Maker & Exhibitor Toolkit
Los Angeles Maker Faire + City of STEM Festival • April 6, 2024
Los Angeles State Historic Park | 1245 N. Spring Street | Los Angeles, CA 90012
Getting to Maker Faire
Onsite Details + Resources
Set-up + Load in (Coming soon)
Check In Process (Coming soon)
During the Event (Coming soon)
Recycling (Coming soon)
Weather (Coming soon)
Load Out (Coming soon)
Promotion
2024 Los Angeles Maker Faire + City of STEM Festival Media Kit (Coming Soon)
Promotional Graphics (Coming Soon)
Tech Support
Maker & Exhibitor Support – Event App
(Coming soon)
Maker & Exhibitor Tech Support – Other (Coming soon)
Overview
The Maker & Exhibitor Toolkit is designed to help you navigate the logistics of Maker Faire + City of STEM, and most importantly, to ensure your participation is a positive and memorable experience. Together, we can make Maker Faire + City of STEM a truly unique, educational, safe, and extraordinary occasion for all.
Prior to arriving onsite, we expect that you have read this Maker & Exhibitor Toolkit, that you will abide by the Rules and Regulations, and that you have agreed on the Release and Consent form which includes the 2024 Terms and Conditions of Participation.
Maker Faire + City of STEM 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 and Exhibitors to create their own look and feel.
Los Angeles Maker Faire + City of STEM is a completely free event for guests, exhibitors, performers, and presenters. Selling of products of any kind is prohibited during the event. However, promotion of business, services and distribution of marketing collateral are encouraged.
Location, Maker/Exhibitor + Exhibit Types
EXHIBIT LOCATIONS:
LA Maker Faire + City of STEM is an outdoor-only event. Your exhibit space will be located on the grounds of the Los Angeles State Historical Park. We have a variety of outdoor spaces: grassy, paved, and unpaved/gravel areas. All of these spaces will have access to power if you have advised us in advance that you need it. All exhibitors, except roaming and mobile museums, will be provided with at least one 10×10 tent. For heat-sensitive exhibits, please be sure to indicate in the FULL description section of your application if you require a tent location away from direct sunlight to avoid overheating. For exhibits that require flat, leveled ground surface, please be sure to note in your application to request a tent location that is on flat and leveled ground.
TYPES OF MAKERS/EXHIBITORS:
Maker Exhibit: Individuals, groups, schools and organizations that would like to demonstrate what they make and/or how it works in an one-day exhibit space; interactive exhibits are encouraged. For Maker Groups, it’s advised to designate a single point person to manage coordination efforts. “Furthermore, exhibitors are welcome to host scheduled or randomly timed workshops, talks, or discussion sessions at their own tents.
Performance: Musicians and entertainers who would like to perform at the Event. Performances are usually on stage and scheduled for approximately 45 minutes. Set lengths vary. We welcome performances that are roaming and unscheduled. Please mention scheduling details in your application.
When you fill out the Call for Makers/Exhibitors application, be sure to select if you need a space (not on a stage) to perform many times during the day, or if you plan to have a scheduled performance once or twice on a stage.
COMMUNAL Demonstration/Presentation/Workshop:
- Communal Demonstration or Presentation Sessions: In a shared tent, presentations can be demos, stories, how-to’s, and group (panel) conversations. Individuals and groups who would like to talk about an idea or project of interest to the Maker community, or Makers who are interested in demonstrating what they make and how it works in front of an audience. While you can request to present anywhere between 15-45 minutes, presentation sessions are typically 25 or 30 minutes, with some time for Q&A, and are not repeatable.
- Communal Workshop Sessions: Also in a shared tent, Makers conduct hands-on teaching of specific skills and processes, provide materials, and guide attendees through a practical building experience. These sessions range from 15 to 45 minutes and are offered only once.
TYPES OF EXHIBITS:
Basic: A canopy tent of 10×10 space with one (1) table and two (2) chairs to demonstrate what you make or showcase what you have created. Within your tent, you have the opportunity to display, demonstrate, teach, or conduct hands-on workshops and presentations. A larger space may be available upon request and is subject to case-by-case approval.
Mobile Museums/Exhibit: Museums or exhibits on wheels that are typically in trailers/recreational vehicles (RVs), or trucks.
Roaming Exhibits: If you have an exhibit that will roam during the show, please let us know if you require a location for your use as a home base for non-roaming activities. If your roaming exhibit needs access to an electrical outlet, ask us about the charging station locations. No booth provided.
Attraction: A wonderful, unusual thing that doesn’t fit into any of the categories above; no booth provided.
Exhibit/Booth Details
We will provide a minimum of a 10×10 tent, a table and two chairs if requested in your application. If you need extra space, table and chairs, please be sure to specify in the Call for Makers/Exhibitors application. 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 LA Maker Faire + City of STEM Festival 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!
The Maker Faire Portal can help you manage your Exhibit Details. When your application is still in the Proposal stage, you can view and edit all the answers you have submitted in your application. If your exhibit application is Accepted, use the Maker Faire Portal to manage your exhibit and make any needed updates. This includes updates to your exhibit description, exhibit photo, and bio as well as update your electrical needs, tables, chairs, etc.
Your space size request can not be updated from the Maker Faire Portal after your application is accepted. Updates to your requested space size must be emailed to makerfaire@lapl.org.
So that we are in agreement as to what you will require for your exhibit, please review the following details:
Signage: We will create a printed 8.5×11 booth number sign for your exhibit for identification purpose only. We will also create a Maker/Exhibitor page on our website. We strongly recommend you create or bring your own branded banners, tablecloth, or signage to increase the exposure of your exhibit.
Internet Connectivity: Wireless service will be available throughout the park on the grounds. However, since the bandwidth is shared, the speed and performance is not guaranteed. Therefore, if your build/project/display requires a consistent speed/bandwidth, we suggest you bring your own hotspot or MiFi. If you indicated in your application that WiFi is required for your exhibit to function, then you will be placed in an area with WiFi coverage. Again, uninterrupted connectivity is not guaranteed.
If your project could interfere with our wireless service, please let us know so we can accommodate you and your event neighbors. Please note that a hardwire connection will NOT be available.
Tables & Chairs: We will provide a table and two chairs, unless otherwise requested in your application. Standard tables are 6ft x 30in folding banquet tables. We do not provide a cover/tablecloth. Please also note that because the tents, chairs, and tables will be set up the day before the event, they will be damp in the morning. Hence, we recommend you bring a rug/towel to dry them if needed. Requesting additional tables and chairs onsite is based on availability.
Special Requests – Water, Flat/Smooth Surface, Blackout Tent, etc.: If your exhibit requires water, smooth ground surface, or blackout tent, be sure to specify in the Call for Maker/Exhibitor application.
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 excessive power will require approval.
Understanding your power usage is important: We need to ensure you have what you need and you will not create a problem for your fellow Makers/Exhibitors by tripping the circuit breaker. Most consumer electronic devices have a small label that will tell you how many watts or amps they draw and at what voltage.
- Voltage: In North America, normal house and building power is 120 volts. (Large machinery may require 220 volts. If you need a 220v, tell us what phase you need.)
- Amperage: After you determine the voltage you require (see above), we need to know how many amps you will be using at that voltage. If an item only lists watts and not amps, you can quickly convert watts to amps by dividing the watts by volts (Watts / Volts = Amps.)
- Examples: A 500-watt light bulb requires approximately a 4.2A (A=amps) on a 120V (normal US) circuit: 500/120= 4.2. Here’s a list of average amperage for common Maker Faire items: Laptop ~2A, Sewing Machine ~0.6A, Lights ~0.3A-2A, 3D Printer ~10-20A, Arduino ~0.1A. Please check your equipment, and don’t guess; Power is expensive! We want to provide enough, but not too much. Thank you in advance.
After Acceptance
Your first message should have arrived immediately after you submitted your entry form. Your next message will arrive within two weeks with news about your acceptance. After that, we will send a message every few weeks with updates, reminders, and invitation to LA Maker Faire + City of STEM Festival Partner Meeting to discuss about the process leading up to the Maker Faire + City of STEM event.
Our emails might be in your spam or junk folder. Please check that folder, and add makerfaire@lapl.org to your contacts.
If you still can’t find any messages, email makerfaire@lapl.org.
Directions & Parking
PARKING
Parking arrangements in progress. Please check back for updates.
In general, parking spaces are limited. We highly encourage public transportation and carpooling.
METRO DIRECTIONS
Los Angeles State Historic Park is located at 1245 N Spring St, Los Angeles, CA 90012, directly adjacent to Chinatown and the Metro A Line (formerly, Blue Line). The park is located just 1 mile away from Los Angeles Union Station, making it accessible from several routes. The Chinatown Station, the nearest LA Metro stop, is just a short walk from the park.
To find a proper route and schedule, check Metro Trip Planner.
Rules and Regulations
As guests at the Los Angeles State Historic 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.
- No drilling of holes, attaching to, or painting of the floor/ground, 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, column, stone, tree, or plant on the premises.
- 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. Entrances and exits 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 any time.
- 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 property 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.
- 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 Los Angeles State Historic Park property, including the parking lot, entrance ways, and other areas used by Maker Faire or its staff, volunteers, 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 California, as well as the ordinances of the City of Los Angeles and all rules and regulations of the Police and Fire Departments of the City of Los Angeles and the County of Los Angeles and make no violation or breach of peace. Exhibits must be in compliance with Americans with Disabilities Act (ADA), 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 Community, LLC, Maker Faire + City of STEM, the City of Los Angeles, the City of Downey, and the LA State Historic Park assume no responsibility for any losses due to fire, theft, accident, or other causes.
Maker Faire + City of STEM Safety Team
To help us produce a fun and safe environment for Makers/Exhibitors and the many attendees, the members of our Safety Team will assist in monitoring our safety program throughout Maker Faire + City of STEM. All individuals who would like to participate in any interactive activity at the event are asked to read and sign a waiver.
Drones
No drone flying at Maker Faire + City of STEM on the LA State Historic Park grounds 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 + City of STEM unless they have been pre-approved. Safety is our number one concern.
Fire + Safety
Note: The following are industry standard rules that require full compliance.
Fire Hazard Notification & Special Permits: As a Maker/Exhibitor, if you intend to display, operate, or use any of these items shown below, you must obtain prior approval from the Maker Faire + City of STEM 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, compressed gasses, or dangerous chemicals
All Maker/Exhibitor Safety Plans must be submitted to the Maker Faire + City of STEM Production Team as soon as they are accepted to exhibit. 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.
Release + Consent
2024 Terms and Conditions of Participation
Los Angeles Public Library and Columbia Memorial Space Center are organizations in California that have been authorized to host a Los Angeles Maker Faire® + City of STEM (the “Maker Faire & City of STEM”) under a separate licensing agreement with Make Community, LLC. The Faire will be presented in Los Angeles, California on April 6, 2024. The Maker Faire + City of STEM will be a free event that is expected to draw an audience of more than 25,000 children and adults from throughout the region.
Exhibitors are individuals, businesses, groups or other organizations registered to display their work in reserved exhibit booths, provide demonstrations and/or workshops, participate in Power Racing Series events, conduct presentations or otherwise participate as “makers/exhibitors” at Los Angeles Maker Faire + City of STEM.
Provided that your application is accepted, and subject to the terms of this Participation Agreement (“Agreement”), Los Angeles Public Library and Columbia Memorial Space Center (“LAPL & CMSC”) agree that the person or organization identified below (“Maker/Exhibitor”) may participate in the 2024 Los Angeles Maker Faire + City of STEM (“Maker Faire + City of STEM”). The Maker/Exhibitor agrees to participate in Maker Faire + City of STEM and to comply with this Agreement. In this Agreement, “we” or “us” means LAPL and CMSC, and “you” means the Maker/Exhibitor identified below. “Exhibit” means the display, demonstration, presentation, performance, and/or other activities and materials that you provide or present at Maker Faire + City of STEM. “Exhibitor Information” means all private information submitted in your Call for Makers application that is indicated as intended for public use.
Maker Community, LLC owns and operates Make: magazine, makermedia.com, makezine.com, makerfaire.com, makershare.com, makershed.com, makercamp.com, and all associated services (together, “Maker Media Services” or the “Services”). All information about makers and exhibits published to Maker Media Services is subject to our Privacy Policy (https://makermedia.com/terms-and-privacy-policy/#privacy-policy) and Terms of Use (https://makermedia.com/terms-and-privacy-policy/#terms-of-use).
Your submission of your application creates a contract that limits the liability of Los Angeles Public Library (LAPL), Columbia Memorial Space Center (CMSC), Maker Media Services, 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 + City of STEM 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:
SPACE: LAPL and CMSC will assign space at Maker Faire + City of STEM for your Exhibit (the “Space”). Your construction, layout, and maintenance of the Exhibit must be in full compliance with this Maker Toolkit. (the “Toolkit”). LAPL and CMSC may reassign the Space or alter the Make Faire layout or venue at any time. The Space is for your use only. You may not share, sell, assign, sublease, or otherwise transfer all or any part of the Space to anyone without LAPL and CMSC’s prior written consent, which LAPL and CMSC may grant or withhold at its sole discretion. Your Exhibit must fully occupy the Space, and the Exhibit and any related activities must be confined within the Space. You are responsible for all display elements; internet, electrical and audio-visual equipment; and any other equipment or elements required for use in the Space unless LAPL and CMSC otherwise agree in writing. You must construct the Exhibit safely using sound engineering and construction practices, and you must install, occupy, and dismantle the Exhibit in accordance with LAPL and CMSCs schedule and the Toolkit. If LAPL and CMSC determine at any time before or during the Event that any Exhibit (or any element thereof, including any product or service) is objectionable or unsuitable for Maker Faire + City of STEM, LAPL and CMSC will so advise you, and you must immediately remove any objectionable or unsuitable material.
RULES and LAWS: You agree to comply with all applicable laws, the 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 + City of STEM 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 + City of STEM.
ACKNOWLEDGEMENT OF RISK: By participating in Maker Faire + City of STEM, you assume all risks to you and your children of attending and participating in the Maker Faire + City of STEM. You acknowledge that Maker Faire + City of STEM 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 + City of STEM, 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 + City of STEM. You waive any claim or potential claim against us if Maker Faire + City of STEM is canceled 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 + City of STEM 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.
PHOTOGRAPHY, RECORDINGS AND PUBLICITY RIGHTS: You acknowledge that Maker Faire + City of STEM, including you and the Exhibit(s), may be recorded in photographs, audio, visual, and/or audiovisual media (“Recordings”) by us and/or Maker Community LLC. licensees, and you consent to the making and use of such Recordings by us and/or Maker Community, LLC. licensees for any purpose, such uses including without limitation transcription, modification, reproduction, public display, distribution, broadcast, and transmission in any form. You release Maker Media Services, and Maker Community, LLC. licensees, from and waive any claims related to or arising by reason of the making and/or use of any such recordings. You grant Maker Media Services 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 Community, LLC.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 Maker Services and any other digital or print platform or medium sponsored or co-sponsored by Maker Community, LLC. 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 Community, LLC. and all users of its digital and print platforms and media a license to use and reproduce your Exhibitor Information and 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 Los Angeles, 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 submitting your application, 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 + City of STEM, 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.