Festival Dates: April 15 – 29, 2012
Expo Dates: April 28-29, 2012
Sneak Peek Friday: April 27, 2012

Sneak Peek Friday
(invitation only event for high school students, government officials, military families and the media - exhibitors who wish to participate should indicate their interest in the Partner Portal):
Friday, April 27, 2012:     Expo 10:30 AM to 2:00 PM
Nifty-Fifty Event 9:30 AM to 3:00 PM

Expo open to the general public:
Saturday, April 28, 2012: 10:00 AM to 6:00 PM
Sunday, April 29, 2012: 10:00 AM to 4:00 PM

Exhibitors must staff their booths for the duration of the Expo’s hours.

In Washington, DC, at the Walter E. Washington Convention Center (www.dcconvention.com)
801 Mt Vernon Pl NW, Washington, District of Columbia 20001

Get Directions

We have expanded the finale Expo to three days. Saturday and Sunday is a FREE event and open to the general public. Sneak Peek Friday is Friday, April 27, 2012 and is by invitation only. Sneak Peek Friday is for fivethree audiences: 1) Students and teachers from underserved schools, 2) Homeschoolers 3) Military families 4) Government Officials and their Staffers and 53 the Press. A select group of exhibitors will be invited to participate. Participating exhibitors must be completely set up by Friday morning. Participation is limited to the most exciting, hands-on exhibits and we reserve the right to select participants.

That’s very difficult to estimate, but our goal is to have upwards of 100,000 visitors throughout the two days.

The Partner Portal is an online tool where all Expo exhibitors, performers and authors maintain and update their contact and exhibit information. Exhibitors are provided with log in and password information via email.

The preliminary deadline is October 31. After October 31, you will be able to make changes via the Partner Portal until December 31st, 2011.

If you need to make adjustments prior to September 30, simply log into the Partner Portal and update your information. After Sept. 30, please email expoinfo@usasef.org if you need to make substantial  changes to your exhibit, which require a re-write of the description and have an effect on what materials you will be using. If you are simply changing the wording of your description, without changing materials used, primary content and focus of your exhibit, target age group, keywords etc., simply log into the Partner Portal and make the change.

All exhibits should be highly interactive and targeted at a 10th grade level or below understanding of science. Please refrain from using static displays. The best exhibits are typically those that have a clear take-home message. We strongly encourage having scientists and engineers at the booth to interact with people and answer questions. For useful tips on how to create an impactful exhibit, read our Top Ten Tips to Create an Exhibit that Rocks!(Click here to open, review and print this pdf).

The Expo will be organized into thematic ”Tracks” following the National Academies ”Grand Challenges”. They are:
Harnessing the Sun's Energy
Preventing Global Warming
Making Agriculture More "Green"
Providing Access to Clean Water
Modernizing Our Urban World
Streamlining Health Information
Advancing Medicine and Health
Unraveling How the Brain Works
Keeping Us Safe
Securing Cyberspace
Enhancing Virtual Reality
Advancing Personalized Learning
Creating the Tools of Scientific Discovery
In the Partner Portal, exhibitors have the opportunity to select one track that most closely matches their exhibit.

Yes! We have several mobile labs signed up. List your mobile lab specs in the Partner Portal and we will contact you to confirm.

Yes, you can, with certain restrictions. List your plan in the Partner Portal and we will address it with you.

Fewer than last year! However, through the USA Science & Engineering Festival Partner Portal, we will request that you provide a complete and thorough explanation of the equipment, demonstrations, living or biological matter that you plan to bring so that we may gain prior approval for your exhibit from the Washington Convention Center. The Expo Terms & Conditions, which all exhibitors must accept through the Partner Portal, contain a more detailed description of restrictions and it is your duty to read through and ensure that your exhibit meets established guidelines.

We are not restricting the type of marketing materials that you bring, or what you want to distribute. However, we recommend that you resist handing out paper as much as possible. You are required to describe all marketing materials in the Partner Portal but you do not have to provide a sample. You are permitted to ask attendees to provide contact information for follow-up.

Signage must fit within your booth. Please provide a description of your signage, banners or electronic signage in the Partner Portal.

There are no restrictions on logo or organization name use on signage at the convention center.

Yes. All collection of data must be voluntary on the part of the attendees.

Please do not bring an excessive number of handouts for distribution at the event. We encourage you to be green! Although many people will stop at your exhibit space, most will not take your brochures. We also ask that you plan to take any undistributed materials with you after the event.

There is no requirement to hand out anything and we are not encouraging exhibitors to hand out freebies. If you do want to have a giveaway related to your activity, consider items related to your activity or buttons or pins with the Festival and your organization’s logo. It’s difficult to predict how many you should bring – based on our experience you should plan for 6000-8000 items.

• Lots of energy

• The info sheet that will be provided to you with your check-in time and location

• Your mobile phone

• Phone numbers of all your staff and volunteers who will be working the booth throughout the weekend

• UL-approved extension cord(s)

• Tape

• Your Festival T-shirt. If you are planning to wear one, we recommend layered clothing.

• Any signage, materials, and equipment you need for your exhibit

• A camera to take pictures of your booth for your next newsletter

• Please consider having an ink stamp to mark student’s passports – students will be given an Expo passport and will want to collect stamps from activities they have completed – we recommend a 0.5 inch square or round ink stamp- be sure to bring multiple stamps and ink pads

• If you use a disposable for your activity, make sure to bring enough so you don’t run out or have a plan in place to get more.

• Trash bags

For personal use, exhibitors can videotape or take photos of their exhibits within the Expo. Any filming outside of the Expo area will require permission from the Festival Organizers.

During the hours of the Expo your exhibit must be staffed by smiling faces at all times. Each 10’x10’ booth should be staffed with a minimum of 2-3 people at all times. We recommend assigning staff and volunteers to shifts, so everyone will be able to take breaks.

Five exhibitor staff credentials will be included in your 10’ x 10’ booth. (5 per 10’ x 10’ booth)
The credentials are transferrable so your staff may share them between shifts. They can be picked up at the exhibitor check-in desk outside the Expo halls.

The dress code is casual. Exhibitors are allowed to wear shirts bearing their organization's logo and/or name. Having everyone wearing the same shirt helps identify staff from attendees.
Please tell all your staff and volunteers to wear comfortable shoes.

No food will be provided and exhibitors will be on their own for all meals. There is a food court in the convention center and concession carts will be around the stages in the Expo halls. They will be open during the show hours. Exhibitor staff may personally bring their own individual meals; however, meals may not be brought in for other staff members. If you would like to provide food and beverage for your staff or guests, please contact CSI to place orders.

Yes. Drinking water fountains are strategically placed within the Washington Convention Center and water bottles will be offered for sale.

Hand washing areas are not provided except within the restrooms and water from your booth must be disposed of only at official dumping areas. Exhibit water is available for a fee and amount and usage must be noted on the Partner Portal.

Yes, exhibit water is provided by the Washington Convention Center for a fee. Please let us know your water needs through the Partner Portal. Chemical or toxic water will be collected separately.

If you need Wi-Fi service only, it can be purchased on site through your web browser. You do not need to order it in advance. If you need faster service that requires a hard line connection, please fill in and send the form included in the exhibitor kit. For more details on all options, please refer to the exhibitor kit. USASEF will provide internet connections for bookstores.

The Expo will be located within the Washington Convention Center (WCC) in Halls A/B/C. The multi-block WCC is located in Washington, DC on Mount Vernon Place between 7th and 9th Streets, NW, close to the Renaissance Washington DC Hotel and the Grand Hyatt Washington. Most of the exhibits will be housed in long rows of pipe and drape separated by aisles. The standard exhibit is a 10’x10’booth consisting of pipe and drape, with an 8’ back wall and 8’ sidewalls. Larger booths can be strung together in depths of 10’ and lengths of up to 100’, or can be configured as open spaces up to 20’ deep and up to 100’ in length. These will be assigned by festival organizers. The main attractions of the Expo will be spread throughout the WCC show floor in various locations to ensure that all areas receive the same amount of traffic. In addition, there will be four entertainment stages, multiple central information booths (for map distribution etc.), trash receptacles and exhibitor service desks. The Expo may also offer limited outdoor space. We are currently negotiating with the city and will provide more information as details are confirmed.

We will contact you via email in early 2012 with all pertinent information.

The standard booth size is 10’x10’ (pipe and drape). One 6’x24” table with white plastic table cover is provided, along with two folding chairs. Larger booths can be configured as well. Your entire exhibit must be contained within your booth space. You may have your staff members with props greet people in the aisles. Storage of any boxes or supplies must also be contained within your space. Booth placement and configuration will be determined based on a various criteria, including sponsorship level, date by which all exhibit information is received, and special needs for your exhibit.

If you need electricity, please indicate your electricity requirements when you provide us with all your exhibit information through the Partner Portal. If needed, your 10'x10' booth will be equipped with one (1) 120v-outlet (20 amp circuit, not dedicated), providing enough electricity to plug in one PC or laptop and one other small device. Power will be brought to the back of your booth and you will need to bring your own UL-approved extension cords to reach your equipment. If your exhibit requires additional power or cabling, please indicate your power needs (amount and usage) through the Partner Portal. Additional fees apply. A Festival representative will contact you to discuss your needs and assess fees. You are not permitted to bring your own generator.

View images of different booth types.

View Indoor Standard Exhibitor Booth sample

The Expo will feature four performance stages spaced throughout the showfloor. The stages range in size from 12’ x 16’ to 20’ x 24’. We will supply 1 wireless mic and 1 handheld mic on a stand at each stage. Stage Shows will include science author presentations, science magicians, jugglers, rappers, singer/songwriters, bands and other cool science and engineering demos. Performers will be assigned 25- or 50-minute performance timeslots, authors will be assigned 50-minute timeslots.

The specific time for your move-in, based on booth location, will be provided to exhibitors by January 31, 2012. If you have a preference, please indicate it in the Partner Portal. Due to the amount of exhibitors loading in at the same time, we ask you to abide by the schedule  When planning your trip to Washington, DC, allow extra travel time for potential road closures and rush-hour for both metro and roads.

Expo Move-in Hours

Wednesday, April 25 3:00 PM to 7:00 PM: For Sponsors ONLY and by appointment ONLY
Thursday, April 26 10:00 AM to 5:00 PM: Open to all exhibitors. Best day to move in!
Friday, April 27 5:00 AM to 8:30 AM; 2:30 PM to 8:00 PM Open to exhibitors participating Saturday and Sunday only. Hand carry entrance on 9th is open only until 5pm.
Saturday, April 28 5:00 AM to 7:00 AM - By Appointment ONLY; the availability is very limited.

•    Exhibitors participating in Sneak Peek Friday MUST move-in on Thursday, April 26.
•    Due to limited dock access and possible long wait times on Friday, April 27 and Saturday, April 28, we strongly recommend that exhibitors consider moving in on Thursday, April 26.
•    Please notify Sue Jeon (usasef@csi-dc.com) if you would like to schedule a move-in appointment for Wednesday April 25 or Saturday April 28.
•    If you plan to move in by using a POV (Privately Owned Vehicle), be sure to read the instructions on hand-carrying and flat cart service below.

Expo Move-out Hours

Sunday, April 29, 4:00 PM – Exhibitor Move-Out officially begins.
Sunday, April 29, 9:00 PM – Deadline for driver check-in.
Sunday, April 29, 10:00 PM – Exhibits packed and Bills of Lading turned in to Hargrove.
Sunday, April 29, 11:00 PM – Final clean up, Exhibitor Move-Out ends.

Please refer to exhibitor kit for more details.

A.    You may ship your materials in advance to Hargrove Warehouse and they will be delivered to your booth.
B.    You may ship your materials directly to WCC loading dock by any commercial carrier and arrange material handling service (moving materials from loading dock to your booth) with Hargrove.
C.    You may use your POV (Privately Owned Vehicle) to drop off on L street and hand carry your materials to Exhibit halls. (Please refer to hand carry and POV rules in the exhibitor kit.)
D.    You may use your POV (Privately Owned Vehicle) to drop off at loading dock and arrange material handling service with Hargrove.
USASEF will cover the cost of drayage/material handling service (from drop-off at Convention Center loading dock to your booth(s) and back) for non-profit organizations who have no more than one 10’ x10’ exhibit space (load limit 250lbs- one cart load). Exhibitors who are eligible and would like to take advantage of this service must state so in the Partner Portal and will have to move in on Thursday April 26th, 10am-5pm or Friday April 27th,  5am-8:30 am. Move-out will be Sunday between 4pm-11pm. Please make sure all materials are boxed with labels. Loose items in plastic bags or items without labels will not be accepted.
*Please refer to the exhibitor kit for more details on shipping & material handling, moving-in & out, and restrictions on hand-carrying and POV use.

You may ship your materials in advance to Hargrove Warehouse and they will be delivered to your booth.
You may ship your materials directly to the WCC loading dock by any commercial carrier and arrange material handling service (moving materials from loading dock to your booth) with Hargrove.
*Please refer to exhibitor kit for more details on shipping & material handling.

Expo halls will have security guards at the entrance during the move-in/out hours and exhibitors will be asked to show credentials. Expo halls will be locked overnight. However, if you have valuables, we recommend that you hire a private security firm specifically for your booths. Washington Convention Center, USASEF, CSI, and their agents are NOT liable for any lost or stolen items.
Contact: Simmons Security 240-375-0283.  Order form is included in the exhibitor kit.
If you hire your own security company, they must be licensed and bonded within Washington, DC and must provide certification and hours of service to USASEF.

The Washington Convention Center is located at 801 Mount Vernon Place (between 9^th and 7^th Streets NW on L Street NW). The Green and Yellow line Mt. Vernon Square/7^th St Convention Center Metro Stop exits into the Convention Center. Go to http://www.wmata.com/rail/maps/map.cfm to view the Metro map. Click on the Google Map icon in the upper right hand corner to view the Metro map overlaid on DC’s street map. Zoom into 7^th and L Streets, NW to find the Washington Convention Center.

No event parking is provided. It is the responsibility of each exhibitor to find parking him/herself. Public parking garages in downtown DC are very expensive (approximately $25 per day), so plan accordingly. A few public parking locations are listed below, but check closing hours so that your vehicle is not locked in overnight. Also be aware of vehicle height restrictions. This list is not all-inclusive and you may find better parking on your way to these locations.

Public Parking Lots Near the Washington Convention Center

Interpark
Renaissance Washington Hotel
999 Ninth Street NW
Washington DC
(202) 898-9000

PMI Parking
915 Mass. Ave. NW
Washington DC
(202) 785-9191

Quick Park
Grand Hyatt Washington
1000 H Street NW
Washington DC
(202) 582-1234

Park America
700 11th Street NW
Washington DC
(202) 789-1750

PMI Parking
610 Mass. Ave. NW
Washington DC
202) 785-9191

Marc Parc
500 K Street NW
Washington DC
(202) 464-2900

Handicapped Parking

There are twelve metered public parking spaces designated for the handicapped requiring the display of a disability parking permit or license tag.

7th Street between L and Mt Vernon Streets (3 spaces)
9th Street between Mount Vernon Place and L Street (3 spaces)
9th Street between L Street and M Street (3 spaces)
9th Street between M Street and N Street (3 spaces)

We have set aside a small block of discounted rooms at various hotels. Please see http://www.usasciencefestival.org/2012festival/finale-expo/exhibitor-resources for details.

For all other hotel needs, please visit the Official Tourism Site of Washington DC at www.washington.org or contact

Nancy Riker
Meeting Solutions
800-503-3330
Direct: 202-507-7121

Exhibitor fees apply unless your organization receives a grant or is a sponsor. Exhibitor fees for the basic 10’x10’ package are $500 for non-profit organizations and $750 for for-profit businesses if you sign up by the Early Bird deadline of August 31, 2011. Different fees may apply after August 31. The cost of one table, 2 chairs and one electrical outlet are included in these fees. If you need additional tables and chairs, power or require usage of water, additional fees apply and will be assessed depending on your specific needs. Exhibitors are also responsible for covering any additional costs specific to exhibits, such as move-in or –out labor, special flooring, chemical disposal, security, commercial shipping or special set-up equipment. Exhibitors are required to list their needs through our Partner Portal registration site. Our logistics organizer, CSI, will then contact Exhibitors to confirm pricing.

You will be prompted to pay your exhibitor booth fees upon your first login in to the Partner Portal. Additional fees will be invoiced once they have been assessed, approx. 3-4 months prior to the Expo. If you are a sponsor, your exhibitor booth fee is included in your sponsorship or you have already been invoiced for additional space, however, your additional fees will be invoiced separately at a later date. You may pay by credit card or check. Please note that we are unable to fill out vendor forms. All pertinent information is included on the invoice. You may download our W-9 form via the Partner Portal.

First of all, we hope you will reconsider because we really want you to be part of the greatest celebration of science & engineering in the United States! If there is really no other option, please let us know as soon as possible so we may reassign your space to an organization on the waitlist. If you must cancel your exhibit, you need to do so in writing to Larry Bock at biobock@mac.com by December 31, 2011. Your exhibit space has been offered to you at an extremely discounted rate, heavily subsidized by financial sponsors. Space at the Washington Convention Center is limited and the Expo will be sold out. If you cancel, your previously paid exhibit fees are non-refundable and serve to offset costs incurred on your behalf. A $500 cancellation fee applies if you received your exhibit space at a discounted rate or as part of a barter agreement.

Festival T-shirts are available for sale through our website. Discounts apply for bulk orders. If you and your team are planning to wear Festival T-shirts during the Expo, we recommend you buy them in advance. T-shirts will also be available for sale during the Expo.

Local organizations are invited to submit proposals to host a Festival event during the two weeks leading up to the Expo. For more information, click here: http://www.usasciencefestival.org/2012festival/hostanevent.
In addition, organizations across the country are invited to host Satellite Events. Our goal is to have hundreds of Satellite Events throughout the country, anchored to the USA Science & Engineering Festival Expo. For more information,click here: http://www.usasciencefestival.org/satellite-events/hostasatelliteevent

The USA Science & Engineering Festival is organized by Science Spark, a 501(c)3 non-profit science outreach organization best known for producing the inaugural and hugely successful San Diego Science Festival in 2009 and the inaugural USA Science & Engineering Festival in 2010. Science Spark was founded by serial entrepreneur Larry Bock to create compelling and engaging science festivals to inspire the next generation of scientists and engineers. The USA Science & Engineering Festival is backed by a strong Advisory Board made up of Nobel Laureates, government and industry leaders, experienced educators and other thought leaders in science education. The Festival is funded through corporate sponsorships, grants, and private donations. We are able to create this Festival, offer heavily discounted exhibit space and make Festival events free of charge for the general public because of our sponsors and donors, in particular our Festival Host, Lockheed Martin. Science Spark is operating out of San Diego and is run by a very small team of dedicated professionals and volunteers. We will try to accommodate all needs as much as possible, but please keep in mind that we are a very small team trying to organize a very big Festival.

We will do what we can to accommodate special circumstances or help you find local resources. Please send an email to expoinfo@usasef.org to discuss your needs.

Featured authors speak one time during the Book Fair: either on Saturday, April 28th or on Sunday, April 29th.

If an author is interested in speaking to an audience of students during Sneak Peek Friday, please contact bluebonnetpath@gmail.com

Authors can sign up for as many book signings as they like, on a space available basis. Please indicate your preferences in the Partner Portal. Each Featured Author will have a book signing after his or her author presentation and will be given preference for additional book-signings. Authors representing Book Fair exhibitors will be allowed book-signing opportunities.

The Featured Author presentations will be located in conference rooms above the exhibit hall that hold 200-550 guests.

The Featured Author Books will be sold directly adjacent to the Book signing area. The Book signing area will be close to or within the main exhibit hall.

Guests can only bring copies of the featured title to be signed. Preference for signing will be given to guests who purchase books at the event.

Featured Authors may have up to three different books sold by the Book Fair Bookseller. The Featured Book is guaranteed to be sold by the Book Fair Bookseller. Featured authors will be allowed to select up to four additional top-selling books for consideration. The Book Fair Bookseller may choose up to two additional books to sell at the Book Fair if space is available.

Guests will be given a Book Fair program that can be signed.

Yes, the Book Fair Bookseller will have an ebook display section near the ebook device sales location.