Sponsor Toolkit World Maker Faire New York 2017


September 23 & 24, 2017 New York Hall Of Science | 47-01 111th Street | Queens, NY 11368

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: sponsorrelations@makermedia.com.
Check back in early September for updates.


Checklists + Deadlines Checklists + Deadlines

   Immediate: Make hotel reservations with our partner hotels.
   Immediate: Promote Maker Faire with web badges and flyers.
   Aug 25: Login to the Maker Faire Portal and complete order forms.
   Sept 1: Deadline for booths 20’x20′ and larger to submit layout for Fire Marshall.
   Sept 1: Booths with fire or safety concerns, submit a General or Fire Safety Plan.
   Sept 1: Deadline to order Booth Services through online form.
   Sept 12 – 16:   Booth location and event maps shared.
   Sept 18: Last day shipments accepted at SLI Freight Advanced Warehouse.
   Sept 18: Certificate of Insurance submitted.
   Sept 18 – 22: Direct to show-site shipments accepted.
   Sept 21: Make sure complimentary guest tickets have been distributed.
   Sept 21: All staff registered for Entry Passes.
   Sept 22: Arrive for check-in and set-up!


Preparing for Maker Faire 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 and memorable event. Leading up to the show, you will receive email communications which are designed to keep you informed of updates and deadlines. Please forward these emails to all your appropriate team members.

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 Toolkit.



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.



Using your Maker Faire Portal

Your Maker Faire Portal is an online tool providing access to order forms and management of your information specific to exhibiting at Maker Faire.

Once the Sponsor Entry Form is created or a Startup Sponsor Application is accepted, you will be prompted to Log In (prior users) or Sign Up (new users) for the Maker Faire Portal. Please note only one login per company is available, additional users will need to share the email and password to log in.

Log in to the Maker Faire Portal at any time to edit your Maker Faire entry information. Closer to the event when prompted, you can obtain your staff entry passes and attendee tickets there.



Promote Maker Faire

Let everyone know about your presence at Maker Faire! Web banners, flyers, and logos available on the Promote page.

Official hashtags for World Maker Faire New York: #MFNY17 & #makerfaire

Follow Maker Faire on Facebook, Twitter, and Instagram.



Media Activities

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 Generation

Sponsors are allowed to sell directly from their booth as long as they are licensed to sell in the state and follow state tax laws.

Maker Faire is a festival environment, and does not use lead generation devices. Please plan for an alternative methods for collection of contact info. Incentivizing with raffles, giveaways, etc. can be effective. It’s important to NOT rely on WiFi, to ensure there are no interruptions in obtaining your data.



Food and Beverage Policies

Health Permit

Food and beverages may not be sold. If you plan to give away edible samples, you will need to obtain a health permit from the New York City Health Department in advance of the event. Contact sponsorrelations@makermedia.com for details.

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. The 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.




Travel + Transportation Travel + Transportation


Hotel Accommodations

Don’t delay, reserve your World Maker Faire New York hotel rooms today. Hotel rooms are limited!

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.

There are two major airports nearby: John F. Kennedy International (JFK) and LaGuardia Airport (LGA).


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 for 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.




Exhibit Planning Exhibit Planning

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.



Photo Examples

Check out photos of Maker Faire, Makers, and Booth Examples for inspiration!



Exhibit Guidelines

  • Sponsorship packages include floor space only, with the exception of Start Up Sponsors which includes a 10’x10′ space, (1) 6′ table, (2) chairs, 5 amps of power, and 4 staff passes.
  • Booth numbers are only used for production purposes. It is important to note that booth numbers are not displayed or published and therefore not referenced by attendees.
  • Booth locations will be referenced by Zones within the event.
  • Booth locations will be shared 2-3 weeks prior to the event. We appreciate your patience as we finalize all placements!
  • For back walls, chain link fence is used for booths smaller than 20’x20′. You are welcome to hang signage and materials from the fence (ensuring the fencing is not harmed and the material is not heavy). Don’t forget the zip ties!
  • 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, or the StartUp Company who applied and was accepted, 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 appropriate amount of 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 exhibitor’s 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 how to dispose, 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 the Sponsor Service Desk) and break down all cardboard. Leave them 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. Booth cleaning services can be ordered through the Booth Service Order Form.


Booth Placement

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 various 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 may be included on materials for reference. Attendees can also find booths by using the Maker Faire website or inquiring at an Info Booth.



Booth Layouts

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 + 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 an 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 and changes will incur late fees and on-site requests are subject to availability. The Booth Services Order Form will require the Entry ID and Contact Email for access. (Available in the Maker Faire Portal or by emailing sponsorrelations@makermedia.com.)

For StartUp Sponsors – one 6’ table, two chairs, and 5 amps of power are included in your package. Additional services can be ordered from the Booth Services Order Form.

Dedicated internet service must be ordered through the Booth Service Order Form.

Order Deadline: September 1

The Booth Services Order Form is accessible from the Maker Faire Portal under the ‘Tasks’ menu. If the order form is not accessible, please email sponsorrelations@makermedia.com.

Payment: Payment for booth services is due in advance of the event. Please provide your company billing Information in the form. An invoice for payment, by check or wire, will be emailed approximately 1 week after submitting the order 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.


Electrical Services

  • 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 to be brought to the booth for install.


Internet Services

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.
  • 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.


Security Guards

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 with you overnight 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.


Shipping + Material Handling

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 by completing the Shipping Form below.


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
Shipping Info Kit and Forms:
Inbound Shipments and Deliveries: Tips:
  • 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 (Sept 19-22) to avoid waiting. (Items received on set-up day will take longer 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.
Inbound Shipments by own carrier:
  • Advance Warehouse Arrival Dates: August 21 – September 18
  • Show Site Arrival Dates: September 19 – September 22

Outbound Shipments and Pickups:

All outgoing shipments and pick-ups requiring a forklift must be scheduled for Monday, September 25 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!

Outbound Shipments by own carrier:
  • Complete a Bill of Lading Outbound Shipping Form in advance, or pick up a copy on-site at the Sponsor Services desk. Forms must be returned by 7:30pm on Sunday, September 24th (or emailed in advance).
  • Arrange pick-up with your carrier for Monday, September 25th . Carriers (FedEx, UPS, etc.) will not pickup items not on their scheduled list.
  • Complete pack up and label all of your materials, and leave them inside your booth space. You will need to bring your own packing materials, tape, labels, pallet wrap, etc.

For the easiest process, use SLI Freight as your shipping carrier to make sure your materials go where they need to go next. An SLI Freight representative will be onsite to handle all of your outbound shipping needs.



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.




Onsite Preparation Onsite Preparation

Sponsor Staff Passes and Attendee tickets that come with your sponsorship package will be made available by mid-August.


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 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 Maker Faire 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.



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.

Get Your Entry Passes

After mid-August and once the entry form has been updated and the status is changed to “Accepted”, you will gain access to your company complimentary Attendee Tickets and Staff Entry Passes in the Maker Faire Portal:
  • 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.
NOTE:
  • The Staff Entry Pass registration site is different than the Attendee Ticket site.
  • Complimentary attendee tickets can only be used during show hours only.
  • Purchase more attendee tickets here


Staff 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 primary exhibit contact in advance.

Sponsor Check-In Desk will be located Zone 3 inside entry gates. View map to Sponsor Check-In here.

  • Enter at either main entrance through the special gate marked X, to have your staff pass scanned and receive an access wristband.
  • After entering, follow the signs to Sponsor Check-In + Service Station in Zone 3.
  • Receive a map to your booth and identification credentials.

  • 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. 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.


    Onsite Services

    Food + 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.



    Set-up + Load In

    Friday, September 22

    Set Up 9:00am – 7:00pm
    Maker Mixer 5pm – 6pm*
    Maker Dinner 6pm – 8pm*
    *Times are subject to change.

    Saturday, September 23

    Set Up 7:30am – 9:30am
    Showtime 10:00am – 6:00pm

    Sunday, September 24

    Set Up 8:00am – 9:30am
    Showtime 10:00am – 6:00pm

    *We strongly recommend that you setup on Friday, September 22.

    Major construction must be completed on Friday, and all final touchups must be completed by 9:30 am on Saturday, September 23.


    Load-In Process Drive On Site: To personally unload your exhibit materials at your booth space:
    • Each person in a vehicle must have a Staff Entry Pass to gain entry gates and on them at all times.
    • Obtain a Temporary Unloading Pass from Security and write the driver’s phone number on the Pass and display on the dash of the car. Drive slowly onto the grounds.
    • Quickly unload your materials as close to your booth as possible.
    • After 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. Large trucks should use the route shown here. 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.



    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, September 25th. No early teardowns or exits are permitted.

    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.




    Safety + Regulations Safety + Regulations


    Certificate of Insurance

    DEADLINE: September 18

    Please provide proof of insurance coverage through event dates, according to the Requirements outlined here



    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 wristband prior to engaging in the activity. 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.



    Drone Flying

    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.

    Fire + Safety Plans

    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 sponsorrelations@makermedia.com. It’s important to us that Maker Faire is safe, and we appreciate you checking with us.

    Due: September 1st
    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 dropcloth 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. Our team will notify Security Officers and an incident report may be filed.
    • Lock valuables in the trunk of the car, where they are not visible.
    • Travel in pairs at night.
    • Ask your hotel for a safety 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. 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 Maker Faire production crew, security personnel, or anyone with a radio. 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 New York Hall of Science 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 premises 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 New York Hall of Science 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 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 New York, as well as the ordinances of the City of Queens and all rules and regulations of the Police and Fire Departments of the City of Queens and the County of Queens 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 New York Hall of Science assume no responsibility for any losses due to fire, theft, accident, or other causes.

    Release + Consent

    TERMS AND CONDITIONS OF PARTICIPATION

    Provided that your application is accepted, and subject to the terms of this Participation Agreement (“Agreement”), Maker Media, Inc. (“Maker Media”) agrees that the person or organization identified below (“Maker”) may participate in Maker Faire New York 2017 (“Maker Faire”). The Maker agrees to participate in Maker Faire and to comply with this Agreement. In this Agreement, “we” or “us” means Maker Media, and “you” means the Maker identified below. “Exhibit” means the display, demonstration, presentation, performance, and/or other activities and materials that you provide or present at Maker Faire. Your signing of this Agreement creates a contract that limits the liability of Maker Media, Inc.; the Maker Faire sponsors, suppliers, concessionaires, staff, booth exhibitors, and venue proprietors; and each of their respective officers, directors, employees, representatives, affiliates and owners (collectively and individually, “Promoters”). We reserve the right to refuse your participation or reject your application without cause. If you are accepted, 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. You agree to all of the following provisions:

    RULES and LAWS: You agree to comply with all applicable laws, this 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 (other than our permits for the Maker Faire as a whole); and for payment of all taxes (including sales and use taxes), license fees, or other charges applicable to your participation in Maker Faire.

    ACKNOWLEDGEMENT OF RISK: By participating in Maker Faire, 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: You agree that we will not be liable in any way to you if we cancel or reschedule Maker Faire. You waive any claim or potential claim against us if Maker Faire is cancelled or rescheduled, and release us from any resulting or related liability, cost, expense, or damage. The Promoters will not be liable to you for damages of any kind, including but not limited to lost profits or other indirect, incidental, consequential, or exemplary damages in connection with Maker Faire and/or this Agreement, whether or not such you have been advised of the possibility of such damages or lost profits, or any damage, loss, harm, or injury to your person, property, or business except to the extent that applicable law does not permit such damage limitations.

    INDEMNITY: You agree to defend, indemnify, and hold harmless the Promoters, and each of them, 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.

    PHOTOGRAPH, RECORDING AND PUBLICITY RIGHTS: You acknowledge that Maker Faire, including you and the Exhibit(s), may be recorded in photographs, audio, visual, and/or audiovisual media (“Recordings”) 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 transcription, 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 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.

    USE OF YOUR INFORMATION, RECORDINGS, AND MATERIALS ON MAKER MEDIA PLATFORMS: You agree that Promoters may reproduce and display publicly for editorial and promotional purposes any written or electronic materials that you submit to us in connection with your application, as well as images and Recordings of your Exhibit (all of the foregoing, your “Project”), in and on any Maker Media Inc., MAKE:, or Maker Faire platform, including but not limited to makezine.com, makerfaire.com, MAKE: Magazine, and any other digital or print platform or medium sponsored or co-sponsored by Maker Media. You further agree that Promoters may publicly identify you in connection with your Project, including but not limited to publishing your name, location, and image. You waive any right to privacy or publicity that you may have in connection with all of the foregoing.

    LICENSE: You grant to Maker Media and all users of its digital and print platforms and media a license to use and reproduce your Project under the Creative Commons Attribution-NonCommercial-ShareAlike 4.0 International license (available at https://creativecommons.org/licenses/by-nc-sa/4.0/). Additionally, to the extent permitted under applicable law, you agree not to assert any and all rights that you may have under laws worldwide that concern “moral rights" or “droit moral," or similar rights, in connection with your Project. By agreeing to these rights, you allow others to share, redistribute, remix, transform, and build upon your Project as long as they provide attribution to you, link to the Creative Commons Attribution-NonCommercial-ShareAlike 4.0 International license (https://creativecommons.org/licenses/by-nc-sa/4.0/) and identify any changes made to your Project. You are solely responsible and liable for the consequences of posting and making your Project available and allowing others to access and/or use Your Content. You acknowledge and agree that your Project may be viewed worldwide.

    MISCELLANEOUS: This Agreement (including the 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. All licenses and consents given under this Agreement are perpetual.

    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.





    Common Maker Faire Portal 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 login. 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 username and password. Try resetting 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.