Event Summary

We set up two campsites; our guests stayed in each for one night. Camp David at Lindis Pass was fishing themed, and Camp Avalanche in the Mt Aspiring region was hunting themed. Both camps were assembled on high-country merino sheep stations.

Along with the glamping accommodation, Wildernest was responsible for the set-up of a large tipi in each campsite for dining and entertainment. We completed theme details for each camp, from the styling all the way through to catering, shared spaces and accommodation. Hot showers and flushing toilet facilities were custom built, installed and plumbed in using the nearby river at each campsite.

Our first group arrived on Thursday 2 November, spent one night in each camp and departed on Saturday 4 November. The second group arrived on Tuesday 7 November and departed Thursday 9 November.

We welcomed the first group at 4pm, following their first Jeep Rubicon test-drive in the nearby backcountry. Guests were treated to canapés and cool refreshments served up from nature’s own refrigerator – the river flowing next to the camp.

After check-in and settling into their tents, we invited the group outdoors for further pre-dinner canapés around campfires at the river's edge. Dinner, a gastronomic creation featuring fresh and locally sourced produce, was served shortly after in the dining tipi.

The next morning the campsite woke to fresh snowfall – a pleasant surprise as everyone emerged from their warm and toasty tents. While the snowfall caught us all by surprise, the delegates and staff took it’s challenges well.  We stoked the fire in the dining tipi and served coffee and a hot breakfast. At 8:30am our first group departed Camp David by helicopter for a day of Jeep-arranged activities organised by NewZeal. 

We received them again at 4pm in the afternoon at Camp Avalanche, the second location.

Reception was cool refreshments, a fast check-in, delicious canapés and a gorgeous dinner – all under the blanket of a clear southern sky.

We brought in the new day with hot showers, hot coffee and hot breakfast, then waved off our first group of guests as they were flown back to Wanaka by helicopter. We had a four-day gap between the two groups of delegates to reset each camp for the next activation.

How It Happened

An automotive event logistics firm in the US contacted Wildernest about a planned site inspection of the South Island, with a view to setting up a luxury glamping site for the launch of a new vehicle in New Zealand.

We met them at Auckland Airport and travelled with them to the South Island to scout locations. The client settled on two sites: Forest Range Station in Lindis Pass, which is accessible by 4WD only on a private farm road; and a location at Mt Aspiring Station, where a large river crossing created a slightly more challenging access.

The river depth varied depending on snowmelt and rainfall in the nearby ranges. Our daily practice was a study of the river to determine the safest crossing point to transport our equipment over, along with a Unimog and trailer from Grant. The Unimog was in its element! The rest of the gear was helicoptered in using lines and nets from Aspiring Helicopters.  

Local guide Paul Nicolson, from NewZeal, managed the landowner and council relationships, along with health and safety for the event. He scouted the 4WD boulder runs for the Jeeps, and wore a variety of ‘expertise hats’ during planning. His knowledge of the area and contact list was invaluable in creating such a localised event.

We created subtle brand touch-points throughout the entire schedule and campsite for Jeep. Our aim was brand visibility, without the usual clunky corporate branding. Claire at One Lovely Day worked closely with us to manage the brand styling detail. We peppered touch-points throughout the campsites, from reception, to the dinner tipi and into the sleeping tents. Guests also received high-quality, cleverly branded gifts: Icebreaker merino socks and woollen beanies with LED head-torches. Icebreaker source their merino wool from both farm stations so this created a lovely local touch.

Bathroom amenities were custom built and the flushing toilets operated on a 20L cassette that was regularly serviced. We brought in water pumps and 200m of water pipe to create plumbing lines from the local river to the bathroom and catering blocks. A hydroflow gas califont provided water heating. The piece de resistance was the shower stalls with a clear roof so that guests could enjoy the starry night as they rinsed off.

This event presented many logistical and environmental challenges. We navigated snow, tricky river crossings, big winds and high rainfall to pull this event off. Cows using our fences and shower facilities as scratching posts added some humour while reminding us gently of how Mother Nature is always in control.  

Both events were executed smoothly thanks to wonderful teamwork between our partners and suppliers.  Special thanks to Pete Simpson who spent the night solo battling the snowy elements at Mt Aspiring Campsite, he kept the site standing during heavy snowfall overnight, so we had a campsite to greet our guests the following day.  Our Wildernest bell tents withstood all the elements, as did the giant tipi from Gather & Gold. Open bonfires are safe in the Gather & Gold tipi, and they were a godsend in keeping everyone cosy over dinner and breakfast. The Wild Earth catering team delivered world-class cuisine using their personally designed wine barrel smokers – even when it was snowing!