This is your resource center to guide you through the many details of exhibiting at Maker Faire San Diego.
We update the toolkit frequently. If you can’t find the information you need, please check back.
Check back for more information and links.
TIMELINE IS SUBJECT TO CHANGE FOR 2019
Plan to be show-ready by Saturday, October 5, 9:45am.
|Saturday, October 5||SET UP 7:00am – 9:45am||SHOWTIME 10:00am – 6:00pm|
|Sunday, October 6||SET UP 7:00am – 9:45am||SHOWTIME 10:00am – 6:00pm|
|Sunday, October 6||LOAD OUT 6:00pm – 10:00pm|
Maker Entry Passes and Tickets.
All Makers and Maker assistants will check-in onsite to receive their entry passes. Maker assistants will need to get their entry pass from the lead maker.
Note: Maker Entry Passes are necessary SATURDAY & SUNDAY and can be used at participating venues.
There are many ways to get to and from Maker Faire San Diego.
Reminder: Maker Check-In is located at the Museum you are assigned to.
Maker Faire San Diego starts promptly at 10:00 am on Saturday and Sunday. Please keep traffic in mind and plan to arrive with enough time to park or walk from public transportation and to prep your exhibit.
Bike to the Park! There are several bike racks located around the park. We suggest biking to the park or bring your bike to access the park after parking in a lot. Don’t forget to bring a bike lock.
Balboa Park is accessible from most San Diego neighborhoods—as well as cities in East County, North County, and South Bay— by bus, trolley, or train. By taking the bus or trolley you not only avoid traffic, but you help the environment, and it’s economical. You can find directions to Balboa Park on their website.
To create your personal trip plan, visit www.sdmts.com or call 511 to speak to one of the Transit Information Operators.
Handicap parking is located in the Alcazar Parking Lot
The Maker Toolkit is designed to help you navigate the logistics of Maker Faire San Diego, 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.
Maker Faire is not designed like any standard trade show or conference — it is a fun, interactive maze of demonstrations, exhibits, workshops, and displays. We have tried to keep it environmentally friendly and simple in design. Imagine the historical state fairs where everyone arrives with their wares and sets up their exhibit! We have different kinds of exhibit areas to accommodate the diversity of projects, and we encourage Makers to create their own look and feel.
Types of Locations
Types of Makers
Types of Exhibits
These are guidelines only, your exhibit may not fit exactly into one option below, and it may fit more than one.
We will provide a table and 2 chairs. Please plan to bring anything else that you would like to have, such as extension cords/power strips and any hardware or supplies that will help you display your project. We trust that you will supply any equipment or supplies you need to make your project functional. In some cases, the Maker Faire Production Team will assist with some elements of your setup as long as it has been agreed upon in advance. Please feel free to make signs for your exhibit that help the attendees understand what you are making!
So that we are in agreement as to what you will require for your exhibit, please review the following details:
Electrical: If you provided details of your power requirements, we will make certain you have power available at your exhibit area. Please bring your own extension cords, surge protectors and/or power strips for power distribution at your exhibit. On-site power requests cannot be guaranteed. Any excess power will require approval.
A few quick notes regarding communications from the Maker Faire team!
ADD MAKER FAIRE SAN DIEGO TO YOUR WEBSITE AND EMAIL SIGNATURES
Let the world know that you are an official Maker and will be exhibiting at Maker Faire San Diego! Maker Faire web banners and badges placed on your website will help spread the word about the upcoming Maker Faire. Visit our Press Page for logos, badges, “see me there” banners, and more.
Maker check-in will be at the museum that you are assigned.
Know your Maker Number so we can get you to your booth location. You can find your Maker Number in the subject line of your acceptance email.
Booth staff MUST KNOW the Primary Contact and Maker Number.
For safety purposes, we request that children under the age of 16 not be on the Maker Faire floor during setup or teardown hours.
Refer to the Balboa Park Map for directions and parking information during setup.
Zone Czar: Each area of Maker Faire San Diego will have a designated Zone Czar and Check-In Station where you will check in on your arrival day. Your Zone Czar will be available to answer any questions and assist you with your setup. Your Check-In Station will have their contact information in case a need arises.
Breaks: Each Maker exhibit should be staffed at all times by you or a colleague. If you do not have an assistant and you need a short break, please notify the Zone Czar and we will do our best to assist you in finding someone to watch your exhibit. If you need to be away from your exhibit for an extended period of time, please notify the Zone Czar.
Electrical: During the event, if you have a problem with your power, please report it immediately to the Museum staff.
Refreshment: Many of the museums offer refreshments or concessions inside the museums. Additionally, food trucks will be open during the show. 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 brought onto the property. Contracted Maker Faire San Diego 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.
Child Safety: Maker Faire San Diego 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 16 not be on the Maker Faire floor during setup or teardown hours. During Maker Faire San Diego, 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 movable parts, fire elements, and large crowds, all of which do not create a safe environment for pets.
Security: Maker Faire San Diego production will maintain 24-hour roaming perimeter security Friday through Sunday. If it is valuable, take it with you!
Emergency: In the event of a medical emergency, notify museum personnel, security personnel, or anyone with a radio or walkie-talkie. They will contact the on-site emergency personnel, who have a direct line to the Park Rangers 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 San Diego Security team.
Evacuation: Should the need to evacuate arise, staff and visitors will be notified by Security Personnel. Stay calm. Immediately stop any demonstrations or presentations. Do not try to dismantle your exhibit. Even if you cannot see any obvious reason for the alarm, calmly make your way to the nearest exit, encouraging others to follow you outside. Once outside, move away from buildings and keep emergency access routes clear. When the necessary authorities deem it safe to reenter the buildings and facility, Makers will be granted access prior to members of the public.
Please use recycling stations for aluminum cans, plastic bottles and cups, glass bottles and jars, all types of clean paper, plastic containers # 1 thru # 7, steel and scrap metal, and packing materials. At this time we cannot recycle plastic bags, Styrofoam, or plastic utensils. There will also be an area for corrugated cardboard. Please break down all cardboard for easy stacking and transporting. 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 San Diego crew member 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 giveaway, please identify it accordingly for those who can reuse it! We encourage you to use materials other than styrofoam or packing peanuts for packaging. Let’s all work together to reduce Maker Faire San Diego’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 the Maker Faire San Diego team at email@example.com.
The average high temperature in San Diego this time of year is 70-75° F, but it can get chilly in the morning and at night. In the case of rain, as attendees of previous years may know, the show will go on!
Sunday, October 6
LOAD-OUT 6:00pm – 9:00pm
At Maker Faire San Diego, we’re striving to reduce our waste through our Pack In, Pack Out, Leave No Trace Sustainability Principles. Thank you for joining our efforts!
Teardown: Teardown begins after 6:00 pm on Sunday. All exhibits must be intact and open to the public until that time. Teardown ends 9:00pm on Sunday. Any load out and teardown on Monday must be arranged by appointment by emailing firstname.lastname@example.org.
Exhibits must be removed by 9:00 pm on Sunday night. If you know in advance that your exhibit requires more strike time, storage, or is queued for shipping off the grounds, email email@example.com.
If you will need heavy equipment assistance on Sunday, the hours are limited, must be completed before 9:00 pm, and must be scheduled in advance. Email firstname.lastname@example.org and provide details about your teardown needs.
Vehicle Access: Vehicles will not be allowed to line up outside the museums until after 6:00 pm on Sunday, or until the San Diego Police determines it is safe to do so.
Disposal: Recycling, paper, bottles and glass, non-toxic waste, and general trash receptacles will be available. If you require extra trash bins at your exhibit, let us know. We appreciate your exhibit area being cleared completely. You are responsible for correctly recycling and removing all waste from your exhibit space. If you have any special items you are unsure of how to dispose of, please contact Maker Faire San Diego’s team at email@example.com .
Please email firstname.lastname@example.org to make any special request.
1) Read through the Maker Toolkit; There’s a ton of great information in there. If you still have questions, contact us at email@example.com.
Our emails might be in your spam or junk folder. Please check that folder, and add firstname.lastname@example.org to your contacts.
Your first message should have arrived immediately after you submitted your entry form. Your next message will arrive before the end of August with news about your acceptance. After that, we will send a message prior to the event with updates and reminders about the process leading up to Maker Faire.
Mix and mingle with your fellow exhibitors at the Makers Pre-Party and Mixer! Check your email for more details.
As guests at Balboa Park 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.
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 City of San Diego, as well as all rules and regulations of the Police and Fire Departments of the City of San Diego 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 Balboa Park Cultural Partnership assume no responsibility for any losses due to fire, theft, accident, or other causes.
Note: The following are industry standard rules that require full compliance.
Fire Hazard Notification & Special Permits: As a Maker, if you intend to display, operate, or use any of these items shown below, you must obtain prior approval from the Maker Faire San Diego Production Team:
All Maker Safety Plans must be submitted to the Maker Faire Production Team by September 1. The City of San Diego 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.
TERMS AND CONDITIONS OF PARTICIPATION (FROM ENTRY FROM) If accepted, Balboa Park Cultural Partnership agrees to the participation of the person or organization identified below (“Maker”) in Maker Faire San Diego 2019 (“Maker Faire”), and the Maker agrees to participate, in accordance with terms of this Agreement. In this Agreement, “we” or “us” means Balboa Park Cultural Partnership, and “you” means the Maker identified below. “Exhibit” means the display and/or demonstration, presentation, performance, and/or other activities and materials that you provide or present in the space or work area assigned to you by us at Maker Faire. We reserve the right to refuse your participation or reject your application without cause.
Your participation creates a Contract that limits the liability of Balboa Park Cultural Partnership; the Maker Faire sponsors, suppliers, concessionaires, staff, booth exhibitors, and venue; and each of their respective officers, directors, employees, representatives, affiliates, and owners (collectively and individually, “Promoters”). You agree to all of the following provisions, which are part of the Contract:
RULES and LAWS: You agree to comply with all applicable laws, the Maker Toolkit, and any other requirements, and/or rules & regulations issued by us in connection with Maker Faire. You are responsible for obtaining any permissions required for your performance, distribution, or posting of copyrighted material; for obtaining any necessary licenses and permits; and for payment of all taxes (including sales and use taxes), license fees, or other charges applicable to your participation in Maker Faire. We may terminate this Agreement and/or your participation in Maker Faire if you violate this Agreement or the standards of conduct established by us or by the venue proprietor.
Acknowledgment OF RISK. By using a ticket or entry pass and participating in Maker Faire exhibits and activities, you assume all risks to you and your children of attending and participating in the Maker Faire. You acknowledge that Maker Faire exhibits and activities are inherently hazardous and that risks to you and your children include physical injury, including death, and property damage and loss. You are solely responsible for supervising and controlling the children in your party and ensuring their safety.
RELEASE OF LIABILITY: You hereby release the Promoters, and each of them, from any and all liability, including but not limited to (1) damage to or loss of your property, (2) harm, injury and death to yourself and your children, and (3) all risks resulting from negligent or incorrect instruction or supervision by Promoters or anyone providing a booth or activity. This release is intended to discharge in advance all liability related to your and your children’s participation in the Maker Faire, even though that liability may arise out of negligence, carelessness, or other conduct on the part of Promoters or third parties. This release of liability applies to your successors and heirs.
LIMITATIONS ON LIABILITY — INDEMNITY: You agree that we will not be liable in any way to you if we cancel Maker Faire. You waive any claim or potential claim against us if Maker Faire is canceled, and release us from any resulting or related liability, cost, expense, or damage. Neither you, nor we, our affiliates, or the venue proprietor (collectively, the “Event Providers”) will be liable for lost profits or other indirect, incidental, consequential, or exemplary damages in connection with Maker Faire and/or this Agreement, whether or not such Event Provider or you have been advised of the possibility of such damages or lost profits. Neither party’s liability in connection with Maker Faire, or under this Agreement (except for your indemnity obligations), exceeds three thousand dollars ($3,000). No Event Provider shall be liable to you for any damage, loss, harm, or injury to your person, property, or business, or any of your visitors, officers, agents, or employees, resulting from theft, fire, earthquake, water, unavailability of facilities, any errors or omissions in Maker Faire-related materials, insufficient participation, accident, or any other reason in connection with Maker Faire or related activities (such as staging), except to the extent directly attributable to our willful misconduct or gross negligence. You agree to indemnify, and hold harmless the Event Providers from and against any claim, cost, expense, loss, liability, or damage incurred as the result of any third-party claim based on (i) your construction or maintenance of an unsafe Exhibit, and/or (ii) your (or your agent’s) negligence or willful misconduct, and/or (iii) your material breach of this Agreement.
MISCELLANEOUS: This Agreement (including the Maker Toolkit and any accompanying Addendum) constitutes the final, complete, and exclusive agreement between you and us. This Agreement is made in consideration of the parties’ mutual promises contained in it. This Agreement may only be modified by the parties’ express written agreement, signed by both of them. You are an independent contractor and not our agent or employee. This Agreement will be interpreted under the State of California law applicable to contracts made and performed by the State of California residents in California. Any action to enforce this Agreement must be brought in to California court located in San Diego, and the parties agree to the exclusive venue and jurisdiction of these courts. You are not permitted to assign or otherwise transfer your rights or obligations under this Agreement to anyone else. The Limitations on Liability section (above) of these Terms and Conditions of Participation, shall survive the termination or expiration of this Agreement.
PHOTOGRAPH, RECORDING AND PUBLICITY RIGHTS: You and your Exhibit may appear in recordings of Maker Faire and related promotional or documentary materials. Your rights are waived to any images and/or recordings you may appear in while at Maker Faire and any/all related promotional or documentary materials.
You acknowledge that Maker Faire, including the Exhibit(s), may be recorded in audio, visual, and/or audiovisual media by us and/or our licensees, and you consent to the making and use of such recordings by us and/or our licensees for any purpose, such uses including without limitation the transcriptional, modification, reproduction, public display, distribution, broadcast, and transmission in any form. You release us, and our licensees, from and waive any claims related to or arising by reason of the making and/or use of any such recordings. You grant us and our licensees, the right to use, in connection with the promotion and production of Maker Faire, your name, likeness, and any trade name and/or logo. The provisions of this paragraph will survive termination of this Agreement.
FILMING AT MAKER FAIRE: All Media, film and photography crews must register via the Maker Faire Press Page. Photography and videography at Maker Faire Events is not permitted without press credentials and a Camera Tag provided by the Maker Faire Media Department. Press credentials and camera tags are issued at the discretions of Maker Faire and can be withdrawn at any time if misused.
By signing below, you confirm that you have read this Agreement and that you understand and agree that your compliance with this Agreement is a condition of your participation in Maker Faire, and i) if you are signing on behalf of yourself as an individual, you warrant and represent that you are over 18 years of age, and ii) if you are signing on behalf of an organization (including a business), that you are fully authorized to execute this Agreement on behalf of the organization.