2025 NWTC Science & Engineering Festival

Exhibitor Information

Inspire with us!

Join us on our mission of giving students and educators an unforgettable, hands-on learning experience. As an exhibitor, you'll engage with students firsthand to inspire and spark curiosity.

The deadline to register is January 3rd.

The cost to exhibit for for-profit organizations is $500. There is no cost to exhibit for non-profit organizations or college departments

Exhibitor Registration

If you have any questions at all, please contact us:

Email: mindtrekkers@mtu.edu
Phone: 906-487-2219

Leading Up to the Event

Staffing Your Booth

This event anticipates up to 2000 students throughout the day.
Your organization should have at least 2-3 people staffing your event booth at a time to be able to engage with the large volume of students.
Exhibitors are expected to have their booth staffed throughout the entirety of the event.

Media Awareness

Local media and other groups affiliated with the event may capture video footage or photographs at the event and share them.
If you do not consent to be featured in media, please come to the Mind Trekkers promotions table upon arrival for a wristband whose color will alert others to not include you in their media coverage.
We ask that you respect individuals wearing this “no media” colored wristband when creating media content during and after the event.

Confirm Your Information

If you have had any changes to your event space needs, please let us (mindtrekkers@mtu.edu) know as soon as possible to make the necessary adjustments to the event layout.
Please understand that some last-minute changes may not be able to be accommodated.

Selecting Engaging Demonstrations

Students learn the most when they can engage with the demonstration.
Your booth will have greater attendance with interactive demonstrations than those just handing out information.
This event is geared toward 7th-grade students. Avoid demonstrations or explanations that are too technical for students of this age range.
If you have elected to have Mind Trekkers supply a demonstration for your group, assignments will be sent out a few days prior to the event.
When choosing your demonstration and giveaways (ex: candy), please consider the students, educators, and volunteers attending that may have severe allergies. For example: allergies to latex and nuts are common.
If you are aware of any possible allergens that you will be using, please email us at mindtrekkers@mtu.edu immediately. Schools will be communicating with us if there are concerns for their students.
We encourage you to bring a sign to post at your table if there are known, common allergens so those interacting with your demonstration are informed.

At the Event

What to Expect During the Event

Mind Trekkers events have a very upbeat atmosphere.
There will be music playing throughout the venue and students are free to come and go from demonstrations at their own pace.
You may see students filling out scavenger hunts to help keep them on track. Students may ask organizations and departments how they use STEM in their work and about their educational backgrounds. Please use this opportunity to educate students about careers in STEM and pursuing any form of post-secondary education.
Each student will wear a colored wristband that corresponds to the session they are in. When we announce the end of a session and all wristbands of a certain color are supposed to be loading their buses, please help us get any students who are still lingering to the correct place.

Lunches

Lunches will be provided to volunteers and exhibitors. If any member of your group has dietary concerns please contact mindtrekkers@mtu.edu
Before your group takes a lunch break, make sure your area is cleaned up and anything valuable/fragile is packed away under the table while you are gone.
Please make sure you are ready to begin again before the afternoon sessions begin.

Things to Note

Try not to rush through your demonstrations just to get through as many students as possible. Students will return again when it is less busy.
One of the most difficult things about communicating science to middle-school students is finding the right level of complexity to present an idea. Refrain from “dumbing it down” and instead relate it to something in their life. You will be able to read their facial expressions and know if they are truly understanding you.
Doing the same demonstrations so repetitively may wear you out quickly but remember each time you do it, is the first time someone else will be seeing it.
If you are in need of any assistance, let an event staff member with a grey shirt know. They’ll be able to help you or get you the help you need.

Set-up

Setup will take place the morning of the event starting at 7:30 am. All setup must be completed no later than 8:45 a.m.
When you arrive, check-in at the Mind Trekkers Resource booth in the center of the venue. You will be directed to your tables which will have a sign with your organization’s name on them.
Contact us to arrange the delivery of larger equipment.
Please bring your own extension cords and power strips if needed.
Plastic table covers will be provided but you are welcome to bring your own branded tablecloths.
Banners are also welcome as long as they fit immediately next to or behind your table(s) and do not impede other exhibitors' spaces.

Safety

Safety is of the utmost importance to Mind Trekkers. If your demonstration(s) involve any sort of risk, please bring all necessary safety equipment to ensure both students and volunteers have a safe environment to learn.
If your group will be using any chemicals, bring any related MSDS sheets and safety equipment you may need.

Tear down

Tear-down will take place immediately following the event.
To ensure all students have an equal opportunity to explore the event, do not start your clean-up until all students have left the event at 2:30 p.m.

Parking

Please park in the 2-hour visitor lot (marked as “Two Hour Parking” on the map, below). The lot will be available for parking for the duration of the event.

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