Frequently Asked Questions For Exhibitors
Q: What is the schedule for the Seattle Science Festival and Science EXPO Day in particular?
- Seattle Science Festival dates: June 6-16, 2013.
- Science EXPO Day: Saturday, June 8, 2013.
- Science EXPO Day open to the general public: Saturday, June 8, 2013 from 10 a.m-6 p.m. Exhibitors must staff their booths for the duration of Science EXPO Day.
Q: What is the deadline for providing detailed information about my exhibit or performance?
The deadline for exhibitor applications is May 1. If you did not apply prior to our March 22 initial deadline, your name will not be included in our printed program, however we will be able to include your group on our on-site signage, our Web site and in our mobile app.
Q: What if I need to make adjustments to my exhibit description?
Q: What makes a good Exhibit?
Q: What restrictions apply for exhibits?
We will request that you provide a complete and thorough explanation of the equipment, demonstrations, living or biological matter that you plan to bring so that we may gain prior approval for your exhibit from the Seattle Center. The Science EXPO Day Terms & Conditions, which all exhibitors must accept through the Exhibitor Portal, contain a more detailed description of restrictions and it is your duty to read through the terms and conditions and ensure that your exhibit meets established guidelines.
Q: Are there restrictions on what kind of marketing materials/giveaways I can bring?
Stickers are forbidden on the Seattle Center campus. Aside from stickers, the type of marketing materials that you bring, or what you may wish to distribute, is unrestricted. However, we recommend that you resist handing out paper as much as possible. You are required to describe all marketing materials in the Exhibitor Portal but you do not have to provide a sample. You are permitted to ask attendees to provide contact information for follow-up, but this solicitation effort must be contained within the footprint of your designated exhibit space.
Q: How many copies of handouts should I bring?
Please do not bring an excessive number of handouts for distribution at the event. We encourage you to be green! Although many people will stop at your exhibit space, most will not take your brochures. We also require that you take any undistributed materials with you after the event.
Q: How many freebies should I expect to distribute from my booth?
There is no requirement to hand out anything and we are not encouraging exhibitors to hand out freebies. If you do want to have a giveaway related to your activity, consider items related to your activity or buttons or pins with the Festival and your organization's logo. We anticipate well over 20,000 attendees at Science EXPO Day so please plan the number of giveaways you bring accordingly.
Q: What else should I bring?
- Lots of energy!
- The information sheet that will be provided to you with your check-in time and location.
- Your mobile phone.
- Phone numbers of all your staff and volunteers who will be working the booth throughout the weekend.
- Rain gear.
- UL-approved extension cord(s) and surge protector(s) if needed.
- Your reusable water bottle.
- Your Seattle Science Festival t-shirt (if you are planning to wear one, we recommend layered clothing).
- Any signage, materials, and equipment you need for your exhibit.
- A camera to take pictures of your booth for your next newsletter.
- If you use a disposable for your activity, make sure to bring enough of the item or have a plan in place to get more.
- Trash bags and a trash container if you anticipate using disposables in your area.
Q: Can I take photos or film during Science EXPO Day?
For personal use, exhibitors can videotape or take photos of their exhibits during Science EXPO Day. Any filming outside of the exhibitor's individual exhibition area will require permission from the Festival organizers. All exhibitors are required to obtain photography release forms from any person(s) identifiable within the frame of any photograph or video captured during Science EXPO Day. A photography release form will be provided upon request.
Q: How many people do I need to staff my booth?
During the hours of Science EXPO Day your exhibit must be staffed by smiling faces at all times. Each 10'x10' booth should be staffed with a minimum of 2-3 people at all times. We strongly recommend rotating staff and volunteers in shifts with scheduled breaks, as the interactive work can be very demanding for some. Five exhibitor staff credentials will be included in your 10' x 10' booth (5 per each 10' x 10' booth space). The credentials are transferrable so your staff may share them between shifts. They will be available at the exhibitor check-in area and in the show office.
Q: What should we wear?
The dress code for Science EXPO Day is casual. Exhibitors are allowed to wear shirts bearing their organization's logo and/or name. Dressing all of your staff in the same style of shirt makes it easy to identify staff from attendees. Please tell all your staff and volunteers to wear comfortable shoes and bring rain gear (just in case).
Q: Will food be provided?
Q: Will hand washing stations be available?
Hand washing stations are located within the Seattle Center restrooms and water from your booth must be disposed of at official dumping stations only. Water is available for an additional fee. If your exhibit requires water, your anticipated amount needed and intended use must be described on your application in the Exhibitor Portal. Depending on your need for water, special booth placement may be required.
Q: Is water available for use in my booth?
Yes, exhibit water is provided by Seattle Center for an additional fee. Chemical or toxic water must be collected separately and water from your booth must be disposed of at official dumping stations only. If your exhibit requires water, your anticipated amount needed and intended use must be described on your application in the Exhibitor Portal. Depending on your need for water, special booth placement may be required.
Q: Is there wireless internet access?
Q: What is the layout of Science EXPO Day?
Q: What is the basic booth size and what is included?
The standard booth size is 10' W x 10' D x 8' H. One 8' x 30" table with white plastic table cover and black skirt is provided, along with two folding chairs. Larger booths can be configured as well. Your entire exhibit must be contained within your booth space. You may have your staff members greet people in the aisles. Storage of any boxes or supplies must also be contained within your space. Booth placement and configuration will be determined based on various criteria, including sponsorship level, date by which all exhibit information is received, and special needs for your exhibit.
Q: Will electricity be provided?
If you need electricity, please indicate your electricity requirements when you provide us with all your exhibit information through the Exhibitor Portal. If needed, your 10' x 10' booth will be equipped with one (1) 120v-outlet (20 amp circuit, dedicated). Power will be brought to the back of your booth and you will need to bring your own UL-approved extension cords and surge protector(s) to reach your equipment. If your exhibit requires additional power or cabling, please indicate your power needs (amount and usage) through the Exhibitor Portal. Additional fees apply. A Festival representative will contact you to discuss your needs and assess fees. You are not permitted to bring your own generator.
Q: What is the load-in and load-out schedule?
Science Expo Day Load-in Hours
- Friday, June 7, noon-5 p.m.
- Saturday, June 2, 7-9:30 a.m.
Science Expo Day Load-out Hours
- Saturday, June 2, 6-9 p.m.
If your exhibit is located in an outdoor booth, we strongly suggest you load in on Saturday, June 8, 2013, between 7-9:30 a.m. Please refer to the Exhibitor Rules and Regulations for more details.
Q: Can we ship exhibit materials to Science EXPO Day?
Q: Can I leave items overnight?
Q: What are the closest public transit stops to the Seattle Center Campus?
Please click here for public transit information and directions to Seattle Center.
Q: Where can I park?
No event parking is provided. It is the responsibility of each exhibitor to find parking for him/herself. There are several public parking garages located in the area. Links to a few public parking locations are listed below. Please be sure to check closing hours so that your vehicle is not locked in overnight. Also be aware of vehicle height restrictions. Public parking lots near the Seattle Center campus:
Q: What is the cost associated with exhibiting as part of Science EXPO Day?
To ensure a diverse representation of exhibitors at Science EXPO Day, we are offering a multi-tiered booth pricing system. Our basic booth includes one pavilion with three sides, a 10' x 10' exhibition area, an 18" x 10' banner highlighting your organization, a banner hanging kit, an 8' table with cover and skirt, one 20amp circuit and two chairs. Please note that the basic booth pricing includes one 20 amp circuit, however we are happy to provide additional dedicated 20 amp circuits for an additional fee. Our basic booth pricing is as follows, with extras and mobile exhibit pricing available upon request:
10' x 10' Non-Profit Participation Price: $500.00 (This includes booth space, banner, one 8' x 30" table with cover and skirt, two chairs and one 20 amp circuit)
10' x 10' Emerging Business (25 employees or less) Participation Price: $1,000.00 (This includes booth space, banner, one 8' x 30" table with cover and skirt, two chairs and one 20 amp circuit)
10' x 10' Established Business (More than 25 employees) Participation Price: $2,500.00 (This includes booth space, banner, one 8' x 30" table with cover and skirt, two chairs and one 20 amp circuit)
Exhibitors are also responsible for covering any additional costs specific to exhibits, such as load-in or load-out labor, special flooring, chemical disposal, security, any additional needs, special set-up equipment, etc. Exhibitors are required to list their needs through our Exhibitor Portal registration site. Seattle Science Festival staff will then contact exhibitors to confirm pricing.
Q: When and how do I pay the exhibitor booth fees and any other fees?
An invoice will be sent to your organization by Pacific Science Center once your fees have been assessed and confirmed by Seattle Science Festival staff, approximately 3-4 months prior to Science EXPO Day. You may pay by credit card or check. Please note that we are unable to fill out vendor forms. All pertinent information will be included on the invoice.
Q: What if I need to cancel my exhibit?
We hope you will reconsider, but if there is really no other option, please let us know as soon as possible so we may reassign your space to an organization on the waitlist. If you must cancel your exhibit, you must do so in writing by March 15, 2013. Your exhibit space has been offered to you at an extremely discounted rate, heavily subsidized by financial sponsors. If you cancel, your previously paid exhibit fees are non-refundable and serve to offset costs incurred on your behalf.
Q: How can my organization get involved in the Seattle Science Festival in addition to Science EXPO Day?
Local organizations are invited to submit proposals to host Signature Programs at locations throughout the region during the week following Science EXPO Day. For more information and to apply to host a Signature Program, click here.