Exhibitor Info – Atlanta Science Festival

Exhibitor Info

AT THIS TIME, WE ARE PLANNING AN EXPO AT THE 2022 FESTIVAL!

The Exploration Expo takes place on March 26, 2022 from 11am-4pm as the culminating event of the two-week Atlanta Science Festival. The Piedmont Park event will be a fun filled day of 100 interactive activities and performances that celebrate the excitement of science, technology, engineering and mathematics in Atlanta. This FREE event is open to all, and the primary target audience is families with children aged 8-13, with a special emphasis on those with limited access to science education resources.

Science ATL is closely following the COVID-19 pandemic and will use the science to guide us in our decision making about how to ensure a safe experience for attendees and exhibitors. Please note that this is an ever-changing situation, so at this time, we are not prepared to make any particular calls about safety, but will keep this page updated as we do so.

See below for information about how to submit your proposal to exhibit at the Expo. All Expo exhibits must be designed to engage the public in an interactive, hands-on way with some aspect of science, technology, engineering, and/or mathematics. We encourage exhibitors to feature local STEM discoveries, the specific research and innovations coming out of local laboratories, and the science and technology behind Georgia businesses. All content must be family-friendly, safe and appropriate. Science fair or classroom projects by K-12 students are typically not appropriate content. If you are a K-12 student or teacher, please consult with us before submitting an application.

Questions? Contact [email protected].

Most exhibitors should follow the procedure outlined below. Sponsors should also complete the Form, but will not be charged for these items. For Georgia Tech, Georgia State, and Emory University exhibitors: in most cases, your institution will cover your expenses. Contact us if you have questions.

  1. Submit your Exhibit Proposal Form by January 10, 2022. Non-profit organizations are eligible to receive a 15% early-bird discount if your complete proposal is received by November 19, 2022. Please provide enough information so that we fully understand what you will be doing at your booth.
  2. Our committee will review your proposal, request additional information if necessary, and return an acceptance decision to you no later than January 28, 2022, along with an invoice for your final exhibit costs.
  3. You can pay by credit card online, or by mailing a check, by February 14, 2022.
  4. Exhibit space is not guaranteed until payment is received. Once payment is received we will list you as an exhibitor on our website. Timely payment will also allow us to include you on the printed Expo handout and signage.
  5. Parking directions, booth assignments, maps, load-in times and procedures will be emailed to you 1-2 weeks prior to the Expo.

Frequently Asked Questions

You must submit an online application that will be reviewed by our committee – see application process outlined above. Accepted exhibitors will be charged exhibitor fees – see pricing above for nonprofits or for emerging businesses (<25 employees). Larger businesses must become a Festival sponsor (levels begin at $2500) in order to exhibit. There is no fee for vehicles. The deadline for exhibit/performance proposals is January 10, 2022. Early-bird registration provides a 15% discount on current pricing and closes November 19, 2021. We strongly advise, as space is limited, that you sign up as soon as possible to guarantee your spot and your activity.

The exhibit space includes a 10’x10′ tent with back and side walls, one 8′ table with plastic cover (not a floor-length drape), two chairs, and a banner with the name of your activity and organization. Additional chairs, tables, access to electricity and water is available for purchase in advance when completing your exhibit payment. See pricing information above.

All exhibits should include STEM activities that are interactive, simple and efficient. The best exhibits are typically those that have a clear take-home message. Activities must be designed to engage the public in an interactive, hands-on way with some aspect of science, technology, engineering, and/or mathematics. We encourage exhibitors to feature local STEM discoveries, the specific research and innovations coming out of local laboratories, and the science and technology behind Georgia businesses. We expect that exhibit booths will provide opportunities for the public to engage with STEM professionals, so we discourage K-12 groups from becoming exhibitors. If you are a K-12 group, please consult with us prior to applying. All content must be family-friendly, safe and appropriate. Qualified exhibitor personnel must be present at the exhibit at all times during the hours of the Expo. See our Tips for a Successful Exhibit tab above for additional guidance, and some sample exhibits.

Science ATL staff will work with all exhibitors to prevent potential overlaps. The more detail we know about your plans, the easier it will be to avoid repeating the same activity.

In the past, our typical crowd size is 20,000-30,000. With uncertainties about how the pandemic will look in March 2022, our numbers guess at this point won’t hold much weight. Regardless of crowd size, we will assure proper safety measures are in place (see COVID-19 safety measures tab). To be fully prepared for the highest number of attendees, when preparing for the event, please plan to serve a large audience, including adequate staffing (including setup and breakdown crews) and materials for at least 2500 visitors to your booth.

Exhibitors will receive load-in and load-out instructions 1-2 weeks prior to the event. You will be assigned a time to drop your supplies off at your tent and then move your vehicle. We will provide some suggested parking options in the area, but there is no designated parking lot for exhibitors. We encourage you to plan carefully with your team and limit the number of vehicles on site. Thank you for your understanding.

Typically, merchandise sales are not allowed. Please contact [email protected] with the subject line VENDOR ALLOWANCE if you would like to make a case for an exception.

Please resist handing out paper or items with plastic packaging as much as possible. Additionally, do not place your materials outside of the booth and do not leave your materials unattended.

This event will occur rain or shine. In case of dangerous, severe weather, we will announce alternate plans 48 hours in advance of the event. Please check atlantasciencefestival.org for more details the week of the event.

In 2020, the pandemic was declared in the middle of the Atlanta Science Festival. We were able to act quickly, cancel the event, and refund money. Hopefully, the world will be in a better place come March 2022, but we are prepared to act as needed to ensure safety of attendees and exhibitors. If this means cancelling the Expo, we will make that decision at least one week in advance.

Exhibit Proposal Form

© 2021 ATLANTA SCIENCE FESTIVAL Alex the astronaut