Vendor Information

Helotes MarketPlace Vendor Information

Review the following tabs for important information for vendors at the Helotes MarketPlace.

Booth Size & Fees

Booth spaces at the Helotes MarketPlace event are 10 ft. by 10 ft. in size.

 

The cost per booth space is $42.60. All transactions through the Helotes MarketPlace website are subject to a $3.00 credit card convenience fee. Therefore, the total cost for one booth would be $45.60. All transactions are done online using a valid credit card. Payments in person, by mail, or other means are not accepted.

 

Re-selling of a booth space by one vendor to another without prior approval from the City of Helotes is prohibited.

 

The Helotes MarketPlace only provides the booth space. Vendors are responsible for bringing and setting up canopies, tents, tables, chairs, etc. Booths, canopies, and tents must be weighted down and secure. Staff is not responsible for setting up or breaking down booth spaces for a vendor.

Setup Time & Procedures

Setup is not authorized by the Helotes MarketPlace before the event day. Vendors with purchased booth space may setup on the morning of the event from 6:00 a.m. to 9:00 a.m.

 

During setup, vendors may drive their vehicle up to their booth space to unload, as space permits. Drive up access may not always be available. Officers and staff on-site may stop drive up access at any time due to safety. Vendors should consider the proximity to parking areas when selecting a booth space online. All vehicles must be moved outside of the booth area by 9:00 a.m.

 

Note: Any vendor driving around barricades or moving barricades may be asked to leave the event without a refund or may receive other penalties as determined by on-site law enforcement.

 

Vendors are not permitted to setup after 10:00 a.m.

Break Down Times & Procedures

Vendors may begin breaking down their booth space after the event ends at 5:00 p.m. Officers on-site will determine when to remove the barricades for vehicle traffic.

 

Note: Any vendor driving around barricades or moving barricades may be prohibited from returning to the event or may receive other penalties as determined by on-site law enforcement.

Refund Policy

If a vendor cancels their subscription through the Vendor Portal during the current registration period, then they will be eligible for a refund. To receive the refund, the vendor must email themarketplace@helotes-tx.gov to request the refund.

 

If  a vendor cancels their subscription after the current registration period has ended, then no refund will be given. When a vendor purchases a booth space through the Vendor Portal on this event website, the vendor is doing so with the understanding and agreement that no refund, rain check, or credit will be given if the vendor does not cancel through the Vendor Portal as explained above.

 

It is the sole responsibility of the vendor to select their Helotes MarketPlace subscription type – one-time or recurring – when registering through the Vendor Portal on this website. It is understood, by selecting a Recurring Subscription, the vendor’s payment method on file will automatically be charged each month until the vendor cancels the recurring subscription through the Vendor Portal on this event website. The vendor may cancel any time but is only eligible for a refund if the cancelation is done before the end of the current registration period.

 

The event takes place rain or shine, heat or cold. See the Weather Policy for additional details regarding inclement weather.

Electricity

The Helotes MarketPlace offers access to electricity for vendors as a courtesy but access is not guaranteed. Electricity availability may be limited in some areas and is first come, first served. Vendors must bring their own extension cords if electricity is needed.

Sales Tax

The Sales and Use Tax Rate in Helotes is 8.00%. 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.

 

The State of Texas may require a Sales and Use Tax Permit for some vendors. For more information, visit the State Comptroller website.

Insurance

All participating Helotes MarketPlace vendors shall maintain automobile liability insurance coverage in at least the minimum amounts required by State Law for all vendor vehicles and trailers used in the Helotes MarketPlace activities. The City of Helotes may require proof at any time.

First Aid & Security

The City of Helots provides first aid services during the public Helotes MarketPlace event (from 10:00 a.m. to 5:00 p.m. on event day). If first aid is needed, please locate the first aid booth (next to the City Booth) for assistance. Always call 911 during an emergency. 

Trash

Trash generated by any vendor must be properly discarded by the vendor before they leave the event site. Trash receptacles are provided throughout the event. It is recommended that vendors bring extra trash bags to ensure compliance. Vendors found not disposing of trash, could be subject to the cancellation of their booth space.

Lost & Found

The lost and found is located at the City Booth. Vendors may also contact the City’s special events team to inquire about lost items by email at themarketplace@helotes-tx.gov.

Restrooms

Public restrooms are located near the City Booth and port-o-potties are located near John T. Floore Country Store. Please see the event map for reference.

Demonstrations

Vendors are permitted to conduct demonstrations within their purchased booth space. A demonstration usually involves the vendor creating their items on-site for visitors to witness. For example, an artist may decide to paint artwork on-site for the education and enjoyment of the public. All demonstrations must directly relate to the products sold by the vendor, align with the family-friendly theme of the Helotes MarketPlace, and noise must maintain a respectful level for nearby vendors.