2019 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 Food Vendor Acceptance Form by
April 25th 2019 for Snowshoe, WV
May 2nd for Stratton, VT
May 9th for Squaw Valley, CA
This information will help us to ensure that all of your needs are met onsite.
CREDENTIALS
You must submit a full name and unique email address for each staff member.
Please email all credential requests to lk@wanderlust.com.
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: May 21
Stratton, VT: June 4
Squaw Valley, CA: July 2
Whistler, BC: July 16
Tremblant, QC: August 6
ADVANCE YOUR LOAD-IN
Snowshoe, WV – Wednesday 6/5: 1 PM – 6 PM
Stratton, VT – Wednesday 6/19: 1 PM – 6 PM
Squaw Valley, CA – Wednesday 7/17: 1 PM – 6 PM
Whistler, BC – Wednesday 7/31: 1 PM – 6 PM
Tremblant, QC – Wednesday 8/21: 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 Tara Clark at (615)-948-8737.
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 Thursday – Saturday and until 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.
LOAD-OUT
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.
BOOTH INFO
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 and indicated so on your Food Vendor Acceptance Form form 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/POWER
Tables, chairs, and access to electricity can be rented by vendors from the festival. Please complete the appropriate fields in the Food Vendor Acceptance Form
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
Save for your POS, 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.
ICE/COLD STORAGE
Please place orders for ice and cold storage on the Food Vendor Acceptance Form. Space in our cold storage is available for $150 per 4×4 pallet. Ice delivery is available ranging from $5 – $10 per 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.
OVERNIGHT SECURITY
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.
GREENING GUIDELINES
Approved items including paper cups, compostable plates and more can be found here.
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!
Sincerely,
The Food & Beverage Team
CONTACT INFORMATION
Lulu Kalman
PHONE: (646) 284-6323
EMAIL: lk@wanderlust.com
Tara Clark
PHONE: (615) 948-8737
EMAIL: tnclark87@gmail.com
2019 COI Requirements
Wanderlust requires that each Exhibitor shall maintain a valid liability insurance policy naming Wanderlust Festival, LLC (along with other entities listed below) as an “additional insured”.
You must have a unique certificate of insurance for each event in which you are participating.
If you already have insurance: simply call your agency and request a certificate of insurance per the information listed here.
If you don’t have insurance: contact wanderlustfestival@hubinternational.com to purchase coverage from HUB International.
As stated when you applied for the event, every vendor has to submit a valid COI.
YOUR COI MUST MEET THESE REQUIREMENTS:
+ General Liability : $2,000,000
Each Occurrence: $1,000,000
+ Optional :Umbrella Coverage $2,000,000
Each Occurrence: $2,000,000
+ Automobile Liability (all owned, non-owned, leased or hired
automobiles)
Combined Single Limit or Business Policy : $1,000,000
– or –
Combined Single Limit : $500K + Personal Umbrella Ins.
+Worker’s Compensation:
Any vendor, supplier, or organization on-site will maintain
workers’ compensation as required under applicable state
law insurance during the dates they are working with the
Event, including coverage for subcontractors, agents,
temporary employees and volunteers.
POLICY AND ADDITIONALLY INSURED LANGUAGE:
Wanderlust Festival, LLC (“Wanderlust”) has no liability for damage or theft of the Vendor’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.
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), Workers Compensation, and Automobile coverage.
Description of Operations / Locations / Vehicles / Special Provisions
Wanderlust Festival which takes place on FESTIVAL DATES in 2019 in FESTIVAL CITY
ADDITIONAL INSUREDS: *MANDATORY*
1. Commercial General Liability. Notwithstanding any other provision within this Agreement,
(Organization Name // Vendor) shall procure and maintain for the duration of the Event commercial general liability insurance against claims for injuries of persons or damages to property, which may arise from or in connection with the Producer’s use of the VENUE per the Facility Use Permit. Such insurance shall be as broad as that provided by Commercial General Liability (to include Products-Completed Operations) “occurrence” form CG0001 (ed. 11/88). The insurance limits shall be no less than One Million Dollars ($1,000,000) per occurrence for bodily injury and property damage, Two Million Dollars ($2,000,000) aggregate limit.
A. Automobile Liability. If the use of vehicles is required, Insurance Services Office form number (CA 00 01 Ed. 12-90) covering BUSINESS AUTO COVERAGE, symbol 1 “any auto”; or the combination of symbols 2, 8, and 9.Automobile Liability shall be no less than One Million Dollars ($1,000,000) combined single limit per accident for bodily injury and property damage.
B. Workers Compensation. If (Organization Name // Vendor) has employees, Statutory Workers Compensation for statutory limits shall be provided. Employers Liability/Stop Gap coverage shall be provided for a limit no less than $ 1,000,000.
The required insurance policies (General Liability Auto and Liquor Legal) are to be endorsed to:
the additionally insured (per venue information below), its officers, officials, agents and employees as additional insured with respect to use of the Premises as outlined in this Agreement;
Such coverage shall be primary and non-contributory insurance as respects the County;
State that the Producer’s and/or Contractor’s insurance shall apply separately to each insured against whom claim is made or suit is brought except with respect to the limits of the insurer’s liability;
State that coverage shall not be suspended, voided, canceled, reduced in coverage or in limits except after forty-five (45) days prior written notice to the County.
The insurance provider must be licensed to do business in the State of EVENT and have a Bests’ rating of A:VIII or better. Any deductible or self-insured retention must have been declared to and approved by the County. The deductible and/or self-insured retention of the policies shall not limit or apply to the City’s liability to the County and shall be the sole responsibility of the City.
Additionally Insured Endorsement Page:
Please make sure the policy number is on the top of the endorsement page along with the correct verbiage.
Certificate of Insurance and required policy endorsement pages shall be provided 30 days prior to occupancy of site.
WORKERS’ COMPENSATION
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.
ON-SITE EQUIPMENT
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 6 – 9, 2019 in Snowshoe, WV;
Wanderlust Stratton, which takes place June 20 – 23, 2019 in Stratton, VT;
Wanderlust Squaw Valley, which takes place July 18 – July 21, 2019 in Squaw Valley, CA;
Wanderlust Whistler, which takes place August 1 – August 4, 2019 in Whistler, BC;
Wanderlust Tremblant, which takes place August 22 – 25, 2019 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.
ADDITIONAL INSUREDS:
West Virginia
Snowshoe Mountain, Inc.
Intrawest U.S. Holdings, Inc.
Vermont
Stratton Corporation
Intrawest U.S. Holdings, Inc.
California
Squaw Valley Resort, LLC
Squaw Valley Neighborhood Company
Squaw Valley and Alpine Meadows
Whistler
Whistler Conference Center
Tourism Whistler
Resort Municipality of Whistler
Whistler Village Land Company, Ltd.
Whistler Resort Association
Tremblant
Station Mont Tremblant, société en commandite
Station Mont Tremblant inc
Intrawest ULC
Association de villégiature Tremblant
M.T. Laurentienne inc.
CERTIFICATE HOLDERS
Wanderlust Festival, LLC
26 Dobbin St., 3rd Floor
Brooklyn, NY 11222
Please upload your insurance certificates in the appropriate fields in the Vendor Acceptance form. Forms not available at the time of form completion can be sent to:
Lulu Kalman
lk@wanderlust.com
PLEASE DIRECT QUESTIONS SPECIFIC TO INSURANCE TO THE FOLLOWING CONTACT THE TEAM AT HUB INTERNATIONAL :
wanderlustfestival@hubinternational.com
Phone: 818-257-7407