Independence Day 2021 Vendor Information

Independence Day Celebration HeaderThank you for your interest in being a vendor at the 2021 Helotes Independence Celebration and Fireworks event! Click here to see the event flyer.

Event Date: Saturday, July 3, 2021

Vendor Setup Time: 3:30 p.m. until 5:30 p.m.

Public Event Time: 6:00 p.m. until midnight

Vendor Registration Deadline: Sunday, June 27 at midnight

Types of Vendors

The following vendor types will be permitted at this event.

Arts & Crafts – Handmade art or craft items.

Retail – Consultants who sell items on behalf of a parent company, such as Tupperware or Mary Kay.

Nonprofit – Organizations that promote the mission of their group or provide education.

Cottage Food – Food items made in a non-licensed facility, such as a personal home.

Food (tent vendor) – Food vendors are required to have a valid Temporary Food License issued by the City of Helotes.

Food Truck – Food Truck vendors are required to have a valid Temporary Food License issued by the City of Helotes.

The following items are not permitted for sell by vendors at this event.

–  Alcohol (opened or unopened)

–  Animals

–  CBD and CBD products

–  Tobacco

–  Firearms, knives, or other weapons

–  Flea market or garage sale items

–  Offensive, obscene, or vulgar items

–  Political campaigns or candidates

–  Businesses wanting to promote, advertise, or sale their products or services (such as insurance, medical, home improvement repair, etc.)

Setup Instructions

Approved vendors shall setup their booth between the hours of 3:30 p.m. and 5:30 p.m. on event day (July 3, 2021). No vendor will be permitted to setup after 5:30 p.m. Setup is not authorized before the event day.

Vendor booth spaces will be marked with the assigned booth number.

Vendors may drive up to their booth space to unload during setup time. All vehicles shall be moved out of the event area by 5:30 p.m.

Break Down Instructions

The event will end at midnight but vendors may begin breaking down their booth after 10:00 p.m., if desired. No vehicles will be permitted in the event area until all attendees have exited. Any vendor wanting to break down before the event officially ends will need to carry their belongings to their vehicle.

On-site security will determine when it is safe to open the event to vehicles so vendors may drive up to their booth space to load.

Vendor Parking

Complimentary vendor parking will be available as space permits. Review the Event Map to locate the vendor parking area.

Overflow vendor parking will be in the general admission parking area as indicated on the Event Map.

Vendor Requirements

Electricity – Electricity will be available for all vendors at not extra charge. All vendors shall bring their own extension cords to ensure access to the nearest outlet. No extension cords will be available on-site.

Trash – All trash generated by the vendor must be properly discarded before the vendor leaves the event site. Trash receptacles are provided for your convenience throughout the event.

Vendor Insurance – All participating vendors shall maintain automobile liability insurance coverage in at least the minimum amounts required by state law for all vendor vehicles and trailers.

State of Texas Sales and Use Tax Permit – The Sales and Tax Rate in Helotes i s8.00%. A Sales and Use Tax number is not required to be a vendor, however, it shall be the sole responsibility of the vendor to correctly collect and report all sales tax information to the State Comptroller.

Security – The City of Helotes or Helotes Festival Association will not be held responsible for lost, missing, stolen, or damaged items and is not responsible for damage or injuries to merchandise or vendors. For concerns regarding safety or security on event day, contact on-site law enforcement.

First Aid – Review the Event Map to located the First Aid location on-site. In the event of an emergency, always call 911.

Weather Policy

This event will proceed rain or shine unless severe inclement weather was eminent (i.e., lighting, flooding, etc.).

If severe weather occurs and the event organizers cancel the event, then all paid and approved vendors would receive a refund of their booth fee. Vendors are encouraged to follow the City of Helotes on social media (Twitter, Facebook, and Nextdoor) for timely updates.

Code of Conduct Policy

By becoming a vendor at the 2021 Helotes Independence Celebration event, the vendor agrees to the following Code of Conduct:

It is expected that vendors will behave in a professional manner that fosters a sense of community cooperation.  As such, violence or threats against other vendors, staff, or customers will not be tolerated. Offensive language and other rude behavior will not be tolerated. All vendors shall maintain a respectful noise level for neighboring vendors at the event.

Vendors must comply with all instructions and directions given by event staff during the event. Noncompliance with staff on-site will not be tolerated.

Vendors who do not follow this Code of Conduct will be dismissed from the event and the No Refund Policy will apply.

Types of Available Booth Spaces

There are four different types of booth spaces available at this event. Review the following details to determine which booth space will meet your needs. Reminder: Electricity is available, but all vendors must bring their own extension cords. No cords will be provided on-site.

Booth Fee Notice – There will be an additional $3 processing fee charged for all online transactions.

Tent Booth Space – $40 Booth Fee

Tent booths are approximately 12×12 in size. They are uncovered areas located on grass or gravel. The vendor will be responsible for bringing all tents, tables, chairs, etc. Click here to see a sample photo.

Permanent Open-Sided Space – $55 Booth Fee

Permanent open-sided booths are approximately 12×12 structures with a roof, cement floor, and open on all sides. The vendor will be responsible for bringing tables and chairs. Click here to see a sample photo.

Permanent Closed-Sided Space – $55 Booth Fee

Permanent closed-sided booths are approximately 12×12 structures with a roof, cement floor, and is enclosed with a half wall on three sides. The front of the booth as a small serving area on top of the half wall so these booths are ideal for food vendors. The vendor will be responsible for bring tables and chairs. Click here to see a sample photo.

Food Truck Space – $75 Booth Fee

Food truck spaces are approximately 20×20 in size. Your truck must fit within these dimensions, larger trucks are not permitted. The space will be located on a level grass/gravel area.

 

Event Map / Booth Layout

After you have been approved to participate and pay your booth fee, the Event Map will be emailed to you. At that time, you’ll have access to the layout of the event, including the location of booths and their corresponding numbers. Note: All booths will be preassigned by event staff.