Sponsor Toolkit – Red Deer Mini Maker Faire 2017

Welcome Sponsors!

This Sponsor Toolkit page contains all information and links you will need to plan for National Maker Faire. You will also be receiving regular email communication with updates. Please review all of the guidelines and deadlines in this Toolkit to ensure a successful show.

Please complete the Sponsor Info and Order Form by June 9th to order booth services (furniture, electrical, etc.) and complete company information. Details available under Ordering Booth Services section.

The Maker Faire Sponsor Relations team (sponsorrelations@makermedia.com) is here to support your planning efforts and on-site activation. Thank you for helping us create an innovative, inspirational, and educational Maker Faire!

Toolkit Contents

Event Dates & Venue

Hours

Friday, June 17 Set-Up & Load-In 12:00pm – 6:00pm
Saturday, June 18 Set-Up 8:00am – 10:30am SHOWTIME 11:00am – 6:00pm
Sunday, June 19 Set-Up 8:00am – 10:30am SHOWTIME 11:00am – 6:00pm
Teardown & Load-out 6:00pm – 9:00pm

Earlier or later set-up times by appointment only.

Deadlines

  • Make hotel reservations early!
  • June 9: Deadline to order booth services and complete company info via online Sponsor Info & Order Form.
  • June 14: Last day for shipments to arrive to the advance warehouse.
  • June 16: Register all staff working in the booth (link to come).
  • June 17: Set-up day 12pm – 6pm.
  • June 18 – June 19: Showtime!
  • June 19: Teardown 6pm – 10pm.
  • June 21: Outbound shipments picked up at SLI warehouse.

Promote Maker Faire

Let the world know your company is a sponsor of Maker Faire and help promote the event! Web badges and flyers are available for download here.

Where to Stay

The National Maker Faire event hotel is the Embassy Suites Hotel at the Chevy Chase Pavilion. Visit Where to Stay for complete reservation info. Deadline for the special rate has passed.

Getting to Maker Faire

Visit the Getting to Maker Faire page for transportation and parking instructions.

Sponsor Check-In and Parking Map

Shipping, Deliveries, & Storage

SLI Freight, Inc. is the official logistics provider for National Maker Faire. SLI’s scope of work encompasses all procedures required to get international and domestic shipments safely and efficiently to the event and to the next destination. If you choose to ship with your own carrier, SLI Freight will schedule the arrival of your shipment and material handling.

Contact Sammy Bensasi, SLI Freight, for all specific shipping and material handling questions: info@sli-inc.com

Inbound Shipments & Deliveries

  1. There is no direct to show site shipping. All shipments and deliveries must be received at the SLI Freight Advance Warehouse by June 14th, 4pm.
  2. Complete the SLI Freight Shipping & Material Handling Form here and submit to SLI Freight, Inc. at info@sli-inc.com.
  3. If using your own carrier, use provided Shipping Labels on all pieces, with a consistent company name.
  4. Items will be delivered to your booth on set-up day and empties stored over the event.
  • SLI Freight Advance Warehouse Shipping Address: All shipments to arrive by June 14th, 4pm
  • National Maker Faire 2016
  • C/O SLI FREIGHT
  • 44901 Falcon Place #102
  • Sterling, VA 20166
  • Ref: Sponsor Name

Outbound Shipments

  1. There are no freight pickups from the show site.All outgoing shipments with your own carrier will be transferred to the SLI Freight warehouse. Schedule pickups for Tuesday, June 21st through Friday, June 24th.
  2. Outgoing shipments must have a completed Bill of Lading/Outbound form submitted and returned by end of show on Sunday evening. Complete this form in advance here.
  3. On Sunday evening teardown, completely pack up and label all of your materials, and leave in your booth space for SLI Freight to collect. You will need to bring packing materials, tape, labels, pallet wrap, etc.
  4. You can also make shipping arrangements directly with SLI Freight to store or transport your materials to the point of origin or next show!

Material Handling & Storage

All shipments and deliveries requiring unloading, delivery to the booth, and/or storage of empties, will incur material handling fees. Personal vehicles not requiring unloading assistance or storage will not incur fees.

Accessible storage outside of the booth for product, swag, etc. is only available in exceptional cases for an additional cost, and must be arranged in advance. Plan to store personal items and swag in your booth.

Ordering Booth Services

Ordering Booth Services

Furniture, electrical, and Internet services must be ordered in advance through the form below. Custom builds or specialty items can often be arranged in advance by contacting us with your needs. Orders after the deadline or onsite additions are subject to availability and late fees. Contact us if you have questions about booth set-up/ordering or special circumstances.

Sponsor Info and Ordering Form here!

 

Order Deadline: June 9th

You will be prompted to sign up (or login if you are a previous user) before completing the form. The form can be saved and continued in multiple sessions but must be submitted by the deadline. An invoice for booth services costs will be emailed within 1 week after submitting the form.

Furniture & Equipment Rentals

A basic selection of furniture is available to rent. Note that linens are not available; bring your own or opt for a creative covering. You are also welcome to bring your own speciality furniture, but please review items with us in advance to ensure we can accommodate at the booth location.

Electrical Services

Electricity is not available unless ordered in advance through the online Sponsor Info and Order form. All electricity is run by generators and on during show hours only. Please bring your own extension cords and power strips.

Internet

Please order the Internet you require through the Sponsor Info & Order form by the deadline of June 9th. Internet access may not be available in all areas. We will consider your Internet needs in booth placement. You are allowed to set up your own WiFi, but networks set up by our team mitigate interference overall.

Exhibit Planning

Booth Space

  • Sponsorship packages include floor space only.
  • Most exhibits are located outdoors, under a tent or covered area.
  • Final placements and maps are shared one week before the event. We can share draft location and booth orientation information in advance.
  • Booth numbers are not used for this event.
  • Only the company listed on the contract under “Company Name” may exhibit in the booth space and display signage and marketing materials.
  • Booths that are 10’x20′ and smaller will include chain link fencing as partitions from neighboring booths. You are welcome to hang signage and materials from the fencing (ensuring the fencing is not harmed).

Booth Layout Submission

For booths 10’x20’ and larger, please submit a basic booth layout up to 1 week before the event indicating the following:

  • Total height of booth elements and signage, including location of any walls or structures
  • Preferred electrical drop locations
  • Entrance/exits (for booths 20’x20′ and larger)

Booth Guidelines

  • Size & Height Restrictions: All booth elements, including signage, may not exceed 6 feet in height unless approved in advance due to height of tents. (You may be asked to take down any signage exceeding the limit if not 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 if outside.
  • Signage & Branding: Ensure booth signage is well-secured, not impeding walkways, and does not exceed the height limitations (without prior approval). Please do not hang signage directly on tents that are shared with other exhibitors. Usage of any Maker Faire logos or marks should be approved in advance.
  • Recycling and Disposal: Please plan for the removal and disposal of all booth materials after the show. Please review the complete Sustainability Guidelines.

Sustainability Guidelines

It is a priority for Maker Faire to reduce the environmental impact of all aspects of production, particularly in regards to recycling and reusing materials at the event. Limit your disposable and paper giveaways, use recyclable materials in your booth displays, and create options for reusing your materials.

  • Recycling, paper, bottles and glass, non-toxic waste, and general trash receptacles will be available. If you require extra trash stations near your booth, let us know.
  • During set-up & teardown, separate recycling and waste into bags and break down all cardboard for after-hours pickup.
  • It is the exhibitors responsibility to arrange the proper disposal and removal of booth materials. Materials and unseparated waste left behind in the booth will result in a fine. If you have any special items you are unsure of how to dispose of, please contact us in advance.

Security

Maker Faire will have roaming perimeter security guards on-site 24 hours a day. We recommend taking all small valuables out of the booth space overnight. You are urged to maintain full insurance coverage for loss of your property. If you have additional security needs dedicated to your booth, please contact us in advance to arrange for a guard. Maker Media, Inc. and the University of the District of Columbia will not be held responsible for lost or damaged property at any time.

Certificate of Insurance

Please provide proof of insurance coverage through event dates, per the requirements listed here.

Local Resources

Looking for last minute supplies, printing, or something to eat? Check our Local Resources list.

Set-Up & Check-In

Sponsor Check-In

Sponsor Check-In and Load-In <a href=http://makerfaire.com/wp-content/uploads/2016/06/NMF16-Check-in-Transportation-Map-Sponsors.pdf”>Map.

All staff arriving to the event should come to Sponsor Check-In with their entry pass to receive their wristband, credentials, and an event map with booth location.

Each pass covers one individual for Friday 6/17 through Sunday 6/19. Register each staff member for a pass in advance by June 16th following the below instructions. Staff without a pass should still come to Sponsor Check-In to register in person.

Registration Instructions:

  1. Log into the Admin Tool using the same login credentials used to complete the Sponsor Info & Order Form.
  2. After logging in, click on “Get your Entry Pass” to be sent to the Eventbrite page with your company code already applied. You can copy and share the Eventbrite URL if you would like to share for staff to register on their own.
  3. Select the number of staff you would like to register for at one time and complete the names and emails for each staff member. (Passes are not name specific.)
  4. After registration, a PDF pass will be emailed to the addresses provided. Staff members will need to bring this pass printed or on a mobile device to Sponsor Check-In when they first arrive, to receive entry wristbands and credentials.

National Maker Faire is a free event for attendees, but any guests can register in advance for attendee passes here.

Load-In Process

Load-in and deliveries is off the Van Ness St. NW entrance for the UDC campus. For hand-carried materials, unload off Van Ness St and park in the campus garage (located off same driveway) before returning to carry materials to your booth. Limited push carts are available. Please let us know at the Sponsor Check-In desk if you need assistance transporting materials to your booth.

Driving instructions are shown in the Check-In and Load-In Map.

Teardown & Load-Out

Teardown for the event takes place only on Sunday, June 19th, from 6:00pm to 10:00pm. Completely teardown and pack up your booth by 10pm. Follow the Outbound Shipping procedures for all shipments. No freight pickups from the show site!

Safety Regulations

Activity 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.

Fire & Safety

For exhibits with safety or fire concerns, please submit a General or Fire Safety Plan.

Note: The following are industry standard rules that require full compliance. Please make yourself aware of the regulations before attending the event.

Drones:
NO DRONE FLYING at Maker Faire on the University of the District of Columbia grounds. Safety is our number one concern.

Fire Hazard Notification & Special Permits: As a sponsor, if you intend to display, operate, or use any of these items shown below, you must obtain prior approval from the Maker Faire Production Team:

  • Heat-producing or open-flame devices, candles, lamps, etc.
  • Electrical, mechanical, or chemical device deemed hazardous by the Fire Department
  • Internal-combustion engines
  • Flammable liquids, any sort of compressed gas, or dangerous chemicals

If any of these conditions will be present in your booth space, a Safety Plan form must be submitted prior to exhibit approval. The Fire Marshall reserves the right to make any final decision regarding the layouts and floor plans and has the authority to close down and/or fine any exhibit not in compliance.

Exit and Aisles: Aisles must be kept clear of all displays and equipment. Entrance and exit doors shall remain unobstructed at all times. Fire extinguishers and fire-hose cabinets shall remain visible and accessible at all times.

Electrical Devices: All electrical devices with three-wire supply cords shall utilize “UL” ground receptacles. All electrical extension cords must be of heavy-duty three-wire construction. All power cords must be kept behind the display with nothing placed on top of any cords.
Electrical/Fireproofing: The fire department has strict regulations governing trade shows. All electrical wiring must conform to National Electrical Code Safety Rules. In addition, all draperies, decorations, and materials must be Flameproof in accordance with local fire codes. Materials may be inspected and/or tested by the Fire Marshall at any time.

Hazardous Materials: Hazardous materials must be disclosed. All hazardous materials must be properly disposed of. Materials such as grout, mortar, tape compound, etc. cannot be poured down the facility drains. All building materials, supplies, etc. must be taken away after teardown. The facility will not accept dumped building materials or electronic waste; you are responsible for the removal of these items.

Propane and Helium: 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 buildings, 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 & Evacuation

First Aid Facilities: An EMT will be on-site Friday through Sunday during Maker Faire setup and show hours. 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. 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 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, sponsors will be granted access prior to members of the public.

Rules & Regulations

We want to thank you for your cooperation in complying with the rules of the University of the District of Columbia. If you have any questions regarding the following rules, please feel free to contact us.

Building Regulations: In accordance with restrictions imposed by the Event Center, the following rules must be adhered to:
No drilling of holes, attaching to or painting of the floor, or any other defacement to floors or walls. When such damage occurs, the Sponsor is solely responsible and is liable to the owner of the property so damaged.

Signage and/or decorations may not be taped, nailed, tacked, stapled, or otherwise fastened to any wall, ceiling, column, stone, window, drape, or painted surface in any area inside the building or on the premise without advance permission.

Please do not insert stakes in the ground, as it could be costly and dangerous.

Alterations shall not be made to the buildings, grounds, or parking lots. Temporary changes such as the installation or removal of fences, removal or trimming of trees, painting, or equipment relocation are prohibited.

Production team reserves the right to restrict exhibits, displays, demonstrations, presentations, or workshops that become objectionable because of noise, method of operations, materials, safety, or any other reason.

Sufficient space must be provided within the booth for the comfort and safety of persons watching exhibits, demonstrations, displays, or workshops.

No exits, fire fighting equipment, or emergency equipment may be blocked or obstructed under any circumstances.

Compliance with Americans with Disabilities Act (ADA) is a legal requirement for public facilities. This law became effective in January 1992. It requires access for disabled persons at convention centers, and as necessity follows, floor exhibits.