Shambhala 2017 – Theme Camp Guidelines, Terms & Conditions
In order to ensure a positive experience for all guests and maintain our new theme camp zones, we have created the following guidelines, terms, and conditions for our theme camp operators. By applying for a position within our theme camp area, you agree to comply to the following conditions regulating our theme camps. If your theme camp is found not complying with the following requirements, your theme camp may be removed from the theme camp area. Extreme cases may result in camp operators being removed from the festival grounds.
Requirements & Restrictions
Our theme camp zones are reserved spaces for ticket holders who wish to set up a communal space the entire Shambhala community can enjoy and are governed by our Ticket Holder agreement. As such, we want to remind camp operators about the following items which may affect your camp:
Ticket Holder Agreement Reminders
Release of Liability
We remind ticket holders that Shambhala Music Festival and the Salmo River Ranch are not liable for guests who injure themselves on the festival grounds, or within your camp area. It is your responsibility to ensure that any installations within your theme camp do not pose a safety risk to yourself, or others. In the event a Shambhala staff member notices a safety hazard, or deems any installations within your camp unsafe, you will be responsible to secure, or remove, the installation immediately.
Ticket holders are required to review the Banned Items FAQ on the Shambhala website prior to applying. Any theme camp operator attempting to bring Banned Items to the festival will have any banned items confiscated.
Please keep loud music within our stage areas. We ask that all ticket holders limit the volume of any music played within their camp zone. Generators, sound equipment, and “Renegade stages” are not permitted within the theme camp area.
Please ensure that any prefabricated theme camp shelters or structures can be constructed without the requirement of any banned items. Keep in mind that many tools (axes, hatchets, hammers, saws) are considered banned items. Shambhala is unable to lend equipment or tools to our guests and ticket holders.
Our theme camp area is in the direct proximity of buried electrical lines and other infrastructure. For this reason, it is EXTREMELY important that camp operators obey the ticket holder agreement and do not dig any holes, or use tent pegs longer than 12 inches in length. If your theme camp specifically requires larger pegs for guide wires, please indicate this on your initial application so we can accommodate you. Last minute requirements on-site will not be facilitated.
Any unauthorized commercial vending on the festival grounds is strictly prohibited. This includes theme camp zones. Anyone found to be selling anything without written authorization from the festival will be ejected from the festival grounds.
Additional Requirements for Theme Camp Operators
Advertising and Signage
Camp operators are encouraged to create a sign for their camping zone allowing guests to find and interact with your theme camp. However, any signage deemed by Shambhala staff to constitute advertising of a commercial product or service must be removed, or fully covered up, by the theme camp operator immediately. Signage is only permitted within your designated zone.
Access / Early Entry
Theme camp operators will not be permitted entry to the festival grounds until Wednesday, August 3 at 8am. Theme camp operators are not permitted to bypass any traffic lanes or holding lots and must abide by all the normal ticket holder requirements. Upon application approval, the theme camp lead contact will receive one complimentary early entry fee to allow for entry on Wednesday or Thursday to set up the camp.
Vehicles & Parking
Upon applying for a theme camp spot, you will be required to submit a sketch of your camping area outlining positioning of common areas, personal tents, and required vehicles. No parking is provided for additional camp vehicles within or around the camping area. We encourage our ticket holders and camp operators to park extra vehicles within the festival’s Free Parking lot.
Significant Changes to Layout
Any significant changes to the initially submitted camp layout must be confirmed and authorized by your theme camp liaison by no later than July 15th. Theme camp operators whose camps differ significantly from approved designs may be asked to vacate the theme camp area. Significant changes include, but are not limited to:
- Approval was given based on the presence of a specific art or community installation, but the installation is not present.
- Having more vehicles in the camp area than what was approved.
- Changes to overall camp size or footprint.
- Reduction in communal space due to presence of more personal tents or campsites.
- Banned Items or Materials
Cancellations / Transfers
In the event you are unable to participate in our theme camp program, we ask that you immediately contact your Shambhala liaison to inform them of your cancellation so they can find an adequate replacement. Changes to theme camp ideas or points of contact must be approved by email or writing by your Shambhala liaison. Operators are not permitted to sublet or contract their theme camp area without first receiving written authorization from your Shambhala liaison.
Theme Camp Oversight
You are responsible for ensuring appropriate oversight and supervision of your camp area during the entirety of the festival. Members of our staff will occasionally visit our theme camp area to ensure the camp area has a level of supervision appropriate for the activities contained within the theme camp.
Tear-down and Clean-up
All theme camps must close to the public no later than noon on Monday, August 14, 2017. Theme camp operators are required to remove all camp items and must “leave no trace”.
Camp operators are encouraged to collect experiences, stories, and photos for inclusion and sharing on our social channels. A Shambhala press representative may visit your campsite periodically throughout the festival to conduct interviews. Shambhassadors will be available during load-in and at BASScamp throughout the festival to assist theme camp operators who have questions or require additional information.
Modification of Space
As roadways may interfere with your desired theme camp layout, your camp may need to be adjusted upon arrival to accommodate roads or pedestrian pathways on the festival grounds. Our traffic control teams will assist you upon arrival if your camp will need to be reconfigured to meet the requirements of the area.
Application Screening & Adjudication
When reviewing applications, our adjudication team will select theme camps based on the following criteria:
- Uniqueness of idea
- Visual appeal
- Potential for social interactivity
- Proposed layout and use of space, number of vehicles, and number of personal tents / trailers.
- Safety and logistics
- Overall value to guests
June 10 – Theme Camp applications close
June 27 – Notice delivered to successful theme camp applicants
July 1 – Notice delivered to unsuccessful theme camp applicants
July 19 – Welcome package and entry instructions delivered by email to approved theme camp operators.
Questions? Email firstname.lastname@example.org.