Become an Exhibitor

You are invited to ignite young people’s wonder and curiosity for science! Exhibitors provide interactive and hands-on activities targeting 4th-8th graders, and accessible to the entire family, to explore, learn, and connect around science, technology, engineering, and math.

Exhibiting is free!

Who Can Be an Exhibitor?

Individuals and teams passionate about education and eager to present engaging activities in science, technology, engineering, and mathematics (STEM).
Exhibitors include corporations, nonprofits, government agencies, small businesses, schools, clubs, research institutions, and other groups.

What is an Exhibit?

A hands-on STEM activity designed for 4-8th grade students and open to all ages.
Offers an opportunity to learn something new, spark inspiration, and connect with people who use and love STEM.
Popular exhibits are interactive, hands-on, and promote open-ended discovery.

Who attends?

10,000 to 12,000 attendees
Primary age range is 5 to 9 years old
Average length of stay is 3 hours
Time at any exhibit is 5 to 10 minutes
Exhibitors can expect to reach 300 to 500 people per activity

Exhibitor applications will open October 20, 2026

Exhibitor application deadline is
Friday, March 26, 2027.

2026
Exhibitor Handbook

Three charts summarize attendee demographics. Among youth respondents, 46% were ages 6–10, 32% ages 0–5, 15% ages 11–14, and 6% ages 15–17. Among all reported attendees, 52% were women or girls, 47% men or boys, and 2% nonbinary or another gender. Race and ethnicity responses were 64% White, 28% Hispanic or Latino, 5% Asian, 2% Black or African American, and 1% American Indian or Alaska Native.

Application Steps

STEP 1: Assemble a team and activity

Start by assembling a reliable team. Managing a full-day event alone can be challenging. Develop an interactive activity that’s about 5 minutes long, can serve multiple people at the same time, and uses cost-effective materials. New Exhibitors must schedule a one-on-one consultation with the Exhibits Coordinator.

STEP 2: Read the Exhibitor Terms & Conditions

Terms are included in the back of the handbook.

No food or drink may be distributed (no giveaways of candy or food).
No private, one-on-one interactions with youth.
Exhibitors are not allowed to sell anything.
Solicitations of donations are not allowed.
Exhibitors may offer information (e.g., brochures, sign-up lists)

STEP 3: Submit an application by March 26, 2027

Provide your contact information, organization description, and a short explanation of your interactive STEM activity.
Include an inquiry question (per activity), a broad, open-ended question to guide their activities. Inquiry questions invite attendees to observe, explore, investigate, and use evidence to discover their own answers. Inquiry is at the heart of science: it sparks curiosity, promotes experimentation, and fuels learning in fun, meaningful ways.
Submit a certificate of insurance for the "2026 North Bay Science Discovery Day" (see instructions later in the handbook).
Applications are reviewed for safety and STEM relevance. Accepted exhibitors will receive booth assignments and logistical information closer to the event.

STEP 4: Prepare your activities

Purchase supplies, train your team, and print promotional materials. We encourage exhibitors to promote their STEM camps, places, activities, calendars, and educational resources.

STEP 5: Promote the festival

Promote on your organization's communication networks (email lists, social media, and locations)!

STEP 6: Setup on Saturday, May 1 or Sunday, May 2

STEP 7: On Sunday, May 2, 2027, engage 300 to 500 attendees with interactive STEM!

Complete the exhibitor evaluation form (by hardcopy or digital).
After 4pm, tear-down and pack up. Vehicles on-site may move again at 4:30pm. Please tidy your space to the condition you found it.

A youth volunteer in a white lab coat helps at a busy craft and science activity table with children and families at North Bay Science Discovery Day.

Graphic showing that Discovery Day helped exhibitors build relationships. Among 48 exhibitor survey respondents, 77% reported making a new or strengthening an existing organizational connection, 65% made at least one new connection, and 25% strengthened an existing relationship.

Booth Logistics and Space

Exhibit Layout

Buildings and outdoor areas across the fairgrounds.
Each building features a mix of STEM disciplines so that families experience a variety of STEM disciplines in each building.

Booth Size

10' x 20' space with 2 tables and 2 chairs
You may request an outdoor space or
a larger space and more tables and chairs.
Tables are 8' x 30" x 3/4" thick. W
Electricity and water, as available, and free wifi.

Set-Up

Exhibitors may load-in and setup on:

Friday from 2:00 - 6:00 p.m.
Saturday morning 7:00 - 9:30 a.m.

Fees $0 – Donations welcome

No fee to become an exhibitor.
Generous donors have covered all booth fees.
We welcome and encourage exhibitors to donate to help support the ongoing sustainability of the Science Discovery Day.

On-Site Support

Building captains (volunteers) are assigned to each building. They are the first point-of-contact for issues, requests, questions, and support.
Find building captains wearing a white lab coat and a red “staff” lanyard nametag.

Accessibility

We strive to ensure the event is accessible to all persons, regardless of any physical or mental impairments or disabilities. Keep pathways clear and at least 36 inches wide, provide large-print written instructions, and be ready to give concise verbal guidance.

Bar chart summarizing 295 substantive attendee responses from the 2026 Discovery Day. The most frequently remembered experiences were overall festival variety (19%), hands-on making and experiments (17%), animals and nature (17%), and robots, rockets, vehicles, and technology (14%). Smaller themes included learning and curiosity (8%), anatomy and health (8%), family engagement (8%), exhibitors and community (6%), and pop-culture exhibits (4%).