STEP #1: FILL OUT YOUR PARTNER ADVANCE FORM
Please fill out the Partner Advance Form by Wednesday, May 9. This information will help us to ensure that all of your needs are met onsite.
STEP #2: REVIEW EACH SECTION BELOW IN FULL + SITE SPECIFIC INFORMATION SECTION
Please consider this guide your “go-to” for all of your activation planning. Each section contains critical information that MUST be reviewed in full prior to your arrival onsite.
STEP #3: SUBMIT YOUR COI
COIs are due AT LEAST one month prior to each event. Please review the requirements in full, and contact Chelsea Conroy with any questions (email@example.com)
*USPS shipping NOT accepted.
Visit wanderlust.com/shipping for details on sending packages to/from event site. You must notify us of every package you ship to the festival by filling out this shipping form.
Shipping inquiries please email Jon@wanderlust.com
You must submit a full name and unique email address for each 4-day Complimentary Festival Pass holder to: firstname.lastname@example.org. Deadlines for requesting 4-day Complimentary Festival Pass(es) are outlined below. Please refer to your contract to confirm the number of 4-day Complimentary Festival Pass(es) allotted for your brand.
After you submit full names and unique email addresses, your 4-day Complimentary Festival Pass(es) will be issued and you will receive an email from Eventbrite with the ticket. You will also receive an activation email from sched.org with instructions for log in and scheduling your classes. If you don’t see the sched.org email, please check your spam folder. Once you arrive on-site you can pick up your credentials for your already issued 4-day Complimentary Festival Pass(es) at The Compass.
All other credentials, including Staff Passes, will be distributed by your Wanderlust point of contact when you arrive onsite. Please note credentials are not necessary to access the Kula Marketplace. They are only needed to access programming such as music, yoga classes, etc.
Ticket 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
Please advance your load-in.
Snowshoe, WV – Thursday: 1 PM – 6 PM
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
Please call your on-site Wanderlust contact upon arrival to receive booth assignment, staff passes and to acquire items shipped to our on-site storage. Please confirm special arrangements with your Wanderlust point of contact ahead of time. If you cannot reach your on-site Wanderlust contact, please call Jon Bingham at (801)-598-9608.
KULA MARKET HOURS
Snowshoe, WV – Friday* – Saturday: 9:30 AM – 7:00 PM
Stratton, VT -Thursday – Saturday: 9:30 AM – 7:00 PM
Squaw Valley, CA -Thursday – Saturday: 9:30 AM – 7:00 PM
Whistler, BC -Thursday – Saturday: 9:30 AM – 7:00 PM
Tremblant, QC -Thursday – Saturday: 9:30 AM – 7:00 PM
FOR ALL FESTIVALS – Sunday: 9:30 AM – 5 PM
*Snowshoe, WV is a 3-Day festival and runs Friday-Sunday.
You may open your booth as early as 8 AM during festival days. You must remain open until 6:30 PM (5 PM on Sunday). Your onsite Wanderlust contact will be available from 8:30 AM – 7:30 PM daily.
Sunday: 5 PM – 8 PM
Please book your travel to allow for load out.
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 if you are building a custom activation.
Festival Provided Tents:
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. These tents can vary in height and construction. It is recommended you bring zip ties to help secure tent walls at night.
Sponsor Provided Tents/ Custom Builds:
If you have arranged to bring your own tent, you are responsible for bringing your own walls and weights. For all custom built structures, you must reach out to your Wanderlust contact for specific build requirements. Permits and stamped engineered drawings may be required based upon the size and complexity of your build.
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 provides brands with 8′ tall tents. Please size any wall banners appropriately. Measurements for full wall banners can be found below-
10 x 10 tent: 9′ 5″ wide x 7′ 9″ tall
10 x 20 tent: 19′ 5″ wide x 7′ 9″ tall
20 x 20 tent: 19′ 5″ wide x 7′ 9″ tall
*All activations must be kept inside the measurements of your footprint (10 x 10, 10 x 20, etc.)
Tables, linens, chairs, and access to electricity can be provided to partners. Please complete the Partner Advance Form and submit your order by Wednesday, May 9.
For electricity, you will need to bring any additional power strips and/or extension cords. A 100ft extension cord is recommended for each circuit.
INTERNET + MOBILE SERVICE
Standard internet can be provided in the Kula Marketplace. Please request via your Wanderlust point of contact ahead of each event.
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 Partner Advance Form. Space in our cold storage is available for $200 per 4×4 pallet. Ice delivery is available ranging from $7 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 & SAMPLING INFORMATION
For site Specific Food and Beverage permitting information & requirements, please visit the 2018 F&B Permitting Page.
HAND WASHING STATIONS
Municipalities always require a hand washing station (normally cold water is sufficient), and often require thermometers, warewashing sinks and/or food handler certifications depending on the complexity of your production. Please always remember to print and bring any required documents on-site.
Hand washing stations within the booth are your responsibility if you serve food or beverages.
Here are sample instructions for constructing a Hand Washing Station.
You may sample products during the event, however, please note only sample size products (3oz or less) may be distributed. Please specify if and what you will sample in the Partner Advance Form.
All display cases, racks, merchandise and accessories that are left overnight in your booth are your responsibility. The Festival and/or host site will provide roaming overnight security, but expressly assumes no responsibility for any loss or damages that might occur.
TRASH/GARBAGE DISPOSAL & GREENING GUIDELINES
Approved items including paper cups, compostable plates and more can be found here.
Site specific greening instructions will be communicated during load in.
Compostables & Plastics:
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!
*No promotional giveaways made from plastic are permitted*. Please refrain from any plastic or unnecessary individual packaging for samples or giveaways. Conserving when possible is much appreciated. All printed promotional materials must be printed on recycled paper, however, we encourage reducing printed materials by providing brand messaging and discount codes on display boards.
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.
Leave No Trace:
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.
Wanderlust encourages our partners to use signage and banners with sustainable materials, such as natural fabrics or reclaimed wood, instead of vinyl or plastic whenever possible.
PHOTO & VIDEO GUIDELINES
Any capture of photos or videos on-site must be approved in advance by Wanderlust. Such approval will not be unreasonably withheld provided that such photo or video capture occurs in close proximity to your activation area. All photographers and videographers must be identified in advance and must wear appropriate photo/video credentials issued by Wanderlust. Wanderlust cannot authorize photo or video capture in any class. Full-resolution copies of any photos or videos captured on-site must be provided to Wanderlust promptly upon request and Wanderlust retains the right to use any photos captured at our events for promotional purposes.
SUMMER FESTIVAL MARKETING KIT
Wanderlust Festival is an all out celebration of mindful living. It’s an opportunity to build community and help people cultivate a path toward their best selves–toward their true north. The success of these festivals depends on people like you. By sharing your involvement with Wanderlust across your communities, we are able to offer an awesomely inspiring experience year after year for everyone involved. We are here to simplify this process for you by providing text templates and multimedia assets for your email lists, social media and general community outreach. Remember – these templates are just suggestions. We encourage you to share the word about Wanderlust festivals in your own voice.
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 Partnerships Team