Saturday May 25, 2019 – 10am-6pm – Hall D – 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. This toolkit is occasionally updated*. If you can’t find the information you need, please check back or send us an email.
*The toolkit was last updated May 2019 – Changed location of outdoor exhibits to west side of Hall D.
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.
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!
Outdoor Exhibit Area: If you require an outdoor space, your exhibit will be located to the west of the Hall D. 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.)
Indoor Exhibit Area: The majority of Maker exhibits will be located inside Hall D of Prairieland Park. 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.
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.
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.
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.
These are guidelines only, your exhibit may not fit exactly into one option below, and it may fit more than one.
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. The hall may get warm/hot even if the AC is on so bring a fan if you are normally hot inside! You will need to supply all equipment and 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 presenting!
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 corrected 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:
Interactive booths are the most popular at Maker Faires. We highly recommend having an interactive component to your display. Have your tools and equipment out for visitors to see and touch! Bring scraps or samples for kids and adults to sit with you and try out your craft! Think of incorporating lights, music, moving objects, etc. Design your space to fit your needs! You don’t need to keep a regular trade show setup where the table is in the front and you sit behind it. Be as creative as you want, put your table at the back to invite the visitor to come ‘in’ your booth. Have a small sun tent to hang things from or create a dark room by adding curtains to the tent if you have lights! Ditch the table completely and use the floor! If you are displaying a mobile vehicle, consider roaming around the Faire alleys. Search the internet for other Maker Faire websites to get more exhibit ideas! You can look through Orlando Maker Faire’s Flickr pictures for inspiration.
Next Steps After Acceptance Your first message should have arrived immediately after you submitted your entry form. After that, we will send emails closer to the event date 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!
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.
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. Promotional details available HERE .
All Makers and Maker assistants must check in upon arriving onsite to receive their Maker passes.
Maker Entry Passes
If you are visiting from outside of Saskatoon (or want to Stay-cation for the weekend!), we have partnered with the Saskatoon Inn and Conference Center to get you cheaper rates. Discounted rate are for all Maker Faire Makers, attendees and volunteers wanting a room for one night or the whole weekend. Either mention “Saskatoon Mini Maker Faire” when phoning to reserve or use this link to reserve online. Rooms must be booked before April 24, 2019.
Saskatoon Inn & Conference Centre
2002 Airport Drive, Saskatoon SK. S7L 6M4
Phone: 306-242-1440 | 1-800-667-8789
Setup/teardown: This year Makers will be able to set up their booths in advance Friday evening! Feel free to come from 7pm-10pm on May 24th to get your booth ready to go. On Saturday, you will be able to start setting up as early as 7am. You must be completely set up before doors open at 10am. If you have big and hard to maneuver display please make sure you are setting up early. If you need equipment to setup (e.g. ladder) please inform us in advance so we can have it ready for you.
For load-in, most Makers will use the set of 6 doors on the West side of Hall D facing the parking lot. For large objects, an overhead door (Door #1 or 2) at the East side of Hall D is available. There are several blue carts available for you to use. There will be a table near the main entrance of the hall (South) where you should first pick up your envelope which contains your badges and information sheet. Write your name on your badge so attendees remember who they’ve spoken to! Sharpies are available.
Loading/unloading: do not block the doors! You may pull up to the doors, unload into the building, then go park. Please don’t leave your vehicle there while you move everything to your booth.
Teardown can begin no earlier than 6pm.
Check your emails in the couple weeks before the Faire for more logistics details and information we may need from you!
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.
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 The Maker Nucleus Foundation Inc., Maker Media Inc., Maker Faire, and Prairieland Park assume no responsibility for any losses due to fire, theft, accident, or other causes.
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:
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.
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 The Maker Nucleus Foundation Inc. – 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, The Maker Nucleus Foundation Inc., 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.