Sponsor location placement will be "FIRST COME, FIRST PICK," meaning that based on the date you filled out your sponsor form, you will be able to choose your spot on the floor plan. We will be reaching out to you via email to choose your spot and discuss your custom activation.

Rentals will be up on Thursday, June 19, but the weather can be unpredictable. We suggest that all actual table set-up of your station will need to occur on SATURDAY MORNING before the event unless we have otherwise discussed different arrangements such as sponsors bringing their own bars for setup. We have access to the Dunbar Ranch starting THURSDAY AFTERNOON, so drop offs and site visits can start as early as Thursday. No food or opened drink containers may be left out by your space prior to Saturday due to the presence of bears that get hungry!

You will need an ACCESS CODE to enter the property. This will be sent out via email on Thursday, June 19th. Please do not come to the property without the code because there is no cell service at the gate, and you will be unable to reach anyone.

If you are a trailer sponsor, we will discuss different arrangements for driving in and dropping off your trailer/vehicle in advance of Friday.

PLEASE NOTE: All sponsors are required to show up for setup and check in with us no later than 9AM on Saturday, June 21st, and ALL set-up should be completed and your space “event ready” by 11AM.

Yes, there will be access from the main highway into the property to drop off large rentals and objects. We will provide an access map closer to the event date via email. Please note that you will need an ACCESS CODE to enter the property. This will be sent out via email on Thursday, June 19th. Please do not come to the property without the code because there is no phone service at the gate and you will be unable to reach anyone.

We are providing a 6ft table (unless you forgo it on the form), ice, plastic cups (for cocktails) and wine glasses (for wine tables). Anything else you require, YOU will need to bring in. If you need more tables, that must be requested on the form for an additional fee. We will not have extra tables on site should you decide you require more day-of the event. If there is any potential need for additional tables, it must be requested prior to the event. Your setup must be completely self-sufficient and independent of us. Should you need additional help or services that you did not indicate on the form, please let us know at oana@evokeexperiences.com, and we will do our best to get you organized beforehand!

Since we are a private event (not selling tickets or selling alcohol at the event) and are featuring our event’s nonprofit partner, CORE, we are not required to apply for a public event liquor license. Therefore, you are able to donate your alcohol beverage products to the event and do not have to purchase through a distributor. If you need the 501c3 form to show your distribution company, please email us and we will provide it for you. You are able to direct ship your product or drop it off in person. Be mindful of weather when shipping wine. Upon arrival to the Dunbar Ranch, there is no guarantee that it will be immediately placed inside of a room. It may sit in the sun for a while, especially if it arrives prior to us checking into the venue.

There is limited power inside the White Barn that can be used by the kitchen. If you arrive early enough and need some use of power for setup, you can plug in there for a brief time. Power will be run to all 20x20 and trailer sponsor setups. If you need power at your 10x10 space or under the tent, we will need to know in advance and there will be an extra fee for that. Otherwise, there is no access to power in the field. There is NO REFRIGERATION for products to be stored at the property in advance, but ice is provided the day of and should be sufficient to get everything cooled down before the event. Refrigeration can be rented from our caterer in advance if needed (you will need to coordinate with them separately - contact information can be found towards the bottom of this page).

While there is no one specific designate prep area, you are welcome to use the grounds of the event for building/assembling your items or batching your cocktails outside of your immediate sponsorship space. We ask that you be mindful of other sponsors and not encroach in their space; however, that field is large enough to spread out as you are setting up. Please be sure to have everything cleaned up and removed from any space other than your own before the event starts.

This event is FULLY outdoors, so plan accordingly for your setup (umbrellas, coolers, misters, tenting, etc.). We will have two areas that are tented off for anyone who chose the tent sponsorship as well as the VIP tent. If it rains, people may run in there for that bit of time. If you are not in a tented area, we highly recommend getting umbrellas to shade from sun or renting a tent (10x10 or 20x20). 1. If you need branded umbrellas (or branded swag of any kind) made, we can help (www.evokepromo.com)! 2. If you would like some low-cost, unbranded tent or umbrella options, we have sourced some on Amazon. Let us know if you would like the links to our suggested items.

NO - ALL BREAKDOWN MUST BE COMPLETED SATURDAY AFTER THE EVENT. Large items you need to truck out can be picked up on Sunday, but all product, trash, leftover swag, etc. must be picked up and fully cleaned out Saturday after the event. We will have large dumpster to dispose of anything you don't want to ship back or take home with you.

WE ARE NOT RESPONSIBLE FOR STORING OR SHIPPING BACK ANYTHING FOR YOU, which includes repackaging boxes and setting up shipping labels for you. We will provide a ship back optionwith more details closer to the event, but the responsibility will be yours to ensure you keep your boxes and adhere shipping labels post event.

Any product you do not need or want to take back will be donated to catering staff or the Dunbar property.

Everything you bring in must be cleared off the field before you leave Saturday to make room for the rental company to breakdown large rentals.

YES - please ship your items to the address below and make sure it is addressed exactly like listed below.

MAKE SURE that most importantly the WHITE BARN is on the address label. If that gets missed, your package may be misplaced.

Shipping Labels Attn: YOUR NAME/YOUR COMPANY
White Barn at Dunbar Ranch
47200 CO-82
Aspen, CO 81611
Box ___ of ____

For product drop off, make sure your distributors or whoever is dropping off product clearly labels the boxes, so it is easy for you to find your boxes when you come for setup.

DO NOT SHIP/DROP OFF ANYTHING FOR ARRIVAL BEFORE WEDNESDAY, JUNE 18TH! We understand the timing isn't always perfect, so if packages do arrive early, they will be stored for us, but there is no guarantee to their safety as there will be other guests staying at the property that week. As long as your shipping labels are correct, it should be fine, but still giving a precautionary heads up that Dunbar Ranch will not be held liable for lost or damaged packages. Under NO circumstance should you schedule any in person drop offs before Thursday as they will be rejected.

VERY IMPORTANT NOTE: DO NOT SHIP ANYTHING WITH USPS. USPS does not deliver to that property (or most places in Aspen). Only use FedEx or UPS to ship. We learned the hard way last year that Amazon refuses to let you choose your shipping service, so if you purchase from Amazon, have a backup shipping option to somewhere you can guarantee pick up in case anything is returned.

You may be able to ship directly to the Aspen Post Office, but please double check and make appropriate arrangements with them.

Yes, but there is very limited parking on property. Each sponsor can have ONE vehicle left on property. More vehicles can come to help with drop off and setup, but only ONE can be left during the event itself. Everyone else must leave and ride back to the event on an early shuttle that we will have available starting at 11AM. There is no parking available for anyone else. All attendees will come by shuttle, and anyone on your team who is not there for setup and to work the event must also come by shuttle (unless they carpool there with you).

This will depend on whether you are serving cocktails, straight pours, beer or wine. Plan to have enough to serve 1000 people. More information on exact quantity suggestions will be provided during the scheduled webinars.

Yes! We are in a different part of the ranch that will create a totally unique experience this year. However, that means that all your boxes that are delivered to the White Barn (same spot as last year) will be a bit further away for setup. The distance is walkable but not easily with lots of boxes. We will have some dollies onsite, a couple of golf carts, and you are welcome to drive your cars with boxes from the Barn to the event space. Please plan for extra time to sort through your boxes and take them to the event field as it will not be quite as simple as in the previous two years. A ground map will be provided to you via email and shown on the webinars.

THERE IS NO CELL SERVICE AT THE RANCH!! This means that as you arrive, you need to have the gate access code handy (provided in email on Thursday, June 19th). If you do not have it, please text one of us to get it BEFORE you start driving to The Dunbar. Once onsite, we will have Starlink available for you to log into and have WiFi for calls and texts. It is very important that you coordinate all logistics with your team in advance of setup and share the access code and ground map with your vendors or staff in advance. IMPORTANT: The WiFi you will be given as a sponsor is NOT for sharing with attendees. If you share your WiFi during the event with attendees, it will overload ours, and all WiFi becomes unusable. There will be different WiFi networks available to attendees as long as we have a sponsor!

A COI with the Dunbar Ranch liability coverage requirements are only needed if your sponsorship falls under one of the below categories: - If your activation is larger and requires a more intense setup (i.e. trucking in larger components and building onsite). - If you are bringing a trailer and driving it on the property and field. - If you are renting a forklift or other machinery to assist with your setup. If you are renting equipment through a rental company or a third party activation company that is handling the heavy lifting, they are required, as a3rd party vendor, to provide liability insurance with a valid COI. If you are unsure if you need it, just ask us! If you do need it and we have not yet discussed it, please reach out to receive the COI requirements in writing.