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Become an Exhibitor

The Science Carnival is a large-scale, highly visible, outdoor event which provides opportunity for engagement and exchange between children, teens, families, and local scientists. The Science Carnival will take place on Saturday, April 28, 2018 from 10:00 am—4:00 pm, and will feature hands-on activities provided by over 150 exhibitors, live performances, interactive demonstrations, and family-oriented science entertainment.



CARNIVAL EXHIBITOR REGISTRATION FAQS

Please note, we are now sold out of spaces for mobile food trucks.


1. I've heard that the Science Carnival will be returning to the Ben Franklin Parkway this year, is that true?
Yes, that is correct! Construction on the Ben Franklin Parkway is complete so the Science Festival Carnival will once again be held there.

2. When does registration open and close?
Registration is set to open at 5:00 pm Monday, January 22, 2018. Early-bird registration provides a 25% discount on current pricing and closes March 1, 2018. The deadline to register as an exhibitor is March 16, 2018. We strongly advise, as space is limited, that you sign up as soon as possible to guarantee your spot and your activity. 

3. What if another group has a similar activity to the one we hope to provide?
Philadelphia Science Festival staff will work with all exhibitors to minimize potential overlap. The more detail we have about your plans early in the process, the easier it will be to avoid repeating the same activity in multiple locations. In the event that multiple groups submit the same activity, our staff will work with you to develop a different activity. 

4. Why is there a fee associated with participation?
An event of this scale and magnitude involves many costs (including but not limited to: permitting fees, security, and rental costs to provide exhibitors with the basic necessities on site). The exhibitor fee allows us to recoup some of these costs so that the Festival can be sustained year after year. We are aware that these costs may prohibit participation for some exhibitors and we would like to work with all groups to make entry possible. Click here to view our 2018 Carnival Exhibitor Price Sheet. Contact Ellen Trappey at etrappey@fi.edu should you want to discuss options.

5. How are fee payments handled?
Credit card payments can be made on the registration site and payments via check should be made payable to The Franklin Institute and can be mailed to:
Philadelphia Science Festival Carnival Registration
C/O: The Franklin Institute
Attn: Rachel Giatras
222 North 20th Street
Philadelphia, PA  19103

6. What if I need to cancel? What is the refund policy?
Cancellation requests must be sent in writing to psfcarnival@stocktonandpartners.com. Cancellations made prior to March 30, 2018 will be refunded 75% of the total cost. Cancellations made between March 31 and April 6, 2018 will be refunded 25% of the total cost. We are not able to refund any costs for cancellations made after April 6, 2018. Partner/Advisory Council cancellation policy is available in the Partner Policy.

7. What if it rains?
The Science Carnival is a rain or shine event so please be prepared for all types of weather. In an extreme case we will implement an inclement weather plan, which will be communicated to all via email. 

8. What is included with each exhibit space?  
Each registration will include the following:
  • 9 x 10 tented exhibit space
  • (1) 6 foot table
  • (2) chairs
  • (1) sign identifying your space

9. How many people have attended in the past?
In 2017, the Science Carnival drew more than 50,000 people. When preparing for the event, be sure to plan to serve a large audience. We ask that all exhibitors provide adequate staffing and materials to manage a crowd of this size. To estimate the amount of materials you may need, determine how many people your activity can accommodate in one hour and multiply by 6!

10. I represent a large organization that will have many activities/exhibits at the Carnival. Do I need to fill out the registration application more than once?
Yes - be sure to complete the registration forms for each of the spaces/activities your organization will have at the Carnival. 

11. I've participated in the past - and was asked to phrase my exhibit title a certain way. Is anything like this required again this year?
Yes - As in the past, to promote the inquiry-based format of the program, we're asking that each exhibit be phrased in the form of a question. For example, instead of "How Electricity is Created" it will be "How is Electricity Created?" 

12. What language should I ask my insurance company to include on the Certificate of Insurance (COI)?* 
Please contact your insurance company directly and request a Certificate of Insurance with the following (exact verbiage may vary per your insurance company):

“The Franklin Institute, Stockton & Partners Inc., The City of Philadelphia its officers, employees and agents, as additional insureds.” If an address is requested, please use The Franklin Institute, 222 N 20th Street, Philadelphia, PA 19103. 



*Only one COI is needed per organization. 


Not sure what to expect at the Science Carnival? Need tips on what to consider before putting together your activity? Watch the video below for some helpful guidelines to get you started!




CLICK HERE TO CREATE YOUR ACCOUNT AND REGISTER YOUR CARNIVAL EXHIBIT!


Do you need help signing up for an account? See the helpful guides below!



EVENTIVAL - HOW TO CREATE AN ACCOUNT