Exhibitors

Who can be an Exhibitor ?

Exhibitors are people who are enthusiastic about education and want to present engaging science, technology, engineering and mathematics activities to young students. Individuals and teams come from large corporations, environmental nonprofits, government agencies, small businesses, schools, clubs, research institutions, and other groups involved with STEM concepts. The goal is to inspire students and their families to engage with STEM education and possible careers.  With over a hundred hands-on activities and interactive demonstrations, there is something for everyone. Activities are oriented towards students in 4th - 8th grades, and their families, but attendees from K to gray all have a good time.  

What is an Exhibit?

An Exhibit is a hands-on STEM activity designed for 4th-8th grade students where they can learn something new and inspiring and also connect with people who use STEM concepts. There are helpful Exhibitor Guidelines and other information on this site, and in-person conversations are welcome.  .  

What should you do first?

Be sure you have a reliable team to work together before and during

the Discovery Day. It can be challenging to manage a full-day event

by oneself. Many companies have found this to be a great team

building activity.  

What if you can't think of an idea?

Not to worry. We have experienced people who can help you develop

an activity that aligns with your message, fits with your resources, and

is appropriate for the age group.  

What are the steps?

  1. Read the specifics and guidelines (below). 

  2. Get a commitment from your group. 

  3. Read the Exhibitor Terms & Conditions (revised Nov. 11, 2021)

  4. Potential exhibitors will need to submit an online application
    with contact information and descriptions of the organization and
    activity. Each exhibit/activity will be reviewed for safety and STEM
    content by the festival organizers before an applicant can be accepted.

  5. Ensure all who will be on-site will be fully vaccinated for COVID-19 (or have a negative COVID-19 test within 72-hours). All persons are required to be fully vaccinated or have a negative COVID-19 test within 72-hours in order to participate in the North Bay Science Discovery Day, March 12, 2022. “Fully vaccinated” means that by February 26, 2022 (2-weeks before the NBSDD), individuals have received either (1) both doses of either the Pfizer or Moderna vaccine, or (2) the single dose of the Johnson & Johnson vaccine.  

  6. Provide a certificate of insurance for the “2022 North Bay Science Discovery Day” naming the following entities as additionally insured: The Regents of the University of California, Sonoma County Fair and Exposition Inc., County of Sonoma, and the Buck Institute for Research on Aging, their officers, agents, and employees." Email to info@northbayscience.org.

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North Bay Science Discovery Day Exhibit Specifics:

  • When:  Saturday, March 12, 2022, open to guests from 10 am to 4 pm

  • Set up time:  Friday 3 pm to 7 pm and / or Saturday 7 am to 9:30 am

  • Standard booth size:  10' x 20' inside or outside

  • Premium booths:  custom sizes in locations with high visibility

  • Estimated attendance:  >15,000
       

Exhibit space pricing at the North Bay Science Discovery Day:

  • $150*        Non-Profit Organizations, standard booth

  • $250          For-Profit Organizations, standard booth

  • $350**        Premium

  • Included     Sponsors, Festival Partners, and Public School groups
       

* Non-profit groups may apply for underwriting if exhibit cost is prohibitive.  Contact us for details.  

** Custom sizes in high visibility locations

 

​Included with Exhibit Space

  • Name and logo listing on the North Bay Science Discovery Day website

  • Name, location and activity listing in the printed NBSDD program 

  • 10' x 20' space with 2 tables and 2 chairs (more available by request)  

  • Booth identification sign

  • Utilities, as available  

  • Exhibitor's building location and activity printed on wall directories

Exhibitor Guidelines

Fire Safety - The State, County, and City are stressing increased fire safety at public events.  As usual, a Fire Marshal will review all exhibits for compliance with the City of Santa Rosa Fire Safety Codes. 

Exhibit Activities - NBSDD offers "aha!" moments for every young student, and family, through hands-on interactions with Science, Technology, Engineering, and Math.  Over 8,000 children are expected, so the best activities take 5-10 minutes and allow several kids to participate side by side. Many exhibits have had over 1,000 visitors in six hours. 

Merchandising & Fundraising - The free and educational nature of this event precludes selling merchandise or soliciting donations on-site.  All STEM enrichment activities are provided at no charge so every visitor can participate, regardless of economic circumstances. 

 

Giveaways - Promotional or educational items, opt-in links to online content, catalogs, newsletters, etc., can be good passive branding.  Handing out candy and food items is not allowed for health and safety reasons. 

Branding & Outreach - Subject to Fire Safety Codes, banners, signs, posters, etc., are all welcome within your booth area.   Secondary to the STEM activity, we encourage passive brand promotion, collecting opt-in contacts, and developing ongoing relationships. 

Booth Locations - The general layout of buildings and booth locations is shown here on a Fairgrounds map. Specific booth locations will be assigned after registration is completed with a more detailed map. 

Tents & Canopies - The Fairgrounds does not supply tents or canopies.  Fire Safety Codes prohibit indoor structures that might block water from fire sprinklers and limit outdoor tents (with sides) to 400 sq. ft. 

Electricity - 120 v ac outlets will be near most booths.  Bring extension cords and power strips to get from the central outlet to your equipment.  Per California Fire Code 605.5, "extension cords shall be at least No. 14 AWG heavy-duty commercial type." 

 

WiFi - The Fairgrounds provides WiFi, but coverage is uneven.  Consider a cellular hotspot or a local copy of content as a backup plan.

 

Load-in & Setup - Exhibitor gates (see will open at 7:00 am and close at 9:30 am Saturday.  Unloading must be completed and cars parked by 9:30 for pedestrian safety.  Early setup is available from 3:00 to 7:00 pm on Friday; contact us for access details. 

 

Parking - Only one vehicle per exhibitor can park on-site at the Redwood Lot (at the "Cattle Barns" for exhibitors in Finley Hall).  Extra vehicles, and any needing to come and go during the day, should park in the free Public Lots.

 

Tear-down & Load-out - Packing up does not start until after 4 pm.  Guests stay engaged until the last minute, and driving amongst families still walking around is unsafe.  After 4 pm, taking down a booth is the reverse of setup.  Please tidy your space to the condition you found it. 

 

Additional tips for enjoying the experience:

  • Arrive early so you can finish setup and catch your breath before visitors arrive.  There will be a hospitality area in the Garden Building with coffee and light snacks; this is available all day to you and your staff and volunteers. 

  • Plan your staffing and schedule to allow breaks, visiting the other activities, and networking with schools and other exhibitors.

  • Each building or area will have a volunteer “captain” making the rounds.  Please don’t hesitate to ask if you need something. 

  • Hydrate!

  • Take pride in creating an event the whole community looks forward to!  Thank you for helping to celebrate the curiosity, education, and inspiration that drive innovation in the North Bay

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