Maker Toolkit – Maker Faire Calgary 2017
Welcome Makers!
This is your resource centre to guide you through the many details of exhibiting at Maker Faire.
We update the toolkit frequently. If you can’t find the information you need, please check back.
Date & Location
Load-in/Setup: October 28 & 29, 2017 – 10am to 5pm
Showdays: October 28 & 29, 2017 – 12pm to 8pm
Spruce Meadows – Equi-Plex
18011 Spruce Meadows Way SW
Calgary, Alberta, Canada T2X 4B7
Schedule
Wednesday October 25th Venue tour for Exhibitors - 3:00PM - Park in Lot 7 and meet in front of the Equi-plex
Friday October 27th Load-in/Setup 12pm to 8pm (building will be locked promptly at 8pm) Maker Social 6pm
Saturday October 28th Maker Access 7:30am Show Ready 9:30am Show Opens 10am Show Closes 5pm Venue Closes to Makers 6pm
Sunday October 29th Maker Access 8am Show Opens 10am Show Closes 5pm Teardown/Load-out 5pm to 7pm Venue Closes to Makers 7pm
***Plan to setup Friday October 27 by 8pm***
***Bring extension cords and power strips if you require power***
Exhibit Questions, Changes or Setup Requests If you would like to notify us of any changes to your exhibit regarding layout, power, internet, tables, chairs, or anything else you feel we should know, please email us with these changes as soon as possible. makers@makerfairecalgary.com
Maker Toolkit INDEX
Preparing for Maker Faire
Maker Entry Passes
Shipping, Travel Tips and Resources
Directions & Parking
Check In Process
Load In and Setup
During the Event
Sunday Load Out
Rules and Regulations
Preparing for Maker Faire
The Maker Toolkit is designed to help you navigate the logistics of Maker Faire, and most importantly, to help make your involvement in Maker Faire a positive, memorable event. By working together Maker Faire will be a truly unique, educational, safe, and extraordinary experience for all.
LOCATION, MAKER AND EXHIBIT OVERVIEW
Maker Faire is not designed like any 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. We have different kinds of exhibit areas to accommodate the diversity of projects, and we encourage Makers to create their own look and feel.
Maker with Sponsor Subsidy: From time to time some Makers may receive financial or material support from a company. This support is welcomed; however, there are rules around this level of support. Before you ask to receive sponsorship funds or materials for your Maker exhibit, please inform us by using “Sponsor Subsidy” in your subject line to makers@makerfairecalgary.com as full sponsor disclosure is required.
If you, your club and/or exhibit obtain approval from the Maker Faire Team you will be able to offer one small sponsor appreciation sign with their logo, 8.5 inch x 11 inch maximum size (letter sized paper), at your exhibit. You will not be able to offer any large brand recognition at Maker Faire or give away sponsor products or flyers. If your sponsor would like to upgrade their sponsorship and obtain brand recognition at Maker Faire please contact us and we will be happy to work with them to accommodate their support of the Maker Movement.
Internet Connectivity: Wireless service will be available inside. Internet connectivity in the WiFi areas is not guaranteed. The wifi requirements that were stated in your application were taken into careful consideration during placement. If your project could interfere with our wireless service, please let us know so we can accommodate you and your faire neighbors. In most cases, a hardwire connection will not be available unless this has been discussed and agreed upon by the Maker Faire Team.
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 ahead of the event.
If your exhibit requires water, forklift, or heavy machinery, please email us as soon as possible makers@makerfairecalgary.com
Maker Entry Passes
IMPORTANT: No one will be permitted past the gate without a pass Maker EntryPass, even during load-in and setup including Friday.
Maker Entry Passes: The lead contact for each exhibit will receive an email with your code needed to obtain your Maker Entry Passes. If you haven’t received your email by October 16th, email makers@makerfairecalgary.com
[Click here to get your Maker Entry Passes] <- You will need your code first. See above.
All Makers and Maker assistants must have their own Maker Entry Pass before arriving onsite. (Passes can be printed or preloaded on your mobile device.) It is important for our advance planning that all participants have passes prior to the event. We are not able to accommodate additions at Maker Check In. If any problem arises while obtaining your passes and the issue has not been resolved in advance, come to the Maker Care Booth located at Maker Check-in.
Maker Entry Pass Details:
- Passes are for Makers and assistants ONLY
- To qualify, team members must work at your exhibit for 6 hours or more
- Passes provide entry Fri, Sat & Sun for pre-show/set-up and show hours
- If you have a large exhibit and require more passes than issued please email us with the name and email address of each person requiring a pass.
- Abuse of Maker Entry Passes will result in your application not being accepted in future years.
Shipping, Travel Tips and Resources
Please email us as soon as possible if you have a shipment directly coming to, or leaving from the venue. makers@makerfairecalgary.com
TIPS FOR OUT-OF-TOWNERS
What to Pack: The average temperature in Calgary this time of year can fluctuate between 0°C and 20°C, It is best to pack with layers in mind. Please wear comfortable shoes, Be sure to bring a heavier jacket for the evenings.
Accommodations:The official hotel of Maker Faire Calgary is Marriott Courtyard Calgary South .
Directions and Parking
Parking for all Makers and attendees is complimentary this year. For on-site parking exit 22X (Stoney Trail) onto Tournament Lane and follow the signs to public parking in lots 7 & 8. Location on Google Maps
Free shuttle bus is available from the Somerset/Bridlewood LRT Station parking lot. Shuttle departs every half-hour between 9am and 5:30pm. Last shuttle from the venue is 6pm each day.
Maker Check-In is located inside the venue. First show your passes at the gate to receive your wristbands. You will then be directed to Maker Check-in to obtain your location, Maker package, and Maker credentials.
Maker Faire opens to the public promptly at 10:00 am on Saturday and Sunday. Weekend traffic should be light, but please still plan to arrive with enough time to park or walk from public transportation and to prep your exhibit.
Check-In Process
When you arrive on-site for the first time you simply park and head to the gate. This will be clearly signed and easy to find. At the gate you will see a Maker Check-In table. Show them your Eventbrite pass and they will exchange it for a wristband. The wristband must be worn at all times and is what allows you to come and go throughout the weekend.
After getting your wristband you will be directed to Maker Care. This is where you get your exhibit package and are shown where to setup. This is also where you go throughout the event if you need anything. Maker Care is there to help you have an amazing experience.
Commercial Makers: Commercial Makers are not Sponsors. If you paid a Commercial Maker or Non-Profit / Organization / Agency fee, follow the instructions above. Do not stop at Sponsor Check-In.
Your Exhibit Location: You will receive your specific location when you check in for Setup. Specific locations are not sent before you arrive.
Load In and SetupProcess
SET UP HOURS
Friday October 27th Load-in/Setup 12pm to 8pm Saturday October 28th Late Setup 7:30am to 9:30am
We strongly recommend that you setup on Friday.
Makers who need to work longer hours than listed must email makers@makerfairecalgary.com as soon as possible. Major construction must be completed on Friday, and all final touchups must be completed by 9:30am on Saturday. All exhibits must be show ready by 9:30am, Saturday. Gates open at 10am.
Makers not checked in by 10:00am on Saturday will forfeit their location and affect the chances of being accepted back in future years.
Once you have your wristband and know where you are setting up you may begin loading in your exhibit.
To drop off your exhibit at the door simple follow the directions you are given when arriving on-site.
Remember: Drive with caution when entering the parking lot and fairgrounds; respect those giving directions; do not block any entrance or park in fire lanes; remember to lock your vehicle.
Carts/Dollies: We will provide carts/dollies at Maker Care for moving equipment to your location. There are a limited number of carts so please return the carts and dollies immediately after you are finished. You will be asked to leave an ID in exchange for a cart/dollies.
Vehicles That Are Exhibits: If your vehicle is part of your exhibit (art car, energy demo, etc.) your exhibit vehicle is required to remain on the grounds for the entire duration of Maker Faire, including arriving before 9:00am on Saturday and not moving your vehicle until after the Maker Faire Team announces that it is safe, approximately 6:00 pm Sunday.
Complicated Exhibits: Do you require additional setup time? Makers who need time outside the scheduled hours must make arrangements with the Maker Faire Team. Contact makers@makerfairecalgary.com.
During the Event
Maker Care: Any need or question you have can be addressed at the Maker Care table. This is where you will be sent after getting your wristband. This is also where you will get and return carts and dollies to assist your load-in/out.
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 Maker Care 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 Maker Care.
Electrical: During the event, if you have a problem with your power, please report it immediately to Maker Care.
Child Safety: Maker Faire 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 15 not be on the Maker Faire floor during setup 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.
Cleaning: The cleaning crew will complete a clean sweep of the aisles after 9:00 pm on Saturday night. Please consolidate garbage into larger bags when possible. Please note that the crew will not enter your exhibit area to clean on Friday or Saturday night. Do not leave items in the aisles, or they may be mistaken for trash.
Security: Maker Faire will maintain 24-hour on-site security Friday thru Sunday, however if it is valuable, take it with you! All items you bring on-site are your responsibility to secure and keep safe.
Emergency: In the event of a medical emergency, notify Maker Care, security personnel, or anyone with a radio/walkie-talkie. They will contact Emergency Medical Services. 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 Care team.
First Aid: The Maker Faire Team has basic first available at the Maker Care.
Evacuation: Should the need to evacuate arise 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.
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. Leaving an exhibit space with garbage will affect being accepted to return in future years.
Ask Maker Care 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’s environmental footprint by thinking about the products we use and how to best dispose of them.
Weather: As the event is in October and it is Calgary, we could have snow, or we could have the highest temperatures on record. We’re prepared for snow and the show will go on regardless of weather. Outdoor exhibits will be contacted directly to prepare should the need arise.
Sunday Load Out
Sunday, October 29 LOAD-OUT 5:00pm – 7:00pm
At Maker Faire, we’re striving to reduce our waste through our Pack In, Pack Out, Leave No Trace Sustainability Principles. Please take all waste your produce with you at the end of the show. Thank you for joining our efforts. We do evaluate how clean a space is left and take it into consideration when approving applications in future years.
Teardown: Teardown begins after 5:00 pm on Sunday. All exhibits must be left intact and open to the public until that time. Exhibits that begin teardown before this time will likely not be approved to return in future years.
Exhibits must be removed by 7:00 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 makers@makerfairecalgary.com.
Vehicle Access: Vehicles will not be allowed to line up outside the gates until after 5:30 pm on Sunday, or until the Maker Faire Team determines it is safe, so take your time to pack up in an organized way. Hectic and chaotic load-outs are not fun for anyone, and they cause serious safety issues.
Rules and Regulations
As guests at Spruce Meadows and the local area, we must abide by all regulations of the facility. The following rules are for reference only. The rules and regulations you agreed to in your Maker Application take precedence over those outlined below.
- No drilling of holes, attaching to, or painting of the floor, 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, ceiling, column, stone, window, drape, or painted surface in any area inside the building or on the premise without advance permission.
- 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. Entrance and exit doors 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 anytime.
- 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 building 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.
- 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 in the exhibit space, the negative battery terminal must be disconnected, and the fuel tank cap must be taped or locked.
- 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 Spruce Meadows property, including the parking lot, entrance ways, ticket booth areas, and other areas used by Maker Faire or its employees, 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.
Every participant, employee, agent, or contractor connected with the use of the premises shall abide by, conform to, and comply with all laws.
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 Making It Real Inc., Maker Faire, and Spruce Meadows assume no responsibility for any losses due to fire, theft, accident, or other causes.
MAKER FAIRE SAFETY TEAM
To help us produce a fun and safe environment for Makers and the many attendees, the members of our Safety Team will assist in monitoring our safety program throughout Maker Faire.
FIRE AND SAFETY
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 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