Exhibitor Information
We invite individuals and teams to join us in creating engaging, hands-on activities targeted for 4th-8th grade students, and accessible for younger youth, their adults, and the entire family.
Who attends?
We counted over 10,000 people
in 2024, with the average youth
age of 8 years old, split 50/50
male and female. Families attended
the entire event for 2.6 hours,
on average, and usually spend 5
to 10 minutes at each exhibitor.
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Who Can Be an Exhibitor?
Exhibitors are individuals and teams
passionate about education and
eager to present engaging activities
n science, technology, engineering,
and mathematics (STEM) to young
students. Our exhibitors come from diverse backgrounds, including large corporations, nonprofits, government agencies, small businesses, schools, clubs, research institutions, and other groups dedicated to STEM education.​
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What is an Exhibit?
An exhibit is a hands-on STEM activity designed for 4th-8th grade students and open to younger youth. The activity offers an opportunity to learn something new, spark inspiration, and connect with professionals who use STEM concepts in their work. ​Attendees report that they really connect and engage with hands-on activities that are interactive, live animals, and fun! We discourage static information tables, lectures, and dense scientific information.
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Help is available!
Whether you’re a seasoned educator or new to outreach, we provide the support you need to develop an interactive exhibit that captivates young minds. While activities are primarily geared toward students in 4th to 8th grade, participants of all ages—from kindergarteners to adults—are sure to have a great time.
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Exhibitor Assistants - High School and College Student Volunteers
We invite exhibitors to host high school and college student volunteers for 4 to 6 hours at their booth! Students connect with you and your organization and you get help providing a hands-on activity. If interested, mark this on the online exhibitor application (from 0 to 5 students). We list your exhibit as a volunteer opportunity and students themselves decide which organizations to volunteer with (first-come, first-served) by signing up. While we promote volunteer opportunities, we cannot promise that students will sign up for your exhibit.
2024 Exhibitors Reported
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9.7 out of 10 on overall experience!
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Reaching more than 400 attendees on average.
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The most memorable experience was the enthusiasm and curiosity of the kids; they were curious, asked insightful questions, and were eager to learn.
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The event was well-organized, with good logistical support, easy access, and ample space.
What Should You Do First?
Start by assembling a reliable team to work together before and during Discovery Day. Managing a full-day event alone can be challenging, and many companies find this to be a valuable team-building experience.
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Need Help Coming Up with an Idea?
No worries! We have experienced volunteers ready to help you develop an activity that aligns with your message, fits your resources, and is age-appropriate. We provide comprehensive exhibitor guidelines and additional information on this site, and we welcome in-person discussions to help you prepare. Attend one of the information sessions (see above right).​​​
Exhibitor Information Sessions​
Learn about hosting high quality hands-on STEM activities, event basics and logistics, and hear words of wisdom from seasoned exhibitors.
Deadline: January 26, 2025
Application Steps
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Read the specifics and guidelines on the website below and read the Exhibitor Terms & Conditions (revised Sep. 26, 2022)
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Submit online application
Potential exhibitors need to submit an online application, including contact information and descriptions of both the organization and the planned activity. Each exhibit will be reviewed by the festival organizers for safety and STEM content before acceptance.
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Provide a certificate of insurance
Submit a certificate of insurance for the "2025 North Bay Science Discovery Day" naming the following entities as additionally insured: The Regents of the University of California, Sonoma County Fair and Exposition Inc., County of Sonoma, and the Buck Institute for Research on Aging, including their officers, agents, and employees.
Please email this to info@northbayscience.org.
Click here for additional information.
Exhibit Space and Fee Information
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When:
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Saturday, March 8, 2025
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Open to guests from 10:00 a.m. to 4:00 p.m.
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Set-Up Time:
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Friday, 2:00 to 6:00 p.m.
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Saturday, 7:00 to 9:30 a.m.
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Standard Booth:
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10' x 20' space
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2 tables and 2 chairs (additional available upon request)
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Tables are 8' x 30" x 3/4" thick
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Booth identification sign
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Electricity and water, as available
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Free wifi​
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Exhibit Booth Fees
New in 2025: There is NO mandatory fee to become an exhibitor. You may exhibit for free!
Donations and Sponsorships
As this is a non-profit community event, we encourage exhibitors to donate to help support the ongoing sustainability of the North Bay Science Discovery Day. Even small donations keep this event alive and free for everyone.
Exhibitor Guidelines
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Fire Safety - The State, County, and City are stressing increased fire safety at public events. As usual, a Fire Marshal will review all exhibits for compliance with the City of Santa Rosa Fire Safety Codes.
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Exhibit Activities - NBSDD offers "aha!" moments for every young student, and family, through hands-on interactions with Science, Technology, Engineering, and Math. Over 8,000 children are expected, so the best activities take 5-10 minutes and allow several kids to participate side by side. Many exhibits have had over 1,000 visitors in six hours.
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Merchandising & Fundraising - The free and educational nature of this event precludes selling merchandise or soliciting donations on-site. All STEM enrichment activities are provided at no charge so every visitor can participate, regardless of economic circumstances.
Giveaways - Promotional or educational items, opt-in links to online content, catalogs, newsletters, etc., can be good passive branding. Handing out candy and food items is not allowed for health and safety reasons.
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Branding & Outreach - Subject to Fire Safety Codes, banners, signs, posters, etc., are all welcome within your booth area. Secondary to the STEM activity, we encourage passive brand promotion, collecting opt-in contacts, and developing ongoing relationships.
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Booth Locations - The general layout of buildings and booth locations is shown here on a Fairgrounds map. Specific booth locations will be assigned after registration is completed with a more detailed map.
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Tents & Canopies - The Fairgrounds does not supply tents or canopies. Fire Safety Codes prohibit indoor structures that might block water from fire sprinklers and limit outdoor tents (with sides) to 400 sq. ft.
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Electricity - 120 v ac outlets will be near most booths. Bring extension cords and power strips to get from the central outlet to your equipment. Per California Fire Code 605.5, "extension cords shall be at least No. 14 AWG heavy-duty commercial type."
WiFi - The Fairgrounds provides WiFi, but coverage is uneven. Consider a cellular hotspot or a local copy of content as a backup plan.
Load-in & Setup - Exhibitor gates (see will open at 7:00 am and close at 9:30 am Saturday. Unloading must be completed and cars parked by 9:30 for pedestrian safety. Early setup is available from 2:00 to 7:00 pm on Friday; contact us for access details.
Parking - Only one vehicle per exhibitor can park on-site at the Redwood Lot (at the "Cattle Barns" for exhibitors in Finley Hall). Extra vehicles, and any needing to come and go during the day, should park in the free Public Lots.
Tear-down & Load-out - Packing up does not start until after 4 pm. Guests stay engaged until the last minute, and driving amongst families still walking around is unsafe. After 4 pm, taking down a booth is the reverse of setup. Please tidy your space to the condition you found it.
Additional tips for enjoying the experience:
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Arrive early so you can finish setup and catch your breath before visitors arrive. There will be a hospitality area in the Garden Building with coffee and light snacks; this is available all day to you and your staff and volunteers.
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Plan your staffing and schedule to allow breaks, visiting the other activities, and networking with schools and other exhibitors.
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Each building or area will have a volunteer “captain” making the rounds. Please don’t hesitate to ask if you need something.
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Hydrate!
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Take pride in creating an event the whole community looks forward to! Thank you for helping to celebrate the curiosity, education, and inspiration that drive innovation in the North Bay