Exhibitors’ Frequently Asked Questions about the Expo on the National Mall

What is the schedule for the Festival and Expo?
Where will the Expo take place?
How many people are expected to attend the two-day Expo on the National Mall?
How can I get my questions answered?
What is the USA Science & Engineering Festival Partner Portal?
By when do I need to provide detailed exhibit information?
What if I need to make adjustments to my exhibit description?
What makes a good Exhibit?
Can mobile labs come?
Can I bring live specimen?
Is there a theme to the Festival?
What restrictions apply for exhibits on the National Mall?
Are there restrictions on what kind of marketing materials I can bring?
What about signage?
What can I sell?
Can I have sign-up sheets to collect personal information or business cards?
How many copies of handouts should I bring?
How many freebies should I expect to distribute from my booth?
Can I take photos or film the Expo?
How many people do I need to staff my booth for the two days?
What should we wear?
Will food be provided?
Is drinking water available?
What is the layout of the Expo?
When will I find out about my booth location/performance information?
What do the stages look like?
What is the standard booth size and what is included?
Will electricity be provided?
Is there wireless Internet access?
What is the move-in and –out schedule?
What are the procedures for drop-off and pick-up of exhibit materials?
Can we ship exhibit materials to the Expo?
Can I leave items in the tent overnight?
What are the closest Metro stops to the Expo?
Where can I park?
Is water available for use in my booth?
Where can I stay?
What should I bring?
What if I need to cancel my exhibit?
How can my organization get involved in the Festival in addition to the Expo on the National Mall?
What is the cost associated with exhibiting as part of the Expo?
When and how do I pay the exhibitor and any other fees?
How do I get a Festival T-shirt?
What happens if it rains?
What does a typical Festival tent look like?
Who is organizing the Festival and how is it funded?
Who do we contact about a special need?
Whom may I contact for more information?

What is the schedule for the Festival and Expo?
Festival Dates: Oct 10 – 24, 2010
Expo on the National Mall: Oct 23 – 24, 2010
Hours of the Expo are 10:00am – 5:30pm both days
Exhibitors must staff their booths for the duration of the Expo’s hours
Move-in for most exhibitors: Saturday morning, starting at 6am - details will be announced soon

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How can I get my questions answered?
Keep reading the FAQ! If your question is not answered by the FAQ:
Send an email to This e-mail address is being protected from spambots. You need JavaScript enabled to view it - Please always include your organization name in the subject line!
Call 703-585-0721: This is the CSI Exhibitor Communication Line. This phone line will be answered 9:00am – 5:00pm EST M-F. Calls outside that time frame will be answered within one work day. Cindy Chen will be CSI’s Exhibitor Liaison.
Call Larry Bock at (760) 846-3473

What is the USA Science & Engineering Festival Partner Portal?
The Partner Portal is an online tool where all Expo exhibitors and performers maintain and update their contact and exhibit information. Exhibitors are provided with log in and password information via email. Please note: exhibitors can NO LONGER MAKE CHANGES to their exhibit information via the Partner Portal. New exhibitors will be able to create an account and provide their info, but if you make any changes to your existing exhibit info, we will not be aware of it. We hope that you don’t need to make any changes at this point. If you cannot avoid making a change, you must email This e-mail address is being protected from spambots. You need JavaScript enabled to view it Please include your organization name in your subject line whenever you email This e-mail address is being protected from spambots. You need JavaScript enabled to view it

By when do I need to provide detailed exhibit information?
The initial deadline was March 31. New exhibitors must provide detailed exhibit information upon being assigned exhibit space.

What if I need to make adjustments to my exhibit description?
If you need to make adjustments prior to March 31st, simply log into the Partner Portal and update your information. If you need to make adjustments after March 31st, please send an email to This e-mail address is being protected from spambots. You need JavaScript enabled to view it

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What makes a good Exhibit?
All exhibits should be highly interactive and targeted at a 10th grade understanding of science or below. 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).

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Can mobile labs come?
Yes! We have several mobile labs signed up.

Can I bring live specimen?
Yes, you can.

Is there a theme to the Festival?
The Festival will celebrate all aspects of science and engineering. Thanks to a grant from the Department of Energy, the Festival will also feature a special emphasis on areas such as clean technology, alternative energy, green chemistry, bio-mimicry, sustainability, ecology and conservation. While this is not a requirement, we encourage you to include aspects of these themes in your exhibit.

What restrictions apply for exhibits on the National Mall?
Many! We are being allowed access to the National Mall, also known as “America’s Front Yard”, for the Expo, but we must treat the grounds with respect. 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 National Park Service. 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.

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Are there restrictions on what kind of marketing materials/giveaways I can bring?
Yes! Here is a brief overview of Park Rules & Regulations pertaining to marketing materials:

NPS regulations generally prohibit Federal parkland from being used for business solicitation or for the advertisement or promotion of commercial brands, products, and services. As such, no commercial notices and advertisements shall be placed, posted, or distributed at the event. Further, no structures representing commercial products, or models or replications of commercial products or merchandise may be displayed. Brochures are permitted for distribution if they are science-related and/or pertain to the Festival but cannot promote a product. Brochures are subject to the 1/3 to 2/3 rule as well when a logo or name of organization is used. Please see signage part for details.

The following giveaway items are approved by the NPS:
Pens and pencils
Items made during the exhibit activity (except food)
Pre-packaged food items (must be pre-packaged and sealed)
Science-related, exhibit-related items (except the exhibitor's product)
Pins and Buttons with scientific message
Please note: You are allowed to have your website address on these items. If you use your organization name or logo, you must use the USASEF name or logo and the USASEF name or logo must be twice the size as your name or logo.

Exhibors are allowed to wear shirts bearing their organization's logo and/or name.

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What about signage?
Signage and banners are permitted at the Expo. However, NPS regulations expressly prohibit the erection, placement, or use of structures and signs bearing commercial advertising.

All signage must comply with this rule: if using organizational logo or name of the organization as headings, you must use USASEF logo or name as well. Signage lettering or design identifying the sponsor or exhibitor can be no larger than half the size of the lettering or design identifying the special event. Stated another way, your organization name and/or logo combined must be half the size of the Festival name and/or logo. This applies to slide shows on monitors and brochures as well.

We strongly recommend that you use the signage template we have prepared for you. This template has been approved by the National Park Service. Three sizes are available: 1'x3', 2'x6' and 3'x9' (landscape). The template is available for download in various formats on our Resources page. This page also gives you more information on how to get your sign created or printed. If you are creating your own signage, please make sure to follow the posted guidelines. If you do not use our template, and you did not submit your signage for approval by June 30, we cannot guarantee that the NPS will not ask you to remove them. But as long as you follow the posted guidelines, you should be ok.

You are responsible for hanging or mounting your signage. You can hang banners and artwork on to the rail (pipe) inside the tent or at the entrance of the tent using zip ties or rope. (You need to bring your own materials). The pipes inside the tent are partially exposed. The rail is 8' high so we don't recommend hanging banners bigger than 2' at the entrance but you can have larger banners inside as backdrop. Signs and banners may not be affixed to existing trees or other NPS facilities or structures.

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What can I sell?
No merchandise may be sold or offered for sale. Items not permitted for sale include T-shirts, posters, patches, jewelry, hats, license plates, coffee and drink mugs, flags, records, compact disks and tapes, photographs, and decals. (This list is not inclusive, but is representative of those items most often erroneously sought to be sold.)

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Can I have sign-up sheets to collect personal information or business cards?
No. Soliciting personal information such as names, addresses, telephone numbers, zip codes, etc., or any other such information which may be used for future solicitation or marketing purposes, is strictly prohibited.

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How many copies of handouts should I bring?
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.

How many freebies should I expect to distribute from my booth?
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 buttons or pins with the Festival and your organization’s logo. Anything you hand out must pertain to the Festival (i.e. magnifying glasses, pens, rulers, flashlights, compass, etc.) or be consumed at the Festival (i.e., popcorn, chocolate, water). It’s difficult to predict how many you should bring – based on our experience with the San Diego Science Festival Expo, which had an estimated attendance of about 75,000 people, you should plan for 6000-8000 items.

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Can I take photos or film the Expo?
For personal use, exhibitors can videotape or take photos of their exhibits within the Expo. Any filming outside of the Expo area will require a permit.
Commercial filming is prohibited unless you obtain permits from the following agencies:
National Mall from 1th-7th: Permit issued by National Park Service
4th Street, NW between Madison and Jefferson Drive: Permit issued by Department of Consumer & Regulatory Affairs
Pennsylvania Ave, NW between 12th and 14th: Permit issued by Department of Consumer & Regulatory Affairs
Mellon Auditorium and Wilson Plaza: Permit issued by GSA

How many people do I need to staff my booth for the two days?
During the hours of the Expo your exhibit must be staffed by smiling faces at all times. Each 10x10 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.

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What should we wear?
Exhibors are allowed to wear shirts bearing their organization's logo and/or name. Having everyone wearing the same shirt helps idenitfy staff from from attendees.
Considering that the event will be outdoors, the dress code is casual. Please tell all your staff and volunteers to wear comfortable shoes, especially because your booth may be placed on a grassy area or on pebbles. We also recommend that staff and volunteers bring a rain coat and/or sun hat. The temperature in the Washington, DC area varies dramatically in October. An average day is likely to be in the 50s, but we suggest that you refer to updated forecasts closer to the event date. Check the weather forecast at weather.com using zip code 20024.

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Will food be provided?
No food will be provided and exhibitors will be on their own for all meals. The National Park Service does not allow the sale of food on the National Mall. Most of the adjacent Smithsonian Museums and the National Gallery of Art have food courts and street vendors can be found along the edges of the Mall. Exhibitors may bring coolers or snacks with them but must dispose of trash in proper receptacles. To minimize damage to the National Mall, ice from coolers should be dumped into the storm drains, not on the grass. Trash and recycling receptacles will be provided to dispose of wrappers or containers. Glass containers are not permitted on the National Mall grounds.

Is drinking water available?
No. You must bring your own drinking water. Water may also be purchased from street vendors off the National Mall. Hand washing areas are not provided and water cannot be disposed on the ground or into drains. Exhibit water is available for a fee and amount and usage must be noted on the Partner Portal.

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What is the layout of the Expo?
The Expo will be located between 3rd and 7th Streets on the National Mall and surrounding areas, including Freedom Plaza, Pennsylvania Ave between 12th and 14th Streets, Wilson Plaza and Mellon Auditorium. Some of the exhibits will be housed in larger tents, most will be standalone exhibits under a 10’x10’ frame tent or larger, depending on your booth size. These will be assigned by festival organizers. The main attractions of the Expo will be spread throughout the various locations to ensure that all areas receive the same amount of traffic and the National Mall/4th street area will be linked to the Freedom Plaza/Wilson Plaza/Mellon Auditorium area via shuttle buses. In addition, there will be three entertainment tents with stages, multiple central information booths (for map distribution etc.), trash receptacles and First Aid stations.

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When will I find out about my booth location/performance information?
We will contact you at least 2 months prior to the Expo with detailed information.

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What do the stages look like?
The Expo will feature three performance stages spaced throughout the grounds. Stage sizes will vary. Performances will include science magicians, jugglers, rappers, singer/songwriters, bands and other cool science and engineering demos. Performers will be assigned 25- or 50 minute timeslots.

What is the standard booth size and what is included?
Unless other arrangements have been made, and depending on your exhibit, the standard booth size is 10’x10’ and includes a stand-alone 10’x10’ white frame tent. One 8’x30” table with white plastic table cover and blue skirting is provided, along with two black folding chairs. Your entire exhibit must be contained within your booth space. Spilling out into the aisles is not permitted. Storage of any boxes or supplies must also be within your space. Wind could be a problem, so consider securing your pop-up or tabletop exhibit. 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.

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Will electricity be provided?
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) 110v-outlet (20amp circuit), providing enough electricity to plug in one laptop and one other small device. Power will be brought to the perimeter of your booth and you will need to bring your own extension cords to reach your equipment. If your exhibit requires additional power, 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 allowed to bring your own generator.

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Is there wireless Internet access?
We will not be providing any Internet access, but you may be able to bring your own wireless card and test at your own risk.

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What is the move-in and –out schedule?

Unless other arrangements have been made, most exhibitors will move in Saturday morning, October 23, starting at 6:00am. Exhibitors will be assigned a time and location to check-in. All booths must be completely set-up by 8:30am. At that time, the National Park Service will do a walk-through to ensure compliance with Park Rules & Regulations. Breakdown may begin at 5:35pm on Sunday, October 24.
NM-1 booths needs to move in on Friday due to the road closure on 3rd street on Saturday and Sunday morning until 10:30am approximately. If you are using a vehicle smaller than a van, you can move in between 12pm-6:30pm on Friday; however, it is recommended to avoid rush hours between 4pm-6:30pm. If you using a truck (other than the official drayage company, CTFS's), please check the availability of police screening by emailing us. This e-mail address is being protected from spambots. You need JavaScript enabled to view it
When planning your trip to the National Mall, consider potential road closures and rush-hour for both metro and roads. Many restrictions apply for move-in procedures, please read further for more information. A detailed schedule will be provided soon.

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What are the procedures for drop-off and pick-up of exhibit materials?
A few weeks prior to the event we will send you detailed arrival and set up procedures. However, you should be aware that vehicle access to the National Mall grounds is prohibited, which means that you will have to hand-carry your materials and equipment from a designated drop-off location. Festival volunteers equipped with hand trucks or dollies may be available to help you. In the event that you require a vehicle to transport your items to the Mall area, nearby street parking, which is approximately 50 yards away from the tent, may be utilized for unloading. We encourage participants to use the street parking only temporarily for unloading of materials. To avoid ticketing, please do not leave vehicles in these restricted parking areas unattended. You may want to consider taking a taxi from your hotel to the Mall, so you do not have to worry about parking. If you have materials that need to be shipped via commercial carrier, please read on.

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Can we ship exhibit materials to the Expo?
If you need to send materials from out of town, you should ship them to your hotel and arrange for transport from the hotel to the Expo.

If you have materials that need to be shipped via commercial carriers we strongly recommend that you have them shipped to our advance warehouse via CTFS, Inc. CTFS, Inc. will consolidate all materials received at the warehouse and deliver them to your booth prior to exhibitor move-in. This is a 3rd party transaction between you and CTFS, Inc. and fees apply.

-Materials shipped in advance to the warehouse will be placed in the exhibitors’ booths prior to their arrival at show site. When exhibitors arrive at their booth they can immediately start setting up as opposed to waiting for their material to be delivered. This is particularly valuable on this show since the window of opportunity for exhibitor move-in is only 4 hrs.
-By shipping to the warehouse, exhibitors get confirmation that their shipment has arrived in DC and will be at the show in their booth and on time. When shipments are delivered directly to show site, occasionally there are unanticipated problems (truck breakdowns, traffic problems, accidents, etc.) that prevent carriers from reaching the show. Shipping to the warehouse takes away the stress of not knowing where your freight is during those critical set-up hours.
-Even when shipments arrive on time at show site, occasionally a piece is missing or something is broken. Shipping to the warehouse gives exhibitor time to track down missing pieces, replace broken articles, and resolve other such problems without missing a beat! Solving these problems on site is often difficult, and sometimes impossible before show opening.
-Exhibitors who ship to the warehouse and use CTFS, Inc. as their carrier will receive a 10% discount on their material handling rates. (Of course, show site shipments also qualify for this discount program as well).

The National Mall and surrounding Expo areas are heavily populated, security is stringent, and the high volume of traffic makes truck access difficult.
DUE TO THESE RESTRICTIONS, COMMERCIAL SHIPMENTS DIRECTLY TO SHOW SITE ARE STRONGLY DISCOURAGED. However, if you cannot avoid having materials delivered directly to your booth, those commercial deliveries must be scheduled with USASEF in advance and access will be granted based on availability. CTFS provides on-site unloading service using a forklift or other machinery at extra cost. Privately rented forklift use is not allowed.

The CTSF order form, including detailed instructions, will be available for download on the Resources page.
For further questions about drayage, please email This e-mail address is being protected from spambots. You need JavaScript enabled to view it

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Can I leave items in the tent overnight?
The National Mall and surrounding areas are a public location. National Park Police will patrol the Expo grounds after hours but are not liable for any theft or loss of individual property. USASEF may also hire a private security firm to patrol the Park, but USASEF ASSUMES NO LIABILITY FOR STOLEN OR DAMAGED ITEMS. Exhibitors are also permitted to provide their own unarmed private security or to use volunteers to stay in exhibits. Please note that under no circumstances are people permitted to sleep or camp out on the National Mall. Participants are advised not to leave any personal or valuable items unattended or in the tents overnight, unless you make your own arrangements for special security. The Festival and its organizers cannot be held liable for lost or damaged materials, items or equipment.

If you would like to hire overnight security for your exhibit, we recommend the following security company:

Templeton Security Services
3 Bethesda Metro Center P.O. Box 341425
Bethesda, MD 20827
Phone: 301-365-0043
Contact: Sam Edwards
Email: This e-mail address is being protected from spambots. You need JavaScript enabled to view it

Please write "USASEF Security quote request" in the Subject line of your email.

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What are the closest Metro stops to the Expo?
Federal Center SW and L’Enfant Plaza, both on the Blue/Orange Line, are approximately 0.5 miles or 3 blocks south of the Expo site. Smithsonian, also on the Blue/Orange line, is approximately 3 blocks west of the Expo grounds. The Archives/Navy Memorial/ Penn Quarter stop (Yellow/Green Line) is approximately 0.6 miles or 5 blocks northwest of the Expo site. Judiciary Square on the Red Line is approximately 0.5 miles or 4? blocks north of the Expo site. 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 the National Mall and look for 3rd – to 7th Streets.

Where can I park?
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 you 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.

Is water available for use in my booth?
There is no public water source on the National Mall. If your exhibit or demonstration requires a significant amount of water, you should plan ahead and bring it with you to the event or contact purchase it through our logistics firm CSI. Dirty Water disposal is strictly prohibited onto the grass or into the drains. We will provide dirty water collection points where you can transport your water for disposal. Chemical or toxic water will be collected separately. Please let us know your water plan through the Partner Portal.

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Where can I stay?
For all your hotel needs, please visit the Official Tourism Site of Washington DC at www.washington.org

We have set aside a small block of discounted rooms at the following hotels.

L’Enfant Plaza Hotel – must be booked by August 15
480 L’Enfant Plaza SW, WASHINGTON, DC 20024
$149
Click here to reserve your room!

Holiday Inn Capitol – must be booked by August 31
550 C STREET, SW, WASHINGTON, DC 20024
Singles/Doubles $169
Click here to reserve your room!

Capitol Skyline Hotel – must be booked by Sept 15 
10 I Street, SW 
Washington, DC 20024 
$159/night

Click here to reserve your room

What should I bring?

• · 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
• · Extension cord(s)
• · Tape
• · Your Festival T-shirt, if you are planning to wear one Layered clothing
• · Raingear for yourself and your equipment/materials
• · Food, snacks, water, your favorite soda, a thermos with hot coffee or tea
• · 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.

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What if I need to cancel my exhibit?
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 assign your space to an organization on the waitlist. So if you must cancel your exhibit, you need to do so in writing to Larry Bock at This e-mail address is being protected from spambots. You need JavaScript enabled to view it . A $500 cancellation fee applies if you cancel your exhibit after June 1st, 2010 to offset the cost we will have incurred in preparing for your exhibit. This applies even if you got your booth during the Early Bird program.

How can my organization get involved in the Festival in addition to the Expo on the National Mall?
The Festival kicks off on 10/10/10 with two weeks of events throughout the greater Washington DC area. 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. 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 on the Mall on October 23 and 24, 2010. For more information, click here.

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What is the cost associated with exhibiting as part of the Expo?
Nominal exhibitor fees apply unless your organization signed up during the early-bird period. Exhibitor fees for the basic package are $250 for non-profit organizations and $500 for for-profit businesses. For organizations who sign up after January 1, 2010, the exhibitor fee is $500 for non-profit organizations and $750 for for-profit businesses. The basic package comes with one 10x10 booth, one table, two chairs and one outlet. Additional chairs and tables may be requested through the Partner Portal and incur a flat fee of $100. If you need additional power, additional fees apply and will be assessed depending on your specific needs. Exhibitors are also responsible for covering any additional cost that may be incurred to meet National Park Service regulations, such as special flooring to protect the grounds, or special set-up equipment. Exhibitors will be informed in due time should such cost arise.

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When and how do I pay the exhibitor and any other fees?
Invoices were sent via email on June 26.

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How do I get a Festival T-shirt?
Festival T-shirts are available for sale through our website. Discounts apply for bulk orders. If you are planning to wear a Festival T-shirt during the Expo, you need to buy it in advance, since we are not allowed to sell them on the National Mall.

What happens if it rains?
The show must go on – rain or shine! Some exhibitors will be located in large tents, others will have free standing, covered booths. Please bring appropriate clothing and, if you like, a tarp to protect your materials.

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What does a typical Festival tent look like?
View images of different tent types, including details on how to hang signage.

Who do we contact about a special need?
We will do what we can to accommodate special circumstances or help you find local resources. Please send an email to This e-mail address is being protected from spambots. You need JavaScript enabled to view it to discuss your needs.

Whom may I contact for more information?
Please contact This e-mail address is being protected from spambots. You need JavaScript enabled to view it for any questions you may have. We look forward to working with you on this very exciting Expo!

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