WANT TO BE AN EXHIBITOR AND/OR SPONSOR AND/OR VENDOR?

Are you interested in exhibiting and/or sponsoring and/or vending @ The Caravan and The Lost Places van life and overlanding events? Send us an email here: josiah@thejournaloflosttime.com

ALREADY AN EXHIBITOR AND/OR SPONSOR?

Welcome to Weird Wild West, a celebration of vanlife, overlanding, and nomad living.

We are an event that is deeply rooted in participation and interactivity, both for sponsors *and* for attendees. no spectators.

We are not an expo, and it is a requirement that everyone participates.

Get creative. Express yourself. Form deeper connections with your customers and potential customers. Build community.

Here’s what you need to know.

TIMELINES & IMPORTANT DATES

• Load-in: April 18th, 10 AM

• Load-Out: April 22nd by 3 PM (early departure ok)

LOCATION INFORMATION

Weird Wild West is located through the town of Bisbee, Arizona, with Center Camp located in the main Convention Center Lot in the heart of downtown. Maps of the various camping lots can be found here.

As you arrive in the area you can follow the signs to the event.

SPONSOR, EXHIBITOR, AND VENDOR CAMPSITES & PLACEMENT

Event Sponsors will be given priority placement in Center Camp in the Convention Center, so please follow the guidance of the Event Staff to your location. If you do *not* want to be placed in the Convention Center Lot, please let salina@thejournaloflosttime.com know. 

AMENITIES -  PORTOS / GARBAGE / POWER / WATER

Please read the FAQ for information about bathrooms, garbage, and showers.

Power

There is power available everywhere to varying degrees, but you should remember to bring your own extension cords etc. Additional power stations are always a good idea.

Water

Water is available at specific locations at The Jonquil Motel, The Catholic Church, and the Convention Center Lot, but you must bring your own storage container.

SPONSOR & VENDOR ACTIVATION HOURS

While your camp can be open at any time, please let us (salina@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 the Convention Center for the entirety of the event. 

SIGNAGE, FLAGS, ETC.

While branded vehicles are acceptable, NO large signage or flags are permitted unless it is specific to your activation for for the duration of the activation.

The soul of The Caravan is on interactivity, participation, and community-building; we are not an expo.

Interactivity is better business than a branded easy-up.

SOUND

Weird Wild West does not have official quiet hours, but the City of Bisbee has a noise ordinance beginning at 10 pm. Loud music/sound should stop then.

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.

THE WEATHER

Historically typical weather for April in Bisbee is dry and cool, with daytime highs of 75 F and nighttime lows of 43. Bring sunscreen for the daytime and warm clothing for at night.

INSURANCE REQUIREMENTS

Sponsors 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 in your vehicle during the event, there are incredible hotel and Airbnb options throughout Bisbee, with space for your vehicles right along Main Street.

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 salina@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!

If you need to ship product, please list your name clearly and ship to:

Weird Wild West

c/o the Jonquil

317 Tombstone Canyon

Bisbee, AZ 85603

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 Bisbee area and other people attending the event. There is also an Instagram Group which you can request access to through the TJOLT Instagram Account.

Christine Coleman

Marketing Director

christine@thejournaloflosttime.com

Salina Bastos

Volunteer Coordinator

salina@thejournaloflosttime.com

Josiah Roe

White Guy in White Hat

+1 (423) 313-6097

josiah@thejournaloflosttime.com