Exhibitors & Sponsors
Everything you need to know to participate as an exhibitor & sponsor
Want to be an exhibitor and/or sponsor?
Are you interested in exhibiting and/or sponsoring The Wind River Rally and The Lost Places van life and overlanding events? Send us an email here: josiah@thejournaloflosttime.com
Already an exhibitor and/or sponsor? Welcome!
Welcome to The Wind River Rally, a celebration of exploring and traveling in the gorgeous Wind River Region.
We are an event that is deeply rooted in participation and interactivity, both for sponsors *and* for attendees. We are not an expo, and it is a requirement that everyone participates.
Here’s what you need to know.
Timelines & Important Dates
Load-in: June 15th, 10 AM
Load-Out: June 19th by 3 PM
Location Information
The primary event location is at Dee Cross Ranch just outside of the town of Hudson, Wyoming. The location does not have an official address, so please use this pin and follow the signs for the event off of East 1st street heading east out of town.
At the entrance to the Ranch you will see volunteers who will direct you to space in Center Camp, Makers Market, Quiet Camp, or the general camping area if you have decided to camp there and not in Center Camp.
Sponsor, Exhibitor, and Vendor Campsites & Placement
Event Sponsors will be given priority placement in Center Camp, so please follow the guidance of the Event Staff to your location. If you do *not* want to be placed in Center Camp, please let sam@thejournaloflosttime.com know.
Exhibitors and/or Vendors will be placed within the Makers Market, next to Center Camp. If you do *not* want to be placed in the Makers Market, please let sam@thejournaloflosttime.com know.
Amenities - Portos / Garbage / Power / Water
Portable Toilets
Portos will be placed through the event including next to Center Camp.
Garbage
There are garbage dumpsters at the entrance to the event. Please keep all your garbage with you until you leave and place all garbage in the dumpster. There will not be trashcans placed through the event and in the event there is a trashcan near the main stage or bar, please do not place any of your garbage there.
Power
There is limited power available near the main stage in Center Camp where it is possible to top off your batteries etc., but you should plan to being fully self-sufficient with your own power grid and solar setup. We are fortunate to have some incredible power and solar sponsors of the event, so please reach out to them if you would like to create a modern and independent power grid for your camp and caravan.
Water
Water may be available on site behind the main stage in Center Camp, but there are no water hookups on site. The town of Hudson has generously allowed all attendees and sponsors to fill up their water at City Hall.
Sponsor & Vendor Activation Hours
While your camp can be open at any time, please let us (sam@thejournaloflosttime.com) know the times of your activations so that they can be placed on the schedule, promoted in the event promotional campaign, *and* we can schedule the Coverage Team (photographers and videographers) to be sure to cover your activation.
Programming typically runs between 8AM - 10PM.
Sponsor, Exhibitor, and Vendors & Activation Guidelines
As a sponsor and/or exhibitor, you will have a dedicated space in Center Camp for the entirety of the event.
Vendors will be placed near Center Camp in the Makers Market, unless otherwise discussed with The Lost Places Team.
Signage, Flags, etc.
While branded vehicles are accepted, please NO large signage or flags unless it is specific to your activation. Branded vehicles are fine. Our focus is on interactivity, participation, and community-building ; we are not an expo, but an introduction to the joy of gathering together in the Wind River region.
For example: Go Power! Has a wonderful ice cream social called “The Ice Cream Shoppe” with flags and signage specific to that activation. This is wonderful activity for participants at the event. Generic “Go Power!” flags unrelated to their activation would be heavily discourage.
The “Wind” in Wind River Range
Please ensure that any tents/canopy/signage are well tied down with adequate weights at all times. Wind River Country brings intermittent high winds and because of this, it is mandatory that you weigh down your products and tents.
Insurance Requirements
Sponsor must carry and maintain, at its own cost, the following insurance policies with insurance companies with an AM Best rating of no less than A- VII and: (i) Commercial General Liability insurance in an occurrence format for the Event and any donated Sponsor products or services in an amount of no less than $1,000,000 per occurrence and $2,000,000 in the aggregate, with no spectator or participant exclusions, covering liability arising out of premises operations, personal injury, advertising liability, products-completed injury and property damage covering “any auto” used in connection with this Agreement, value in kind or the Event whether owned, non-owned, scheduled, leased, hired or other; and (ii) Workers’ Compensation insurance as required by applicable law (the “Acts”) and Employers Liability insurance with a limit of no less than $500,000 each accident for bodily injury, $500,000 each employee for bodily injury by disease and $500,000 policy limit for disease.
Sponsor understands sole proprietors who are excluded under the Acts to carry workers’ compensation insurance. Sponsor’s insurance required under (i) and (ii) above will be primary and non-contributory to the insurance held by Granite & Light LLC and its affiliates. The coverage amounts set forth may be met by a combination of underlying and umbrella policies so long as in combination the limits equal or exceed the stated limits above.
Further, Commercial Automobile Liability insurance with a limit of insurance no less than $1,000,000 combined single limit each accident for bodily policies listed above shall provide insurance coverage on an occurrence rather than a claims made basis. Sponsor’s policies must include a waiver of subrogation. In the event any portion of Sponsor’s obligations hereunder is subcontracted (if permitted by this Agreement); Sponsor agrees to require the subcontractor similarly to provide the insurance listed above.
Requirements for your COI / Coverages
Commercial General Liability: $1M per occurrence, $2M in the aggregate
Workers’ Compensation: no less than $1M each accident
Commercial Automobile: no less than $1M liability
Sampling or Selling Product and/or Food & Beverage
You must follow all local, state, and federal laws for selling any products, services, food, and/or beverages at the event.
Lodging & Travel
If you do not want to camp on site during the event there numerous hotels and AirBNBs in the area, and we highly recommend staying at one of the amazing Harvest Host locations nearby.
Shipping & Receiving
The Lost Places team has very limited space to store sponsor/exhibitor product and equipment. If you need to ship anything prior to the event, please reach out to sam@thejournaloflosttime.com to discuss specific shipping procedures and restrictions. We recommend you bring as much of your gear/equipment with you as possible. We understand where this may not be feasible and are happy to work with you in special circumstances!
Sound
The Wind River Rally does not have official quiet hours, but the event organizers and staff reserve the right to tell someone to turn off their music at any time for any reason.
Music *will* stop at midnight on Friday night and at 2am on Saturday night (Sunday morning). There is an official “quiet” camping area if you’d like to be away from sound, and you can ask the event staff for directions to that area when you arrive.
As a rule we encourage people to treat each other with kindness and respect, and to talk to one another before talking to the event organizers. If you have a problem with neighbor (of a non-safety variety) and you have *not* talked with your neighbor first, you will be directed to have a conversation with them like a grown up.
Key Contacts
Before reaching out to a staff member, we would encourage you to join the event WhatsApp group especially for generic questions about the Wind River Region and other people attending the event.
Sam Zellmer
Program Director
+1 (954) 540-9281
Miranda Palmer
Volunteer Coordinator
+1 (307) 399-9608
miranda@thejournaloflosttime.com
Simone Arora
Marketing Director
simonearora@thejournaloflosttime.com
Josiah Roe
White Guy in White Hat
+1 (423) 313-6097