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Exhibitor Terms & Conditions


  • All exhibits are to have engaging activities that promote STEM and must be reviewed and approved by Bay Area Science Festival.

  • Significant changes to an approved exhibit must be reviewed and approved by Bay Area Science Festival.

  • Event load-in begins at 7 am or when specified by our event team. Early setup may be available by arrangement in the North Bay.

  • All exhibits must be set up and ready no later than 9:30 am at the Sonoma County Fairgrounds.

  • Event strike begins at 4 pm.  We ask that you stay until the end of the event before breaking down.

  • All exhibits must be taken down and removed no later than 6 pm.

  • Qualified exhibit personnel must be present at the exhibit at all times during the event hours (10 am - 4 pm).

  • Materials related to the exhibit may be distributed to those interested, but refrain from leaving flyers unattended or placing outside the booth.

  • Exhibitors are not allowed to sell anything at the North Bay Science Discovery Day event.

  • Solicitations of donations are not allowed at the North Bay Science Discovery Day event.

  • All exhibit content must be suitable for a family audience.

  • Giveaways of candy or food items are not allowed at the North Bay Science Discovery Day.

  • No exhibit materials should infringe on any copyright, trademark, patent or other third party rights.

  • The approved exhibit must be operated by the applying organization.  No booths are to be subcontracted, assigned or transferred to a third party.

  • The University of California, Agriculture and Natural Resources (Cooperative Extension), as organizing entity of the North Bay Science Discovery Day, reserves the right to allow commercial sound, video recording, and photography by themselves and their sponsors. This material will be used to promote and market both the BASF and their sponsor organizations.

  • Exhibitors agree to indemnify and hold harmless the Regents of the University of California, as the organizing body of the North Bay Science Discovery Day, its planners, sponsors, partner organizations and agents from and against any and all claims, losses, damage injury and liability arising out of or in relation to exhibitors participation in and attendance at Discovery Days to the fullest extent of applicable law.

  • The University of California, Agriculture and Natural Resources (Cooperative Extension), as organizing entity of the North Bay Science Discovery Day, reserves the right to cancel without damages or other liability for lack of performance due to acts of God, war, terrorist act, government regulations, riot, disasters, strikes, or other circumstances outside of the Bay Area Science Festival's control, any one of which makes performance impossible.


  • No pets will be allowed at Discovery Days.  Animals that are being used as part of an instructional exhibit and certified service animals are the only exception.

  • Under no circumstances may the current signage at the facilities be covered, blocked, or altered. Fastening exhibit signage to existing signage areas is prohibited. 

  • Helium filled balloons may not be distributed.

  • Glitter and/or confetti will not be permitted.

  • No food, drink, or alcohol can be sold or distributed.

  • An authorized representative from the exhibit must be present at all times.

  • Sonoma County Fairgrounds, University of California, Agriculture and Natural Resources (Cooperative Extension), will not be responsible for on premises that are stolen, damaged, or missing.

  • Exit signs and doors must not be covered or blocked and must allocate a six-foot space for emergency exits. These doors are prohibited from being propped open.

  • Setup for each exhibit is confined within the designated exhibit space.

  • Exhibitors must remain in designated event locations.  Entering unauthorized locations is prohibited.

  • If you are plugging in any type of appliance or device, please confirm that it complies with the Uniform Fire Code of the County.

  • Decorations and exhibit construction must conform to any and all fire regulations.  All materials used must be flameproof.


  • Exhibits at the North Bay Science Discovery Day will be inspected by a Fire Marshal for compliance with the City of Santa Rosa Fire Safety Codes (including the 2017 California Fire Code (CFC) Chapters 3,4, 6, and 10; National Fire Protection Association (NFPA) 10; California Code of Regulations (CCR), Title 19; and Santa Rosa City Code 18-44)

  • Discovery Day facilities are entirely smoke-free.  Smoking is not permitted on any of the premises.

  • Please note, for everyone's safety, exhibitor(s) bags and articles entering the facilities may be subject to inspection by Security prior to admittance and any other time as warranted without prior notice while on the premises.


  • Exhibitors will be responsible for disposing of any load-in / load-out trash in the designated receptacles.  All unnecessary cardboard must be broken down and placed out of public view.  There will be a sweep for unnecessary cardboard prior to gates open.

  • Exhibitors are responsible for removal of crates, pallets, and any other packing materials prior to gates open.

  • The depositing of any liquid into the drains is prohibited.  It must be taken with you.


  • Exhibitors shall not discriminate against any person, or directly or indirectly display, circulate, publicize or mail any advertisement, notice or communication which states or implies that service shall be refused or restricted because of sex, race, color, religion, ancestry, national origin, or disability.

  • Exhibitors shall not threaten, intimidate or harass, behave in an overtly discourteous, abusive or disrespectful manner towards any Fairgrounds employees(s) and/or guests.

  • Stealing, unauthorized removal, use, loss, damage or destruction of property belonging to Sonoma County Fairgrounds, its guests or employees, is strictly prohibited.

  • Exhibitors shall not consume alcohol or use illegal narcotics at any time at the Fairgrounds.

  • Discovery Day facilities and/or Bay Area Science Festival reserves the right to restrict, close and/or remove any Exhibitor at any time due to failure of meeting the policies and procedures.



  • Provide logistical needs as agreed upon.

  • Secure appropriate event necessities such as Police and Fire, parking, signage, trash and recycling, first aid, and security.

  • Promote the Discovery Day prior to and the day of the event through marketing pieces, press releases, collaborator network, social networking sites, and printed event programs.

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