Exhibitors

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Exhibitor Registration is open!

Please click here to fill out the registration form for Friday, November 17th!

 

Why exhibit at Arizona STEM Adventure?

We need you to help us grow the next generation of innovators and adventurers in STEM! As an exhibitor, you can give students an intriguing glimpse into the professional world of STEM professions. Teachers and students alike will return to their classrooms inspired to learn more about the wonders of math and science. When you interact with our future STEM leaders, you are truly making a difference and an investment in our community.

How to participate as an exhibitor at Arizona STEM Adventure

Raytheon's Sharon O'Neal talking with students.We would like to have as many diverse math and science fields as possible represented at Arizona STEM Adventure. If you have a passion for sharing your expertise with students, we have a place for you! We encourage interactive workshops – the more creative, the better! Arizona STEM Adventure has become a very popular field trip for schools throughout Southern Arizona. To register one or more booths from your organization, please use the exhibitor registration form that will be available for the 2017 event, or contact the Arizona STEM Adventure planning committee. We will be asking questions so that we can best serve you and have the facilities ready for your workshop.

Intended audiences

The majority of our attendees are from public and private schools, but our intended audience also includes home-schooled students. Our target audience is comprised of students from grades four through eight. While students are engaged at the exhibits, teachers are attending a professional development workshop. This means that many parent chaperones are also in attendance, because we require a student-to-adult ratio of 8-to-1.

Specific Information

Please see FAQs below:

Frequently Asked Questions

How does my organization sign up to bring an exhibit or workshop?

Professional organizations, companies, and educational institutions can register to bring an exhibit or workshop to Arizona STEM Adventure by registering their booth or workshop in advance. Registration will reopen later in 2017.

At that time, please carefully read the posted guidelines. If you have any questions, please contact our planning committee.

Is there a cost for companies or organizations to participate in Arizona STEM Adventure?

We do not charge companies to participate. We only ask that you bring a fun, highly-interactive demonstration of some math- or science-related activity to share with Southern Arizona students. We also ask that you bring your own materials and supplies required for your workshop. We do provide limited electricity, tables and chairs that can be set up in a variety of styles to maximize the learning environment, but we cannot provide other supplies or equipment.

How much space should I plan to get for my exhibit or workshop?

The event’s location offers classroom and outdoor space, so we will want to know what is best for you when he exhibitor registration site opens. We may not be able to accommodate all requests, but we will try to match you up as closely as possible.

The basic booth size is 10 feet deep and 10 feet wide. If needed, more space can be allocated– provided we know in advance that you’ll need more space. There are three generic formats for the booth space:

Classrooms are limited, so preference will be given to exhibitors who need to be inside based on their activity or accommodation. These may be scheduled for crowd control. Presentations should be approximately 15 to 20 minutes in length. We want to make sure the students get around to lots of exhibits.

Outdoor exhibits include a six-foot table with four chairs per table.

When do we set up for Arizona STEM Adventure?

We encourage all workshop and exhibit owners to set up their booths EARLY on the morning of the event.  Arizona STEM Adventure Planning Committee members will be on site to direct you to your assigned area/booth. A few weeks before the event, additional  instructions will be emailed to the exhibit owner, including check-in time, setup instructions, parking passes and booth assignments. Be sure to bring with you everything  you will need for your booth – in general, we do not provide supplies and/or tools for booth setup. We will have a few miscellaneous items available if you forget a basic supply (markers, tape, staplers, scissors, etc.) We will have name tags pre-printed for everyone we know will be working at your booth. (See item #6 below.)

Is there access for large trailers, or for large equipment in the exhibit halls?

The Pima Community College Northwest Campus may have access large enough for semi-trailers and other large equipment to get close. If you need that specialized access, please make a note when you register, so that we can strategically locate your exhibit to minimize move-in and move-out issues.

What type of facilities will we have available to us in our exhibits/workshops? Does the Pima Community College Northwest Campus have Internet access?

When you register, please specify whether you need a classroom or outside exhibit, plus any special needs you have. Be sure to advise us if you need electricity or water. If you need more tables or chairs than specified in the generic booth layouts, we will try our best to accommodate your needs. Internet access is available.

Do I need to individually register all the people who will work in my exhibit or workshop?

Because we like to thank our volunteers after the event, we ask that each person who will be working in your area (that you are bringing with you) to sign in.

Are there other volunteers that can be assigned to help out in my workshop?

We do have several Pima Community College -Northwest students who will be our volunteers and can be assigned to help out in exhibits and workshops, and/or to help with crowd control. If you need extra help, please make note when you register, and we will make every attempt to assign additional help to you.

How many students should we expect each day, and what are their age ranges?

Generally 900—1,000 students and about 200 teachers and chaperones are selected to attend Arizona STEM Adventure. We limit registration to grades four through eight.

Is food available for purchase?

Volunteers Break RoomPima Community College Northwest Campus will have limited access to food vendors on site during Arizona STEM Adventure.

Is it safe to leave equipment set up overnight in my booth/workshop at Arizona STEM Adventure?

We will secure the area after everyone has left for the day and security has been hired for this purpose. It is safe to leave large equipment overnight, but we encourage people to take all portable electronic devices with them at the end of each Arizona STEM Adventure shift. We cannot be held responsible for lost or stolen equipment, but make every attempt to provide a secure environment.

Is parking free at Arizona STEM Adventure?

Our very generous Pima Community College Northwest Campus sponsors will provide parking for volunteers. Directions will be emailed to you a few weeks before the event.

What should exhibitors and volunteers wear to Arizona STEM Adventure?

We strongly encourage you to wear comfortable clothes appropriate for whatever type of hands-on demonstration you will be doing. Please make sure that your clothing is age-appropriate, and not offensive to the students who will be attending. We strongly encourage you to wear polo shirts, T-shirts, or lab coats with your company or organization logo on it to help advertise your organization’s involvement in Arizona STEM Adventure.

If you are working with chemicals, Pima Community College requires proper safety equipment to be worn (for example, goggles).

Can we sell anything, or give out giveaways or handouts to the students and teachers?

Because we are providing a free field trip to local area schools, we do not allow you to sell any type of goods at Arizona STEM Adventure. However, we encourage you to bring reference materials to hand out to the students and teachers who attend. Handouts and giveaways advertising your organization and the work or service they provide are also encouraged. Each student will be given a plastic bag that can be used to collect various handouts or giveaways that you want to distribute. Please be sure that all distributed materials are age-appropriate and non-offensive.

Are police officers or emergency medical teams available in the event of an accident?

We will have Pima Community College police officers and security personnel roaming the area during Arizona STEM Adventure. We have emergency first-aid kits available at the Student Life Center, and emergency medical teams can be called if necessary. Please be sure to report any suspicious behavior from students to the appropriate authorities – either any member of the Arizona STEM Adventure Planning Committee or police officers on site. Also be sure to report to the planning committee any incidents that may occur. Most schools want to know if their students are misbehaving.

When do we tear down and remove our exhibits after the event is over?

Exhibitors may start removing equipment as soon as the event is over. We ask that you please wait until 1:00 p.m. to ensure that the area remains clear during the event’s hours of operation.

Why do you ask the exhibitors to complete an evaluation?

We will try to incorporate “lessons learned” to make improvements to Arizona STEM Adventure, based on teacher and workshop owner feedback. Your comments are important to us because we want Arizona STEM Adventure to be a great experience for all. Please take time to fill out the evaluations emailed to you. We read each and every one of them!