Exhibitors and the activities in their booths are what make the expo so entertaining and educational for event guests. We try to provide all the information to help make exhibitors successful. Please contact us with any questions.
Before registering to exhibit at the event, please review the details below.
Registration Details Needed to Complete the Form:
- Exhibitor Registration Deadline: December 31, 2017.
- Registration Confirmation Emails will be sent within 2 weeks of registering for the event.
- We ask that one organization does not exceed more than 14 booths, since that is the allotted number of booths for the Title Sponsor(s).
- There will need to be one contact person for the registration form. This person will receive all the details leading up to the event.
- Details to be known about booth activities while registering:
- Need for electricity and number of outlets
- Type of activity & details about how the activity is completed
- If this activity will use or produce smoke, fire, dust, live animals, messy liquids, water etc.
- Estimated time of set up for booth
- Best time for your organization to set up on Friday, February 3rd (between 3pm-7pm)
- Booth rate $200; Non-profit booth rate $100.
- Each booth is 10ft by 10ft, comes with (1) 8ft skirted table and 2 chairs. Extra tables will cost $15 per table. Extra chairs are free.
- If you do not want the provided skirted table, please indicate that information in the additional notes section.
- Booth layout recommendations can be seen in the graphic below.
- Each 10x10 booth is allotted 6 exhibitor passes. Extra passes will need to be purchased for additional exhibitor volunteers.
Booth Details & Tips
· Use your space and booth activity to showcase what your organization does. As this is a “hands-on” STEM Expo, make and take projects and interactive activities are strongly encouraged. Please keep safety in mind when creating your booth.
· Use signs in your booth! We do not provide signs noting your organizations/business’ name. Please bring roll-up signs, banners, posters, etc. with your company/organization’s name and logo. Also, use signs to reinforce the ideas you are demonstrating. Display a sign that explains what is needed (education, training) to have the kinds of jobs the exhibitors have or jobs at your organization.
· Identify yourself with a badge or name tag.
· Promote your STEM Expo participation on your website, posting the event date and your activity.
· Remember, this is a family event aimed at children. Please provide staff and/or volunteers who are appropriate for this kind of venue. The past few years we have seen over 4,000 visitors with about 2,500 being kids. Please plan accordingly.
· Giveaways are always great and attract a crowd (bring enough for about 2,500 to 3,000 guests). Please note that food items may contain allergens and be wary of anything kids could choke on.
· Balloons are not to be released – extra balloons should be popped. If using helium balloons, please email firstname.lastname@example.org or include additional notes while registering your booth.
· Please do not leave valuables at your booth overnight. Though the building will be locked overnight, there will be people in and out of Shopko Hall for set up. The Einstein Project and PMI Entertainment Group are not responsible for lost or broken items.
· Please bring whatever you will need in your booth (i.e., extension cords, duct tape, power strips, signage, etc.)
· The volunteer room is for Einstein Project volunteers. If you would like to get food for your volunteers or staff please contact Einstein Project and we will connect you with PMI to set up vouchers. Shopko Hall will have food available for sale.
· Please make sure all your volunteers and helpers have passes to get into Shopko Hall. If they do not have a pass, they will be charged for admission. Each booth (10x10 space) will receive 6 passes.
· Make sure to have your hand stamped if you need to leave the Expo. This will allow you to reenter the Hall.
· Need extra volunteers? The Einstein Project can help provide volunteers for your booth; please contact us by January 5th. We will try to accommodate all requests, but this is not guaranteed.
· Event volunteers will be floating around the Expo in volunteer t-shirts. If you have questions or concerns, please ask one of them. They will be happy to help you find an answer or assistance from the event staff.
· If you have any questions, comments or issues during the Expo, please go to the window by the Volunteer Area and ask for the event coordinator.
Set-up & Take-Down Notes
- Expo Maps and booth locations are determine based on your activity type, uses of materials, sponsorship levels, and the flow of guests in Shopko Hall. The Expo Map should be available by the middle of January 2018.
- Set–up times will be assigned based on your request during registration.
- Most exhibitors will set-up on Friday, February 3, 2017 between 3pm – 7pm.
- Each exhibitor will be sent their confirmed time of set-up in the confirmation email
- 2 weeks prior to the event. We will try to accommodate everyone’s request and contact anyone with changes or variations.
- Do not arrive before your schedule time; you will be asked to wait for all other exhibitors if you do so. If you have any large items that need to be delivered earlier, please contact The Einstein Project to make special arrangements.
- On Saturday morning, all booths must be set and ready by 8:45am.
- For set-up, enter through the rear of the building (Lombardi Ave.) and there will be someone to direct you to your booth location. You will not be allowed to enter through the front of the building to unload your supplies.
- During set up, you are encouraged to drive into the garage, unload, and then park your vehicle in a designated area in the back of Shopko Hall or in the lot in front of the main entrance. Spaces will be limited due to other events happening at the arena on Friday evening. Please be respectful of others time and space.
- Carts will be available to assist in unloading and to help you move your supplies to your booth.
- Please review the Booth Details & Tips (see above) to make your booth amazing! Let us know if you have any questions!
- Take-down will immediately follow the event (4pm Saturday). Please do not start disassembling your booth until after 4pm and please be courteous of your neighbor exhibitors. Please share this information with all involved parties/helpers/anyone with an exhibitor pass.
- More specific set-up & take-down instructions, as well as any major changes, will be included in the confirmation email sent 2 weeks prior to the event.