Maker Toolkit |  Saskatoon Mini Maker Faire

 

May, 2019   Saskatoon Prairieland Park  |  503 Ruth St W  |  Saskatoon, SK S7J 0S6

Welcome Makers! This is your resource center to guide you through the many details of exhibiting at Maker Faire. We update* the toolkit on a regular basis. If you can’t find the information you need, please check back or send us an email. (*The toolkit was last updated May 2018 – Some info may change for 2019 Maker Faire)

 

Getting Started The Maker Toolkit is designed to help you navigate the logistics of Saskatoon Mini Maker Faire, and most importantly, to help make your involvement in Saskatoon Mini Maker Faire a positive, memorable event. Together we can make Saskatoon Mini Maker Faire a truly unique, educational, safe, and extraordinary experience for all by adhering to the rules and regulations outlined in this manual.

Leading up to the show, you will receive Maker Newsletters, which are designed to keep you informed of key dates and information. You will also receive a Confirmation Letter outlining the details of your exhibit. Prior to arriving onsite, we expect that you have read this Maker Toolkit, that you will abide by the Rules and Regulations, and that we have agreed on the specifics of your exhibit as detailed in the Confirmation Letter.

 

*Saskatoon Mini Maker Faire is independently organized and operated under license from Maker Media, Inc.


Getting Started Maker Meet-ups!

Upcoming

  • None scheduled – If you are interested in hosting a meet-up at your shop, makerspace, hackerspace, workshop… Please let us know!

Past

Maker Meet-up at Mana Bar

    • Not exactly sure what is Maker Faire? Come and hang out with Saskatoon Mini Maker Faire Producers at the Mana Bar for a night of games and fun! The producers team will be there to answer all your questions and help you get your booth design in! Feel free to bring along your hardware prototypes, projects or ideas to discuss with the other attendees. The Mana Bar video games consoles will be available for all to play. There will be specials on food & drinks and door prizes.

RSVP your attendance on the Facebook event | Mana Bar seats around 60! | Free admission

 

 


Getting Started Maker and Exhibit Overview

Maker Faire 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 a few different kinds of exhibit areas to accommodate the diversity of projects, and we encourage Makers to create their own look and feel!


TYPES OF EXHIBIT LOCATIONS

Outdoor Exhibit Area: If you require an outdoor space, your exhibit will be located at the back of the Hall C, beside the loading zone. The outside space reserved for Makers is entirely pavement. All of these spaces will have access to power if you have advised us in advance that you need it.  Most of the area is sunny. If you bring a tent or other structures be prepare to secure them with weights. (Tents may be available for rent for minimal fees).

Indoor Exhibit Area:  The majority of Maker exhibits will be located in Prairieland Park, Hall C. The spaces are subdivided into 10×10 or 10×20 areas unless you have stipulated that you need a larger area and/or you will design your space with an association or a group of Makers.

All booth elements, including signage, may not exceed 8 feet in height unless approved in advance. (You may be asked to take down any signage exceeding the limit if not previously approved.)

Booth footprint cannot exceed size agreed upon in your confirmation email and exhibit materials cannot reside outside of the booth space or in aisles. Pop up tents or other decor materials are encourage to help create a look and feel to your booth.


TYPES OF MAKERS

Maker Exhibit: Individuals, groups, schools and organizations that would like to demonstrate what they make and/or how it works in an all-day exhibit space; interactive exhibits are encouraged and preferred. For Maker Groups, please have one point person to coordinate your efforts. For details about the types of exhibits accepted for Maker Faire, see the Call for Makers page.

Maker Faire provides Makers that are participating purely by sharing their project and inspiring others to make with exhibit space and tables, chairs, power, entry passes, etc., at no cost to the Maker.

Makers with commercial interests or marketing intentions are asked to pay an exhibit fee.

 

  • Makers Sampling or Selling Food: If food or beverage is part of your exhibit and you plan to give sample to attendees, you must comply with Prairieland Park food & Beverage requirements. All food/beverage sample must be approved by the venue. Once approved you will be asked to obtain a Saskatoon Health Region Temporary Food Service License.
  • Makers 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 info@SaskatoonMakerFaire.com as full sponsor disclosure is required.
    • If you, your club and/or exhibit obtain approval from the Maker Faire Team and sponsor support; you will be able to offer one small sponsor appreciation sign with their logo, 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 in the Maker Movement.

 

Performance: Musicians and entertainers who would like to perform at Maker Faire. Set lengths vary. Performances can be on the performance area (potentially a stage) or roaming and unscheduled, which is welcomed. Please mention scheduling details in your application.

  • If you need a space, away from a performance area to perform many times during the day, fill out the Maker Exhibit application.
  • If you plan to have a scheduled performance once during the faire, fill out the Performer application.

 

Presentation: 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 a stage setting. Presentations length varies from 10-60 minutes, with some time for Q&A.


TYPES OF EXHIBITS

These are guidelines only, your exhibit may not fit exactly into one option below, and it may fit more than one.

  • Basic: A tabletop, small area, or 10×10 space to demonstrate what you make.
  • Activity Area: A hands-on, fun, interactive area that encourages audience participation to learn how to make or do something.
  • Demonstration Workshop: During a short show-and-tell session, Makers demo and teach particular skills, techniques, or processes, explaining materials and tools, stepping through a building process, sharing their knowledge, and interacting with the audience. Sessions are less than 30 minutes and may be repeated. Demonstrations will be done in your exhibit area.
  • 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.
  • Attraction: A wonderful, unusual thing that doesn’t fit in to any of the categories above.

 


EXHIBITS DETAILS

We will provide a table and chairs if requested in your application. Please plan to bring anything else that you would like to have, such as extension cords/power strips (power, if requested, will likely be at the back corner of the booth) 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 Maker Faire 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!

Upon acceptance your Maker profile will be added to the website. The Maker profile webpage includes an image, project description, and short bio based on the project proposal you submitted. To update your website profile, including the exhibit photo, bio, and description please email us the correct information so we can update your information.

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 sign for your exhibit and a Maker Faire entry webpage on our website. Each 11×17 inch sign will have your exhibit name (You are welcome to replace the sign by your personal banner or sign).
  • Internet Connectivity: Wireless service will be provided inside the Expo Hall and in limited areas outside on the grounds if requested in the application. 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 hardwired connection will not be available. If you must have a hardwire, notify info@SaskatoonMakerFaire.com asap (end of March at the latest). There is very limited availability and a significant cost for this service.
  • Tables & Chairs: We will provide a table and two chairs, unless otherwise requested in your application. Standard tables are 8ft x 30in folding banquet tables. We do not provide a cover.  Feel free to bring your own tablecloth to jazz up your space.  If needed, 4ft tables are available and must be requested in advance. If you need more tables and chairs you are more then welcome to bring your own. However, please make sure all your equipment will fit in your allocated space.
  • Water: If your exhibit requires water or a forklift/heavy machinery, please make sure it is in your application or email us with the subject “Water/Forklift/Heavy” at info@SaskatoonMakerFaire.com
  • 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 (power will likely be at the back corner of your booth), 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 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 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.

 


Maker Faire Festives Flags

 

Next Steps After Acceptance Your first message should have arrived immediately after you submitted your entry form. Your next message will arrive at the beginning of March with news about your acceptance. After that, we will send sporadic messages with updates and reminders about the process leading up to Maker Faire.

Our emails might be in your spam or junk folder. Please check that folder, and add info@SaskatoonMakerFaire.com to your contacts. If you still can’t find any messages, email us!

  1. If your exhibit have a safety or a fire risk make sure to fill out the appropriate form.
  2. Promote your presence at Saskatoon Mini Maker Faire.
  3. Make sure to review you Maker bio on the website when there will because available.
  4. More onsite details and resources material will be available as the faire approaches.

 


   General and Fire Safety Plans

If you’re concerned your exhibit might put the attendees or your exhibit team at risk, please bring any and all concerns to our attention by email info@SaskatoonMakerFaire.com. We will advise you as to whether or not a safety plan is needed.

Safety concern examples: you or your exhibit has chemicals, gas, or other items of that nature; your exhibit has activity or might require safety barricades; an attendee at your exhibit might potentially get hurt in any way; etc.

General Safety Plan vs. Fire Safety Plan: Fill out the General Safety Plan for all general safety issues which do not include concerns about fire or flammable materials. Complete the Fire Safety Plan if heat elements or fire of any size, including candles, small flames, burners, etc. are part of your exhibit. If you’re unsure, email us info@SaskatoonMakerFaire.com. It’s important to us that Maker Faire is safe, and we appreciate you checking with us.

Maker Exhibit General Safety Form

Maker Exhibit Fire Safety Form

 


Promote your presence at Maker Faire

Let the world know that you are an official Maker and will be exhibiting at Saskatoon Mini Maker Faire! Maker Faire web banners and badges placed on your website will help spread the word about the upcoming Maker Faire. Promote details HERE.

 


 Maker Entry Passes + Ticketing

All Makers and Maker assistants must check in upon arriving onsite to receive their Maker passes.

Maker Entry Passes

  • Maximum quantity: 4
  • For Maker(s) and assistant(s) ONLY. To qualify, team members must work at your exhibit for 6 hours or more.
  • If you have a large, interactive exhibit and require more passes please email us info@SaskatoonMakerFaire.com.
  • Purchase general attendee tickets HERE .

 


Onsite Details + Resources Onsite Details

Setup/teardown:  You will be able to start setting up as early as 7am, and teardown can begin no earlier than 6pm.  You must be completely set up before 10am. If you have big and hard to maneuver display please make sure you are setting up early. The big garage door at the south end of the hall will be open and you will be able to unload from there.

Check your emails in the week of May 7 for more logistics details and information we may need from you!

 

 

Rules and Regulations

As guests at Prairieland Park, 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, 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.
  • 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 tear down. 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 Food and Beverage regulation 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 Prairieland Park property, including the parking lot, entrance ways, ticket booth areas, and other areas used by Saskatoon Mini 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.
  • The Prairieland Park 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 Canada, the province of Saskatchewan, as well as the ordinances of the City of Saskatoon and all rules and regulations of the Police and Fire Departments of the City of Saskatoon and make no violation or breach of peace. Exhibits must be in compliance with The Canadian Charter of Rights and Freedoms and The Canadian Human Rights Act.

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 FingerTech Robotics, Maker Media Inc., Maker Faire, and Prairieland Park assume no responsibility for any losses due to fire, theft, accident, or other causes.

Fire + 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

All Maker Safety Plans must be submitted to the Maker Faire Production Team by April 15th. The Prairieland Park 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

2018 TERMS AND CONDITIONS OF PARTICIPATION

TERMS AND CONDITIONS OF PARTICIPATION
Provided that your application is accepted, and subject to the terms of this Participation Agreement (“Agreement”), Saskatoon Mini Maker Faire (SMMF)  – operated by FingerTech Robotics Ltd. –   agrees to the participation of the person or organization identified in the application (“Maker”) in Saskatoon Mini Maker Faire, and the Maker agrees to participate, in accordance with terms of this Agreement. In this Agreement, “we” or “us” means SMMF and “you” means the Maker identified above. “Exhibit” means the display and/or demonstration, and/or other activities and materials that you provide or present in the space or work area assigned to you by us at Saskatoon Mini Maker Faire. “Exhibitor Information” means all information submitted in your Call for Makers application that is indicated as intended for public use.

Your submission of your application creates a contract that limits the liability of Maker Media Services, SMMF, FingerTech Robotics Ltd., 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 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: SMMF will assign space at Maker Faire for your Exhibit (the “Space”). Your construction, layout, and maintenance of the Exhibit must be in full compliance with this Maker Toolkit. (the “Toolkit”). SMMF 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 SMMF’s prior written consent, which SMMF 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 SMMF otherwise agreed 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 SMMF’s schedule and the Toolkit. If SMMF determines 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, SMMF 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 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.

ACKNOWLEDGEMENT OF RISK: By participating in Maker Faire, you assume all risks to you and your children of attending and participating in the Maker Faire. You acknowledge that Maker Faire 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, 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 Saskatoon Mini Maker Faire. You waive any claim or potential claim against us if Saskatoon Mini Maker Faire is cancelled, and release us from any resulting or related liability, cost, expense, or damage. Neither you, nor we, our affiliates, or the venue proprietor (collectively, the “Event Providers”) will be liable for lost profits or other indirect, incidental, consequential, or exemplary damages in connection with Maker Faire and/or this Agreement, whether or not such Event Provider or you have been advised of the possibility of such damages or lost profits. Neither party’s liability in connection with Maker Faire, or under this Agreement (except for your indemnity obligations), exceeds three thousand dollars ($3,000).  No Event Provider shall be liable to you for any damage, loss, harm, injury or death to your person, property, or business, or any of your visitors, officers, agents, or employees, resulting from theft, fire, earthquake, water, unavailability of facilities, any errors or omissions in Maker Faire-related materials, insufficient participation, accident, or any other reason in connection with Maker Faire or related activities (such as staging), except to the extent directly attributable to our willful misconduct or gross negligence.

INDEMNITY: You agree to indemnify, and hold harmless the Event Providers 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 Saskatoon Mini Maker Faire, including the Exhibit(s), may be recorded in audio, visual, and/or audiovisual media by us and/or our licensees, and you consent to the making and use of such recordings by us and/or our licensees for any purpose, such uses including without limitation the transcription, modification, reproduction, public display, distribution, broadcast, and transmission in any form. You release us, and our licensees, from and waive any claims related to or arising by reason of the making and/or use of any such recordings. You grant us, and our licensees, the right to use, in connection with the promotion and production of Saskatoon Mini Maker Faire, your name, likeness, and any trade name and/or logo. The provisions of this paragraph will survive termination of this Agreement.

USE OF YOUR INFORMATION, RECORDINGS, AND MATERIALS ON MAKER MEDIA 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 SMMF, Maker Media Services and any other digital or print platform or medium sponsored or co-sponsored by Maker Media. 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.

MISCELLANEOUS: This Agreement (including the Maker 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 Saskatchewan law. Any action to enforce this Agreement must be brought in the federal or provincial court located in Saskatoon, Saskatchewan, 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. The Limitations on Liability section (above) of these Terms and Conditions of Participation, shall survive the termination or expiration of this Agreement.

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, 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.