipment arrives on a pallet(s) requiring a forklift to unload and deliver to your space, an $85 per pallet fee will apply.


Return Shipments:

Please make appropriate arrangements for a Sunday evening load-out. The New York Hall of Science and the Maker Faire Production Team will not be held responsible for any items left at the site after 10:00 pm on Sunday, September 23

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. You must have all packages fully packed, labeled and ready for pick up.

We will have a staging area for UPS and FedEx pick up for Monday morning. Your Stage Manager will tell you where the staging area is located. Do not leave them in your exhibit space.


Important:

  1. Alert our Shipping Department of Return Shipments by filling out the Maker Shipping Form.
  2. Print your bill of lading or shipping label before you leave your hotel. We do not have the ability to print them out onsite.
  3. You must call the shipper to arrange pick up – even if you know another exhibit is using the same company. They will not pick up your package, unless you make your own call. The carrier will only pick up packages on their pick-up list.
  4. Any shipments left onsite and not picked up on time will be charged additional fees for any storage and handling by our shipping partner, SLI Freight.

Trucks Onsite:

There is limited access to NYSCI for large trucks. Large trucks should use the route shown here.

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



Directions + Parking:

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Tips for Out of Towners

What to Pack: The average high temperature in New York this time of year is 76° F. In the case of rain, the show will go on! 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. You may also want to bring rain gear just in case!



Where To Stay:

The official hotel of World Maker Faire is the Sheraton LaGuardia East. 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 two major airports nearby: John F. Kennedy International (JFK) and LaGuardia Airport (LGA).




Onsite Details + Resources Showtime


CHECK-IN ONSITE

Before you arrive onsite:

  • A Check-In Map with Stage location will be for lead Presenter/Performer contact in advance of Maker Faire. Please bring it with you.
  • Obtain Maker Entry Passes and tickets in advance through Eventbrite by following the instructions here.
  • Know your project number: Your Project Number can be found in the subject line of your Acceptance Letter. Your Project Number is a 5-digit number that identifies which Presentation/Performance you are part of and helps us reference any details quickly. You must know your Project Number to check in. It’s important to ensure that all of your assistants know your Project Number, so that they may check in and find your location. Please pass it along.
  • Please keep traffic in mind and plan to arrive with enough time to park and use the shuttle or walk from public transportation.

Check-In Process:

  • Please present your ticket at the main gates.
  • Go directly to your stage where you will meet your Stage Manager.
  • Your Stage Manager will officially check you in, give you your Welcome Packet, and answer any questions you have.
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 exhibit you are part of and helps us reference the details of your exhibit 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.



DURING THE EVENT

Refreshment: Concession stands will be open during the show and the cafeteria will be open for setup on Friday. Vendors, promoters, Makers, or guests are not permitted to sell or give away food or beverage items without permission and obtaining a health permit. Alcohol is not permitted to be brought onto the property. Contracted Maker Faire concessionaires have the exclusive right to provide all food and beverages, including the sale of alcohol. Only approved Commercial Food Makers can offer samples under 2oz or sell pre- packaged items intended for consumption off-site. A Maker Lounge will be available for all Makers and exhibit assistants to avoid regular concessionaire food lines, to relax, and to purchase food and beverages more quickly. A menu with prices will be sent in a Maker Newsletter in advance, and can be found in the Maker Packet you will receive at check-in onsite.

Child Safety: Maker Faire is a family event. We appreciate your assistance in keeping Maker Faire a safe environment for the children attending the event. For safety purposes, we request that children under the age of 15 not be on the Maker Faire floor during setup or teardown hours. During Maker Faire, if your exhibit has hazardous materials or has elements of concern, please take the time to inform parents and children of safe practices for your exhibit.

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

Janitorial Services: The cleaning crew will complete a clean sweep of the aisles after 9:00 pm on Saturday night. Please consolidate garbage into larger bags when possible. We recycle. See the “Recycle” section below for details. Please note that the crew will not enter your exhibit area to clean on Friday or Saturday night. Do not leave items in the aisles, or they may be mistaken for trash. If you have a project that looks like it might be trash or recycling, please mark it as such in the evenings onsite or the sustainability/cleanup crew may dispose of it.

Security: Maker Faire Production will maintain 24-hour roaming perimeter security Friday thru Sunday. If it is valuable, take it with you!

Emergency: In the event of a medical emergency, notify your Stage 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 NYSCI 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 along Science Ave.

First Aid Facilities: The Maker Faire Production Team has arranged to have an EMT on-site, Saturday and Sunday during Maker Faire setup and show hours.

Evacuation: Should the need to evacuate arise, staff and visitors will be notified by Security Personnel. Stay calm. Immediately stop any demonstrations or presentations. Do not try to dismantle your exhibit. Even if you cannot see any obvious reason for the alarm calmly make your way to the nearest exit, encouraging others to follow you outside. Once outside, move away from buildings and keep emergency access routes clear. When the necessary authorities deem it safe to reenter the buildings and facility, Makers will be granted access prior to members of the public.

Drones: NO DRONE FLYING at Maker Faire on the grounds with the exception of the officially sanctioned, monitored and netted Drone event areas. State and local laws prohibit the use of drones at venues and events like Maker Faire unless they have been pre-approved. Safety is our number one concern.



RECYCLE

Please use recycling stations for aluminum cans, plastic bottles and cups, glass bottles and jars, all types of clean paper, plastic containers # 1 thru # 7, steel and scrap metal, and packing materials. At this time we cannot recycle plastic bags, Styrofoam, or plastic utensils. There will also be an area for corrugated cardboard. Please break down all cardboard for easy stacking and transporting. Additionally, compost bins will be available for all food items. Recycling stations will be located throughout the grounds, and we ask that you do not separate the bins from each other.

You are responsible for cleaning up your exhibit area and ensuring it is recycled or trashed. Please do not leave any garbage in your exhibit space.

Ask a Maker Faire crewmember for assistance if you have a large load that needs to be carried by a vehicle or if you require bins at your exhibit. If you have “free stuff” for giveaways, please identify it accordingly for those who can reuse it! We encourage you to use materials other than styrofoam or packing peanuts for packaging. Let’s all work together to reduce Maker Faire’s environmental footprint by thinking about the products we use and how to best dispose of them. If you have any special items you are unsure of how to dispose of, please contact Maker Faire’s Sustainability Coordinator at sustainability@makerfaire.com.



WEATHER

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! Rain happens! Cheap sheets of 3-4 mil painters plastic is great to have on hand to cover your exhibit in case it begins to rain. Brief your fellow Makers as well so that everyone will know what to do if it begins raining.




Common Login Issues

If you are having trouble logging in to your Maker Faire Portal, please see the following for assistance:

  1. Problem: An error message: There was a problem with your log in. There is a user with the same email.
    Solution: This error message is usually due the login for a particular email address originally being set up using either the Facebook or Google authentication method and then proceeding to set up a new login with a user name and password. Try reseting your password and contact makers@makerfaire.com if the problem persists.

  2. Problem: I am not able to login and I do not receive an email when I hit the Reset Password button.
    Solution: We have updated our system and you may need to reset your login information. Please use the Sign Up button rather than the Login or Reset Password buttons.



Frequently Asked Questions


Presenter/Performer Ticketing

Stage Location

Everything Else…



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