Welcome Maker Faire Kansas City Makers

This is your resource center to guide you through the many details of exhibiting at Maker Faire Kansas City. We update the toolkit frequently. If you can’t find the information you need, please check back.

Maker Faire Kansas City Date & Location

June 23 – 24, 2018
Union Station Kansas City, Inc.
30 W. Pershing Rd.
Kansas City, MO 64108

QUICKLINKS

 

Important Dates and Details

MAKER DEADLINES

Check back for more information and links.

 

 

 

 

May 18: All Applications Due.
June 1: Booth Assistants Participation Agreement Due
June 1: Commercial Makers and Non-Profit Booth Payments Due
June 1: Food Permits must be submitted to Health Department
June 1: Submit Maker Safety Plan (if required)

 

Set up & Showtime

Plan to be public ready by Saturday, June 23, 9am.

 

 

 

 

Friday, June 22
Set Up:  9:00 am – 6:00 pm, and setup hours will last until 8 pm.

Saturday, June 23
Set Up:  6:00 am – 9:00 am
Showtime:  10 am – 6 pm
All Makers Exit by 7PM

Sunday, June 24
Set Up:  8:00 am – 9:00 am
Showtime:  10 am – 5 pm
Tear Down Complete by 9PM

Setup must be complete 1-hour prior to Showtime. Carts and vehicles should not obstruct public access to event. Makers must unload cars at pre-determined loading areas and move it before completing setup of exhibit. Cars not moved will be subjected to tow. Remember, Maker Faire Kansas City does NOT provide any equipment to load in/out.

Preparing for Maker Faire Kansas City

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!

Outdoor Exhibit Area:  If you require an outdoor space, your exhibit space will be located on the Union Station grounds.  We have a variety of outdoor spaces: grassy areas and on pavement. All exhibits outside are provided overhead tenting, however be mindful that it could be very hot or raining, so plan accordingly. Personal tents cannot be used unless approved in advance of set-up.

Indoor Exhibit Area:  Indoor Exhibit Areas are limited. They will be spread throughout historic Union Station Kansas City. Spaces are 10’x10’ areas. Requests for special space accommodations will be reviewed and Makers will be notified if their request can be granted. Your exhibit must fit in the footprint of the booth/area assigned to you.  Exhibits that spill over the assigned space or encroach others will be asked to adjust.

Types of Makers

Maker Exhibit: (No Fee) Individuals or groups that would like to demonstrate what they make and/or how it works in an all-weekend exhibit space; interactive exhibits are encouraged. For Maker groups, please have one point person to coordinate your efforts. There is no exhibitor fee for standard Maker Exhibits.

Commercial Maker: ($200) Individuals who would like to sell or market products along with demonstrating what they make at their Maker exhibit. A fee of $200 is payable upon acceptance.  Payment MUST be made by June 1 in order to be placed in a booth or space. The link for booth payment is located in your confirmation email.

Commercial Young Maker: ($50) Young Makers, ages 18 and below, who sell a product along with demonstrating what they make and/or show how it works. A fee of $50 is payable upon acceptance.  Payment MUST be made by June 1 in order to be placed in a booth or space. The link for booth payment is located in your confirmation email.

Strawberry Swing Makers ($225): If you are an indie crafter, and your primary intent is to sell your products at Maker Faire, your application process is separate. We have partnered with the Strawberry Swing Indie Craft Fair, who will be hosting a Pop-Up Handmade Craft Fair within Maker Faire Kansas City. The $225 fee includes a $25 non-refundable Jury Fee is required per show application

The difference between Commercial Makers and Craft Maker: Both Commercial Makers and Craft Makers are a part of Maker Faire. The Strawberry Swing Craft Fair Pop-Up area is dedicated to people who are only selling their handmade indie craft items. All Pop-Up Craft Makers are curated together to create a craft fair environment within Maker Faire. On the other hand, Commercial Makers exhibit in various areas of the event, demonstrating what they make and usually offer a hands-on activity; Selling is a side-addition to their DIY demonstration; selling is not the focus of their exhibit.

Non-Profit and Cause or Mission Based Associations, Institutions and Organizations ($50) In an effort to respond to requests from a variety of organizations that would like to participate in Maker Faire, we have created a special category where organizations can qualify for reduced rate of $50 to participate.  Payment MUST be made by June 1 in order to be placed in a booth or space. The link for booth payment is located in your confirmation email. 

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. If you receive or plan to receive sponsorship funds or materials for your Maker exhibit, please inform us by using “Sponsor Subsidy” in your subject line to info@makerfairekc.com, as full sponsor disclosure is required.

If you, your club and/or Maker space obtain approval and are supported by a sponsor, you will be able to offer one small sponsor appreciation sign with their logo, 4 inch x 6 inch maximum size, at your exhibit.  You will not be able to offer any large brand recognition at Maker Faire Kansas City or give away sponsor products or flyers.  If your sponsor would like to upgrade their sponsorship so as to obtain brand recognition at Maker Faire Kansas City, please contact us immediately and we would be happy to work with them to accommodate their support in the Maker Movement.­­­

Food Maker (No Fee): Individuals or groups that show and demonstrate hand-made food products in an interactive environment.  Note: If you serve samples, they must be 2oz. or less and you need to apply for a KCMO Health Dept. Food Sampling Permit. (Application details below)

Commercial Food Maker ($200): Individuals pay a fee to show and demonstrate hand-made food products, in an interactive environment, with the opportunity to sell products.  Samples 2 oz. or less can be given away with KCMO permit. Prepared packaged foods (defined as food that is not consumed on-site and is prepared prior to consumption), can be sold with KCMO permit. A fee of $200 is due upon acceptance.

Ingredients: Food Makers are requested to clearly display a list of ingredients for any tasting and/or selling so that the audience is informed in case of allergies and/or food sensitivities.

Health Permit: Food Makers must comply with the KCMO Health Department Guidelines.  If you are selling and/or providing samples, you are required to submit a Health Department Permit Application by June 1 prior to event to allow sufficient time for submission, review and payment.   Inspectors will be on site the day of event for inspection. Only those who pass inspection will be granted an event permit.  Those not granted permit will be asked to leave by the Health Dept.

Links to KCMO Health Department:

Temporary Food Permit Application and Food Sampling Permit Application found here:

Food Permit: https://data.kcmo.org/Health/Temp-Food-Event-Permit-Application/cecm-f9qt

Food Sampling: http://kcmo.gov/health/wp-content/uploads/sites/6/2013/09/Food-Sampling-Permit-Application.pdf

If you are transporting prepared foods from your permanent establishment, you will also need to bring a copy of your permanent Health Permit from that city.

Please contact the KCMO Health Department with any questions: 816-513-6315.

Concessionaire or Sampling Violations: Violations of any concessionaire or food sampling terms may result in a fine per penalty.  Violations shall be defined as noncompliance with the guidelines in this manual and/or failure to obtain applicable permits, included but not limited to State of Missouri Business and Tax permits, Health Department permits and any related permits required to operate concession or sampling operations in the State of Missouri, County of Jackson and City of Kansas City.

Booth Cancellation: No refunds will be given.

Exhibit & Setup Details

EXHIBIT AND SETUP DETAILS AND GUIDELINES

We will provide a 6’ table and two chairs. If this is not needed, indicate in your application. Additional items are available upon request. Additional tables cost $10 and each additional chair will cost $2. Plan to bring anything else that you would like to have. Heavy duty extension cords, power strips, hardware and supplies needed to display your project is your responsibility. We trust that you will supply any equipment or supplies you need to make your project functional.  Please feel free to make signs for your exhibit that help the attendees understand what you are making!

So that we are in agreement as to what you will require for your exhibit, please review the following details:

Tables/Chairs: We will provide a 6’ table and two chairs. Any additional requests for tables will cost $10 and each additional chair will cost $2.

Signage:  An 11”x17” sign is provided by Maker Faire Kansas City. Sign includes your project name or description based on the project proposal you submitted on the Maker Faire application.

Internet Connectivity: Wireless service may be provided in Union Station. Notify the Maker Faire Kansas City team if your project, or booth, requires internet by June 1 so we can do our best to accommodate you.  A hardwire connection will not be available.

Electrical: If you provided details of your power requirements, we will work to be sure you have power available at your exhibit area.  Please bring your own surge protectors and/or grounded power strips for power distribution at your exhibit. Unsafe or illegal power distribution is prohibited; including daisy chaining power strips.  Power requests after June 1 cannot be guaranteed.  Dedicated or high amperage power may incur additional charge. (Provided connectivity is possible)

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 little label on them that will tell you how many watts or amps they draw.  In the U.S., most power is 110 volts (though electric dryers typically need 220volts). As a quick reference, you can convert Watts to Amps by dividing the Watts by Volts (typically 110).  Example, a 500-watt bulb requires a 4.5 amp circuit.  If the power you indicated on your application changes, please contact Maker Relations at info@makerfairekc.com by June 1.

Trash/Recycle:  Trash and recycle receptacles are not provided at each booth. Please plan appropriately for all waste.

Safety Barricades/Shields:  If the nature of your exhibit requires safety barricades or protective shielding, or if you have questions about safety, bring this to our attention by putting “Safety” in the subject line to info@makerfairekc.com.  Please be sure to complete the Maker Safety Plan, describing safety barricades or shielding you plan to use.

Water/Liquid:  If your exhibit requires any form of water/liquid and you have not notified us in your original application, please email us with the specifics and note “Water” in the subject line to info@makerfairekc.com.

Radio Frequency:  Due to the nature of the event, we need to know if you plan to use radio frequencies and if so, what frequency and/or frequencies and the amount of power you are using so we can coordinate placement and usage.  If you did not indicate radio frequency issues on your entry form or if your project is RF sensitive, please email us with “Radio Frequency” in the subject line and send to info@makerfairekc.com. 

Fire and Safety or Hazard issues:  If your project can be considered hazardous or a concern for the Maker Faire Safety Crew (especially fire safety), please be sure to include these details in your Safety Plan.  As part of the setup process, we will need you to declare all hazardous materials that you have with you, as this will help in determining the best storage and overall safety concerns of such materials.   Maker Safety Plans are due by Friday, June 1.

Failure to comply to all guidelines set forth may result in cancelation of participating in Maker Faire Kansas City.
All decisions by Maker Faire Producers are final.

Load-in & Load Out

Load-In Instructions
Map to be provided at a later date.

Load-In Times

Friday, June 22:      9:00 am – 6:00 pm, and setup hours will last until 8 pm.

Saturday, June 23: 6:00 am – 8:00 am

Sunday, June 24:    7:00 am – 8:00 am 

If you have light loads to bring in for setup, you may unload at the main level of Union Station by the Post Office Doors. Makers must unload cars at pre-determined loading areas and move it before completing setup of exhibit. Cars not moved will be subjected to tow. You may arrive at any time frame between 9am – 6pm to unload. It is also at this location that you will check in and receive your booth location, event map and program, one parking pass, and wristband passes for the weekend, please see Maker Check In below for additional details. Please Note: Due to Union Station’s Historical Building status, you may NOT use the Union Station SOUTH ENTRY brass doors to unload items.

Union Station staff and volunteers are not responsible for assisting you with load-in; however if staff and volunteers offer to assist, feel free to accept their help. Union Station will not provide any kind of equipment – cart or dolly – to load in/out, so plan accordingly for the moving equipment you may need. If you have large loads, you will be pre-assigned to the Union Station dock for load-in. If you are assigned to use the dock, you will receive instruction for how to access this area.

Complicated Exhibits: Do you require additional setup time? Please contact your Maker Faire personnel for any assistance you may need (see contact info in this manual). Makers who need time outside the scheduled hours MUST make arrangements with the Maker Faire Team by June 1.

Exhibitors are required to take steps to protect the historic marble floors and walls at Union Station during load in and load out and also during the event.  Please use carts with soft wheels and protect any rough surfaces that will come in contact with the floors. Refer to page 7 for wall restrictions.  

Union Station staff and volunteers are not responsible for assisting you with load-in; however if staff and volunteers offer to assist, feel free to accept their help. Union Station is not providing any kind of equipment – cart or dolly – to load in/out, so plan accordingly for the moving equipment you may need in the event no one is available to assist you. If you have large loads, you will be pre-assigned to the Union Station dock for load-in. If you are assigned to use the dock, you will receive instruction for how to access this area.

Complicated Exhibits: Do you require additional setup time? Please contact your Maker Faire personnel for any assistance you may need (see contact info in this manual). Makers who need time outside the scheduled hours MUST make arrangements with the Maker Faire Team by June 2.

Exhibitors are required to take steps to protect the historic marble floors at Union Station during load in and load out and also during the event.  Please use carts with soft wheels and protect any rough surfaces that will come in contact with the floors.

WRAPPING UP

Teardown:  Teardown begins after 5 pm on Sunday.  All exhibits must be intact and open to the public until that time.  Exhibits must be removed by 9 pm Sunday night.

Load-Out: Vehicles will not be allowed to enter Faire grounds until public has exited, or at the latest 5:30PM.  No exceptions. Load-out is first come, first served.

Disposal:  Recycling, paper, bottles and glass, non-toxic waste, and general trash receptacles will be available.  If you require extra trash bins at your exhibit, please let us know.  We appreciate your exhibit area being cleared completely upon load-out.

Maker Check In and Passes

Desk Hours:      Friday, June 22     9 am – noon, 12:30 pm – 6 pm

                                Saturday, June 23     6 am – 8am  

Inside Location: Grand Hall by the Post Office;

Makers must check in and pick up their Maker Faire Packets by 8:00AM the Saturday of the Faire. If the packet has not been picked up, you will forfeit your booth space.   

Maker Entry Passes:  Each exhibit will be provided five (5) weekend Maker Faire Entry Passes for assistants/helpers and two (2) Sunday Day-Only Passes for Friends and/or Family for in/out access all weekend.  If you are interested in purchasing additional tickets, please be on the lookout for additional e-communications on when and where you may purchase them. Day of purchases will not be discounted.

Parking Pass:  Each booth will receive one complimentary parking pass, which is available upon check-in during load-in.  Parking pass must be picked up prior to parking in garage for free admittance.

During the Event

Breaks:  Each Maker exhibit should be staffed at all times by you, a colleague, or a family member/friend over the age of 14.  If your assistant is unavailable and you need a short break, please notify your area Maker Faire staff and we will do our best to assist you in finding someone to watch your exhibit.

Electrical:  During the event, if you have problems with your power, please report them immediately to your area staff.

Refreshment: Please ensure you bring enough food and drink for yourself. Food and drink will not be provided by Maker Faire team.

Janitorial Services: The cleaning crew will complete a clean sweep of the aisles after 9 pm on Saturday night.  Please consolidate garbage when possible.  We recycle.  See the “Recycle” section below for details. Please note that the crew will not enter your exhibit area to clean on Friday or Saturday night.

Security:  Maker Faire Production will maintain 24-hour roaming perimeter security Friday thru Sunday.  In addition, one security guard will remain in Grand Plaza and Grand Hall, as Union Station is open to the public. If it is valuable, take it with you!

Emergency:  In the event of a medical emergency, notify your area staff, security personnel, or anyone with a radio or walkie-talkie.  They will contact the on-site EMT personnel.  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 Maker Central in Grand Hall.

First Aid: First Aid will be available onsite.

Evacuation:  Should the need to evacuate arise, follow these instructions.  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 the building and keep emergency access routes clear.  When the necessary authorities deem it safe to reenter the buildings/ facility, Makers will be granted access prior to members of the public.

Rules & Regulations

As guests at Union Station, 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.

 Building Regulations – In accordance with restrictions imposed by Union Station of Kansas City, the following regulations must be followed:

  • 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 so damaged.
  • 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.
  • Please do not insert stakes in the ground without specific permission, as it could be costly and dangerous. There may be wire underground that will be damaged.
  • 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.
  • No food or beverage may be offered or displayed as part of exhibit, demonstration, presentation, or workshop. Food Makers need to comply with all Health Code Regulations and cannot serve samples unless arrangements have been made for permission to do so.
  • No exits, firefighting equipment, or emergency equipment may be blocked or obstructed under any circumstances.
  • Compliance with Americans with Disabilities Act (ADA) is a legal requirement for public facilities. This law became effective in January 1992. It requires access for disabled persons. A Guide to the Disability Rights Laws can be found http://www.usdoj.gov/crt/ada/cguide.pdf
  • Sufficient space must be provided within the booth for the comfort and safety of persons watching exhibits, demonstrations, displays, or workshops.
  • 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 the United States, the State of Missouri, as well as the ordinances of the City of Kansas City and all rules and regulations of the Police and Fire Departments of the City of Kansas City and Jackson County. Make no violation or breach of peace. Do not endanger or harm any person, property, or the environment, including all Union Station property, including the parking lot, entrance ways, ticket booth areas, and other areas used by Maker Faire Kansas City or its employees, contractors, agents, members, or guest

MAKER FAIRE SAFETY

All Makers offering a hands-on activity that involves potential safety hazards must display signage visible to every participant declaring the participant’s acceptance of liability. You may wish to ask that participants sign a waiver; you should provide these at your discretion as Union Station is not liable for safety incidents that occur at your booth as a result of participation by the general public and will not be providing waivers for individual Maker booths.

Note: The following are industry standard rules that require full compliance.

Child Safety:  Maker Faire Kansas City is a family event.  We appreciate your assistance in keeping this a safe environment for the children attending the event.  For safety purposes, we request that children under the age of 14 not be on Maker Faire Kansas City 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.

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 Kansas City 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 Kansas City Production Team by Friday, June 1.  The Jackson County 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.

 

Exit and Aisles: Aisles must be kept clear of all displays and equipment.  Entrance and exit doors shall remain unobstructed at all times.  Fire extinguishers and fire-hose cabinets shall remain visible and accessible 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.  All power cords must be kept behind the display with nothing placed on top of any cords.

Electrical/Fireproofing: The fire department has strict regulations governing trade shows.  All electrical wiring must conform to National Electrical Code Safety Rules.  In addition, all draperies, decorations, and materials must be flame-proofed in accordance with local fire codes.  Materials may be inspected and/or tested by the Fire Marshall at any time.

Hazardous Materials:  All hazardous materials must be properly disposed of.  Materials such as grout, mortar, tape compound, etc. cannot be poured down the facility drains.  All building materials, supplies, etc. must be taken away after teardown.  The facility will not accept dumped building materials or electronic waste.

Combustibles Kept Outside:  Additional supplies and inventory must be kept in closed containers and stored in a neat and compact manner.  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.

Propane and Helium: These materials will not be permitted without prior review and approval, including balloons.

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 Union Station of Kansas City assumes no responsibility for any losses due to fire, theft, accident, or other causes.  Your insurance company should be able to assist you with obtaining appropriate coverage.

Precautions:  The potential of theft and disappearance can be greatly reduced if a few simple precautions are taken:

  • Do not leave purses, laptops, cell phones, or any easily portable items unattended at any time in your exhibit area.
  • Avoid leaving any small items of significant value in your booth overnight.
  • If possible, cover your display with a flameproof drop cloth.
  • Run wire or cable through as many items as possible and lock at night.
  • A solidly constructed, lockable trunk provides security and storage for small articles.
  • Report any suspicious person or theft in the building or on the grounds immediately to the Maker Faire Kansas City Organizers will notify Security Officers and file an incident report, if applicable.
  • Lock valuables in the trunk of your car, where they are not visible.
  • Travel in pairs at night.
  • Ask your hotel for a safe deposit box to store your valuables.
  • If you are demonstrating a valuable piece of equipment, please remove it from your booth each evening.

 

Maker Faire Kansas City and/or Union Station will not be held responsible for lost or damaged property at any time.  You are urged to maintain full insurance coverage for loss of your property.