*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: chelsea@wanderlust.com. 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.

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.

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. 

For site Specific Food and Beverage permitting information & requirements, please visit the 2018 F&B Permitting Page.

General Information:

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.

SAMPLING

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.

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.

Footprint Breakdown:
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.

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.

KEY DATES

Thursday, June 7: Load-in will be 1:00-6:00 PM (please be completely finished by 6:00 PM)

Friday, June 8 – Sunday, June 10: Festival

Sunday, June 10: Load-Out 5:00-8:00 PM

GPS ADDRESS

10 Snowshoe Dr.

Snowshoe, WV 26209

ABOUT HOST SITE / DIRECTIONS / LODGING

http://wanderlust.com/festivals/snowshoe/plan/

Snowshoe has limited cellular service due the resort’s proximity to a radio telescope.

PARKING

There is ample parking located onsite just steps from the main festival site.

WEATHER

Snowshoe weather varies from extraordinary summer sunshine to downpours! Please plan ahead for possible rain and colder nighttime temperatures. Be mindful that all of our events take place at high altitudes. Weather may include extreme temperatures and precipitation is always a possibility.  Please arrive prepared with appropriate rain gear / hard weather clothing. Remember to drink plenty of water to avoid altitude sickness. The festival will happen rain or shine.

SELLER’S PERMIT

If you intend to sell any goods on-site you must file your business with the West Virginia State Tax Department.  For tax information and assistance please contact the West Virginia Tax Department at (304) 558-3333 or (800) 982-8297.

KEY DATES

Wednesday, June 20: Load-in will be 1:00-6:00 PM (please be completely finished by 6:00 PM)

Thursday, June 21 – Sunday, June  24: Festival

Sunday, June 24: Load-Out 5:00-8:00 PM

GPS ADDRESS

43 VT Route 30

Bondville, VT 05340

ABOUT HOST SITE / DIRECTIONS / LODGING

http://wanderlust.com/festivals/stratton/plan/

PARKING

There is ample parking located on site just steps from the main festival site.

WEATHER

Stratton weather varies from extraordinary summer sunshine to downpours! Please plan ahead for possible rain and colder nighttime temperatures. Please be mindful that all of our events take place at high altitudes. Weather may include extreme temperatures and precipitation is always a possibility.  Please arrive prepared with appropriate rain gear / hard weather clothing. Remember to drink plenty of water to avoid altitude sickness.

SALES – BUSINESS TAX ACCOUNT + LICENSE 

Anyone who sells taxable items in VT must obtain a Business Tax Account & License from the Vermont Department of Taxes and collect and remit on those sales. This requirement applies for all sales even if the sales are for one day or regularly throughout the year. You will receive your license after processing of your application. There is no fee for the license. Please note this means you must charge sales tax on all items sold.

NOTE: Any out-of-state retailer coming into Vermont must obtain a Vermont license. The out-of-state license is not a substitute for the Vermont license.

If you have any questions, please call the Office of Professional Regulation (OPR) at (802) 828-1505.

KEY DATES

Wednesday, July 18: Load-in will be 1:00-6:00 PM (please be completely finished by 6:00 PM)

Thursday, July 19 – Sunday, July 22: Festival

Sunday, July 22: Load-Out 5:00-8:00 PM

GPS ADDRESS

1960 Squaw Valley Rd.

Olympic Valley, CA 96146

ABOUT HOST SITE / DIRECTIONS / LODGING

http://wanderlust.com/festivals/squaw-valley/plan/

PARKING

There is ample parking located on site just steps from the main festival site.

WEATHER

The resort often receives 40 or more feet of snow in winter, but the summers are dry and mild, with cool mornings typically giving way to day temperatures in the 70s or low 80s. However, weather may include extreme temperatures and precipitation is always a possibility.  Please arrive prepared with appropriate rain gear / hard weather clothing / and sunscreen for extra sunny days.

SELLER’S PERMIT

All sponsors who are selling in California will need to obtain a California seller’s permit from the Board of Equalization by Friday, July 7. If you are out of state or don’t already have a permit, you can find the application by going to this link and selecting “NEW REGISTRATION”. There is no cost to apply, but you will need to submit your sales and pay the appropriate sales tax at the conclusion of the event. If you are exempt from paying sales tax, you must complete this form.  Any out-of-state retailer coming into California must obtain a Seller’s permit. Permits or licenses from other states do not qualify.

For more information on Temporary Seller’s Permits please reference this webpage.

KEY DATES

Wednesday, August 1: Load-in will be 1:00-6:00 PM (please be completely finished by 6:00 PM)

Thursday, August 2 – Sunday, August 5: Festival

Sunday, August 5: Load-Out 5:00-8:00 PM

GPS ADDRESS

4325 Blackcomb Way

Whistler, B.C. VON 184

ABOUT HOST SITE / DIRECTIONS / LODGING

https://wanderlust.com/festivals/whistler/plan/

PARKING

As of July 1, 2017 – The parking in Whistler has changed: Lots 4+5 are no longer free – all lots will be paid.  You can either pay per day (rates here) or purchase a monthly pass (rates here).  All parking must be paid for on site at a parking pay station and monthly parking passes are one per vehicle.

WEATHER

Summer weather in Whistler averages around 75°F/24°C. However, weather may include extreme temperatures and precipitation is always a possibility. Please come prepared with appropriate rain gear / hard weather clothing. Temperatures may be cooler at night.

BUSINESS LICENSE 

All sponsor and vendor sales require approval from the local municipality. Wanderlust will work with the RMOW directly to obtain approval on your behalf. Please fill out a Business License Application and submit the form to Chelsea Conroy at chelsea@wanderlust.com as soon as possible. Wanderlust will then submit your application to the RMOW for approval.

On your application, please list the event as “Wanderlust Festival Whistler” and the location as Westin Patio.

Business License Application Approval

The process for approving business license applications depends on the nature of the business.

• Applications for non-resident (out-of-town) businesses or home occupation businesses generally take approximately five business days.
• Applications for commercial based businesses can vary from 20 days to eight weeks.

Please allow adequate time to meet business license requirements prior to your business’s anticipated opening date.

KEY DATES

Wednesday, August 22: Load-in will be 1:00-6:00 PM (please be completely finished by 6:00 PM)

Thursday, August 23 – Sunday, August 26: Festival

Sunday, August 26: Load-Out 5:00-8:00 PM

GPS ADDRESS

1000 Chemin des Voyageurs

Mont-Tremblant, Quebec JOT 1P0, Canada

ABOUT HOST SITE / DIRECTIONS / LODGING

http://wanderlust.com/festivals/tremblant/plan/

PARKING

There is ample parking located on site just steps from the main festival site.

WEATHER

Tremblant weather varies from extraordinary summer sunshine to downpours! Please plan ahead for possible rain and colder nighttime temperatures. August weather is typically long days in the 70s and comfortable nights around 60 degrees. Please be mindful that all of our events take place at high altitudes. Weather may include extreme temperatures and precipitation is always a possibility.  Please arrive prepared with appropriate rain gear / hard weather clothing. Remember to drink plenty of water to avoid altitude sickness.

ROYALTY

Anyone selling items on site are required to charge and are subject to a 3% royalty, a percentage applied to all transactions involving taxable goods and services.* Please review and adhere to the guidelines on the Application of the Royalty. Within 14 days after the event, you must complete this form and send a check along with a sales report. Every applicable seller must respect consumer protection laws by displaying proper signage in accordance with the guidelines.

* Note that “mystery shoppers” will check that the royalty is being charged.

SIGNAGE AND BOOTH LANGUAGE REQUIREMENTS

All signage must be in French first and foremost. The English translation of your sign text must be 3/4 the size of the French text, and must be located underneath the header text. Additionally, all booths should have at least one French speaker as well if possible.