2018 Wanderlust Festival Food Vendor Guide
Thank you for participating in Wanderlust. Our goal is to provide you with a seamless experience from beginning to end. Please read the below information and should you have any additional questions or concerns, don’t hesitate to contact us. We look forward to a wonderful festival with you!
General Vendor Information
SCROLL TO THE BOTTOM FOR SITE SPECIFIC INFORMATION
VENDOR ACCEPTANCE FORM
Please fill out the Vendor Acceptance Form by May 18 , 2018. This information will help us to ensure that all of your needs are met onsite.
You must submit a full name and unique email address for each staff member to: Bethany Costello firstname.lastname@example.org.
Deadlines for requesting credentials are outlined below.
Please confirm the number of credentials needed for your operation with your Wanderlust point of contact for final approval. Once you arrive on-site you can pick up your credentials from your Vendor Coordinator. All staff must wear their credential throughout the entire festival.
Credential Request Deadlines:
Snowshoe, WV: Monday, May 21
Stratton, VT: Monday, June 4
Squaw Valley, CA: Monday, July 2
Whistler, BC: Monday, July 16
Tremblant, QC: Monday, August 6
ADVANCE YOUR LOAD-IN
Snowshoe, WV – Thursday: 1 PM – 6 PM (Booths full set up by 9:30am on Friday)
Stratton, VT – Wednesday: 1 PM – 6 PM
Squaw Valley, CA – Wednesday: 1 PM – 6 PM
Whistler, BC – Wednesday: 1 PM – 6 PM
Tremblant, QC – Wednesday: 1 PM – 6 PM
Detailed L0ad-In instructions will be sent via email prior to the event to support your planning process.
Please proceed to Wanderlust Vendor Check-in upon arrival to be escorted to your booth location, being sure to follow ANY directions given by Wanderlust staff with regards staging and waiting areas. Requests are handled as efficiently as possible. Please be patient as this process takes time. Please confirm special arrangements with your Wanderlust point of contact ahead of time. If you cannot reach your on-site Wanderlust contact, please call Mitchell Hoverman at (949)-424-3680.
FOOD CO-OP HOURS
Thursday* – Saturday: 10:00 AM – 10:00 PM
Sunday: 10:00 AM – 5 PM
You may open your booth as early as 8 AM during festival days. You must remain open until 10:00 PM (5 PM on Sunday). Your Wanderlust Food Vendor Coordinators will be available from 8:30 AM – 10:00 PM daily. A $500 fee will be charged to anyone who breaks down their booth before 5 PM on Sunday.
*Snowshoe, WV is a 3 day festival. The Food Co-Op will be open Friday – Sunday.
Sunday: 5 PM – 8 PM
Booths must be completely broken down and ready to load before vehicles are brought onsite.
Please book your travel to allow for load out time.
A $500 fee will be charged to anyone who breaks down their booth before 5 PM on Sunday.
Please consult with your Wanderlust point of contact regarding your Booth//Truck footprint and BOH needs.
Unless you have arranged to bring your own tent, you will be provided a white, festival-style high-peak tent or a white, fiesta-frame style tent at the size specified in your contract. It is recommended you bring zip ties to help secure tent walls at night. If you have arranged to bring your own tent, you are responsible for bringing your own walls and weights.
Because we are situated within the host site village, there may be restrictions on having your tent walls in use during the day if they block any store or restaurant fronts. There may be restrictions on banner height.
Wanderlust-provided tents (if applicable) are 8′ tall.
Tables, chairs, and access to electricity can be rented by vendors from the festival. Please complete the Food Vendor Needs Form and submit your order by 30 Days Prior to Festival.
For electricity, you will need to bring any additional power strips, splitters, and extension cords. Be sure your extension cords are appropriate to handle the Amps of your equipment.
INTERNET + MOBILE SERVICE
Internet access is not provided by the festival.
If high speed internet access is mission critical, we recommend you bring your own 4G/LTE hotspot(s) as backup. The quality of mobile 4G/LTE access on the festival grounds varies by carrier, phone/hotspot type, and the location of the event, so please discuss with your Wanderlust point of contact in advance so we can make appropriate recommendations. Regardless of your connection type, Wanderlust cannot guarantee 100% Internet uptime at any event.
Please place orders for ice and cold storage on the Food Vendor Needs Form. Space in our cold storage is available for $150 per 4×4 pallet. Ice delivery is available ranging from $5 – $10 per 20lb bag depending on event location. You will be billed for the requested ice and cold storage after the event.
Cold storage is not available in Canada.
FOOD & BEVERAGE PERMITTING
Municipalities always require a hand washing station, and often require thermometers, warewash
HAND WASHING STATIONS
Hand washing stations within the booth are your responsibility.
Here are basic instructions for constructing a Hand Washing Station.
All display cases, racks, merchandise and equipment that are left overnight in your booth are your responsibility. The Festival and/or host site will provide roving overnight security, but expressly assumes no responsibility for any loss or damages that might occur.
Use of compostable products is mandatory at all Wanderlust Events. In order to comply with these greening initiatives, styrofoam and plastic food service ware is not permitted. We appreciate your support in our recycling and composting program!
Please break down your cardboard and separate recyclables from trash at your booth. If you need bags, or require extra bins or service, please ask your onsite Wanderlust contact or a green team member. Clear or white bags are for recycling and black bags are for trash. All food and compost must go in compostable receptacles lined with either green or clear bags.
Please DO NOT leave anything behind. This includes weights for your tents such as cinder blocks, sand from sand bags, pallets, carpets, décor, etc.
Wanderlust will place trash/recycling receptacles throughout the village, however any receptacles within the booth are your responsibility.
Please be respectful of the festival grounds by leaving no trace behind.
If you have any additional questions, please contact your Wanderlust point of contact directly. Contact information is below.
Thank you for participating in the 2018 Wanderlust Festival Series. We look forward to working with you!
The Food & Beverage Team
PHONE: (931) 249-2912
PHONE: (949) 424-3680
PHONE: (615) 948-8737
PHONE: (704) 941-5776
2018 COI Requirements
Any vendor, supplier, or organization on-site will maintain workers’ compensation as
required under applicable state law insurance during the dates they are working at the Event, including coverage for subcontractors, agents, temporary employees and volunteers.
Wanderlust Festival, LLC (“Wanderlust”) has no liability for damage or theft of the Sponsor’s materials or equipment except to the extent Wanderlust has agreed in writing to assume liability for materials on-site and then only for any damage or theft solely due to the negligence or misconduct of Wanderlust.
DESCRIPTION OF OPERATIONS / LOCATIONS / VEHICLES / SPECIAL PROVISIONS
Wanderlust Snowshoe, which takes place June 8 – 10, 2018 in Snowshoe, WV;
Wanderlust Stratton, which takes place June 21 – 24, 2018 in Stratton, VT;
Wanderlust Squaw Valley, which takes place July 19 – July 22, 2018 in Squaw Valley, California;
Wanderlust Whistler, which takes place August 2 – August 5, 2018 in Whistler, BC;
Wanderlust Tremblant, which takes place August 23 – 26, 2018 in Tremblant, QC.
Wanderlust Festival, LLC, Additional Insureds and their respective officers, directors, members, managers, agents, and employees shall be named as additional insured on the General Liability (CG2026) and Automobile coverage.
Snowshoe Mountain, Inc.
Intrawest U.S. Holdings, Inc.
Intrawest U.S. Holdings, Inc.
Squaw Valley Resort, LLC
Squaw Valley Neighborhood Company
Squaw Valley and Alpine Meadows
Whistler Conference Center
Resort Municipality of Whistler
Whistler Village Land Company, Ltd.
Whistler Resort Association
Station Mont Tremblant, société en commandite
Station Mont Tremblant inc
Association de villégiature Tremblant
M.T. Laurentienne inc.
Wanderlust Festival, LLC
26 Dobbin St., 3rd Floor
Brooklyn, NY 11222
Please send certificate of insurance to:
PLEASE DIRECT QUESTIONS SPECIFIC TO INSURANCE TO THE FOLLOWING CONTACT:
Vice President of Entertainment