1. Festival at a Glance
- Festival dates: April 17–18, 2027
- Venue: El Paso Convention Center, El Paso, Texas
- Public festival hours: Pending confirmation
- Scheduled Friday setup: April 16, 12:00–4:00 p.m.
- Exhibitor breakdown deadline: Sunday, April 18, by 5:00 p.m.
- Trailer exit deadline: Sunday, April 18, by 7:00 p.m.
- Admission: Free to the public
Important: Exhibitors must attend both festival days and staff their booths during the official public hours once confirmed. All exhibitors must complete setup during the designated Friday setup window unless special arrangements have been approved by the festival team.
2. Who Can Exhibit?
The El Paso Science Festival offers two participation types to support different ways of engaging with the community.
A. Interactive Exhibit Booth
Interactive Exhibit Booths are intended for organizations providing engaging, hands-on STEM experiences that inspire curiosity and learning.
Participating organizations are expected to:
- Provide an interactive science, technology, engineering, or mathematics experience.
- Attend both festival days, April 17–18, 2027.
- Staff their booth throughout the official public hours.
- Complete setup on Friday, April 16, between 12:00 and 4:00 p.m.
- Follow all festival and venue safety requirements.
Booth size and selection will be determined during registration, subject to availability and festival approval.
B. Bridge to Opportunities
Bridge to Opportunities is intended for organizations sharing educational resources, career information, academic pathways, and other opportunities with festival visitors.
This area is designed for informational engagement rather than hands-on activities.
Each Bridge to Opportunities participant receives:
- One table
- Two chairs
- Space for informational materials
Participants should bring their own informational displays, brochures, promotional materials, and other resources needed for their table.
Participants are expected to attend both festival days and staff their tables throughout the official public hours.
Pending confirmation: Final Bridge to Opportunities setup instructions, any additional equipment provisions, and whether specific materials or display formats are restricted.
3. Booth Provisions & Equipment
| Booth type | Tables provided | Chairs provided |
| Interactive Exhibit — 10′ × 10′ | 1 | 2 |
| Interactive Exhibit — 10′ × 20′ | 2 | 4 |
| Bridge to Opportunities | 1 | 2 |
Curtain dividers are intended to separate neighboring exhibitors.
Pending confirmation:
- Final booth dimensions and layout
- Whether curtain dividers are provided for all booth types
- Additional furniture or equipment availability
- Display structure, hanging, and adhesive restrictions
- Final booth assignment and floor plan publication date
Exhibitors should bring the materials and supplies needed to operate their activities. All displays and equipment must remain within the assigned space and must not obstruct aisles, exits, neighboring exhibits, or accessible routes.
4. Suggested Donations, Required Contributions & Electricity
The El Paso Science Festival is a nonprofit community event. Exhibitor contributions help support festival operations and visitor experiences.
Suggested Donations for Nonprofit Organizations
The following suggested donation amounts apply to nonprofit organizations:
| Booth size | Suggested donation |
| 10′ × 10′ | $100 |
| 10′ × 20′ | $150 |
Nonprofit organizations are encouraged to contribute at the suggested amount to support the festival.
Required Contributions for Other Organizations
Organizations that do not qualify for the nonprofit suggested-donation category are required to contribute:
| Booth size | Required contribution |
| 10′ × 10′ | $100 |
| 10′ × 20′ | $150 |
Exempt organizations: UTEP, EPCC, and major sponsors are exempt from the contribution requirement.
Contribution link: El Paso Science Festival — El Paso Community Foundation
Pending confirmation: Whether any additional organization categories qualify for exemptions and whether the contribution process or payment deadline differs by registration type.
Optional Electricity
Electricity is available as an optional service for a fee of $100 per request, paid directly to the El Paso Convention Center during exhibitor setup.
Exhibitors who require electricity must indicate this need during registration or through the designated equipment request process.
Please plan your exhibit accordingly. Electricity is not automatically included with your booth.
Pending confirmation:
- Electrical request deadline and submission method
- Outlet locations and power availability
- Any electrical capacity restrictions
- Whether the $100 fee covers each booth or another defined service unit
- Approved extension cords and electrical accessories
Payment of the electricity fee does not establish that every requested configuration will be available. Please wait for confirmation before relying on electrical service for your exhibit.
5. Safety Requirements & Special Accommodations
Exhibitors must disclose activities or equipment that may require additional safety review, space, access, or special arrangements.
Risk Assessment
Pending confirmation: The festival team’s required risk assessment form, submission deadline, review process, and approval requirements.
Please provide a clear description of your planned activities and identify potential hazards, equipment needs, and safety precautions.
Live Animals
Live animals may be included in exhibits provided that they are:
- Nonvenomous
- Contained throughout the entire festival
- Managed by appropriate personnel
- Supported by a suitable overnight care plan for the period between Saturday and Sunday
Exhibitors planning to bring live animals must disclose this during registration and coordinate any special requirements with the festival team.
Pending confirmation: Final animal approval procedures, permitted species, containment standards, overnight arrangements, and any applicable venue restrictions.
Food Samples
Food sampling is subject to the festival’s applicable requirements.
Sample size must not exceed 1 ounce per serving.
Pending confirmation: Additional food handling, preparation, storage, distribution, and health or venue requirements.
Special Accommodations
Exhibitors must identify special requirements during registration, including:
- Special access needs
- Requests for additional space
- Large or specialized equipment
- Electrical requirements
- Live animals
- Other arrangements that may affect booth placement or event operations
Requests should be submitted as early as possible. Requests are subject to review and availability; submitting a request does not guarantee approval.
6. Festival Weekend Logistics
Friday, April 16 — Exhibitor Setup
Scheduled setup window: 12:00–4:00 p.m.
Exhibitors must bring in large equipment and complete their exhibit setup during the designated setup period so that both festival days can run smoothly.
Before arriving:
- Review the Convention Center layout and your assigned booth location.
- Read the latest parking, unloading, and check-in instructions.
- Coordinate any large equipment or special access requirements in advance.
- Bring all necessary supplies and activity materials.
- Confirm any approved electrical or accommodation requests.
Water: Water is available through the fountains near the main event area. Exhibitors who need water for their activities should bring appropriate pitchers or containers.
Ice: Ice is available through the concession stands once they open on Saturday and Sunday. Exhibitors should plan their activities and storage needs accordingly.
Pending confirmation:
- Exact exhibitor arrival and check-in procedure
- Loading entrance and unloading time limits
- Parking locations, fees, and any free parking availability
- Trailer access procedures
- Overnight security and equipment storage
- Access outside the scheduled setup window
Trailer Access & Removal
Trailer access must be coordinated to minimize congestion and avoid conflicts with other exhibitors setting up.
The festival team intends to provide a dedicated trailer access period of 10:00 a.m.–12:00 p.m., subject to final confirmation.
Trailers must be removed from the exhibit floor by 7:00 p.m. on Sunday, April 18.
Pending confirmation: Final trailer access arrangements, approved routes, loading and unloading procedures, and any adjustments required by the Convention Center or main-stage schedule.
Exhibitors using trailers must follow the final instructions issued by the festival team and venue staff.
Saturday, April 17 — Festival Day 1
Exhibitors must arrive according to the final check-in instructions and have their exhibits ready before the public opening.
Throughout the day, exhibitors are responsible for staffing their booths, maintaining a clean and safe space, replenishing activity materials, and following festival instructions.
Public hours: Pending confirmation.
Sunday, April 18 — Festival Day 2
Exhibitors must continue operating their booths throughout the official public hours.
Public hours: Pending confirmation.
Sunday Breakdown & Departure
All exhibitors must complete booth breakdown and remove their exhibit materials by 5:00 p.m. on Sunday, April 18, unless special arrangements have been approved in advance by the festival team.
Exhibitors must not begin dismantling their booths or removing equipment while the festival is still open to the public.
After the authorized closing time:
- Follow any required announcement or release procedure.
- Pack materials and dismantle displays safely.
- Keep aisles and exit routes clear.
- Remove personal equipment and dispose of waste appropriately.
- Follow the venue’s designated loading and departure procedures.
All trailers must be off the exhibit floor by 7:00 p.m. Sunday.
Pending confirmation: Final public closing time, the authorized breakdown start time, the final venue exit deadline for non-trailer exhibitors, and the process for requesting exceptions.
7. Registration & Exhibitor Communication
The Exhibitor Portal and official festival email are the primary channels for registration, document submission, announcements, and event updates.
Exhibitors should regularly check both channels and keep their contact information current.
Required Registration Information
- Organization Name
- Exhibit or Organization Title
- Exhibit Description of 100–250 words
- Primary contact information
- On-site contact information
- Booth size or participation type
- Electricity and equipment requests, if applicable
- Special accommodations and relevant safety disclosures
The exhibit description will appear on the festival website. Describe the experience in a clear, engaging way that helps families understand what visitors will see, learn, and do.
Exhibitors are encouraged to make descriptions exciting and accessible to a broad audience.
Pending confirmation: Final registration form fields, risk assessment requirements, logo specifications, submission deadlines, and the new check-in workflow through the Exhibitor Portal.
8. Frequently Asked Questions
Where will my logo be placed?
Your organization’s logo may be used in festival materials and exhibitor listings, subject to the festival’s publication process.
Pending confirmation: Exact logo placements, publication channels, file specifications, and whether every exhibitor receives the same visibility.
Can I bring food?
Food samples may not exceed 1 ounce per serving. Additional requirements regarding food preparation, handling, and distribution are pending confirmation.
Outside food and packed lunches will not be permitted inside the Convention Center. The El Paso Science Festival will host food trucks outside the Convention Center for exhibitors and the public.
Can I bring live animals?
Live animals must be nonvenomous, contained throughout the festival, and supported by an appropriate overnight care plan between Saturday and Sunday. Please disclose your plans during registration and obtain confirmation of any applicable requirements.
Can we bring posters?
Posters and informational displays may be appropriate for your exhibit, provided they comply with booth space and venue requirements.
Pending confirmation: Rules regarding hanging materials, adhesives, display height, and attachment to venue surfaces.
What is the difference between a science fair and a science festival?
A science fair generally focuses on projects presented for evaluation or competition. A science festival is a community event that invites visitors to explore STEM through interactive demonstrations, activities, and engaging experiences.
Can I see examples of exhibitor booth setups?
Example photographs and booth layout references will be provided through the Exhibitor Portal if available.
Pending confirmation: Final example images, booth layout illustrations, and approved display examples.
Can I bring large equipment?
Large equipment must be disclosed in advance so that space, access, power, and safety needs can be reviewed. All equipment must fit within the assigned exhibit space and comply with venue requirements.
Where can I find parking information?
Parking and loading instructions will be distributed through email and the Exhibitor Portal once finalized.
Who do I contact with questions?
Use the official festival email or the Exhibitor Portal. Final contact information and event-day escalation procedures are pending confirmation.
9. Final Registration Checklist
Before submitting your registration, confirm that you have:
- Selected the correct participation type.
- Entered your organization name and exhibit title.
- Submitted a 100–250-word exhibit description.
- Provided accurate primary and on-site contact information.
- Selected the appropriate booth size, if applicable.
- Submitted electricity and equipment requests, if needed.
- Disclosed live animals, food sampling, or other activities requiring review.
- Requested any necessary special access or additional space.
- Reviewed applicable donation or contribution requirements.
- Read and agreed to the exhibitor participation terms.
- Reviewed all submission deadlines.
After registration, monitor your email and the Exhibitor Portal for confirmation, follow-up requests, and final event instructions.
Thank You for Participating
Thank you for helping make the 2027 El Paso Science Festival an inspiring, engaging, and accessible STEM experience for our community.
By sharing your knowledge, activities, and opportunities, you help young children discover the magic of science and technology and envision themselves as future scientists, innovators, and problem-solvers.