HOLD HARMLESS AGREEMENT: By checking this box, the Individual/Organization named in this form hereby agrees for itself, its successors, and assignees to indemnify and hold harmless the San Antonio Highland Games Association (SAHGA) and/or the Helotes Festival Association (HFA) from all claims, lawsuits or any other action for personal injuries, including death, and damages to property, real or personal, caused by your individual/organization, and/or acts or omissions of SAHGA and/or HFA, arising out of your individual/organization's involvement in the San Antonio Highland Games and Celtic Music Festival, and from all judgments and costs incurred in relation to said claims and lawsuits, and from all expenses incurred in defending said claims or lawsuits. The individual/clan/ society/organization named herein hereby releases SAHGA and/or HFA, all Sponsors and Officials, including their agents and employees, from liability, from any claim it might otherwise have for participating in the San Antonio Highland Games and Celtic Music Festival, including, but not limited to, any claim for personal injury or physical impairment or other claim of any type, arising out of participation or involvement in this event. The individual/organization named herein also agrees to indemnify and hold harmless those released above from any such claims, damages, losses, and expenses, including attorney's fees and all court costs.
PUBLICITY RELEASE: Completion of this application, hereby gives consent to the San Antonio Highland Games Association and assignees to take photographs, make audio and/or video recordings of myself and/or my organization at the San Antonio Highland Games and Celtic Music Festival and to use such photographs and/or videos for such promotion, publicity and other lawful purposes as the San Antonio Highland Games Association deems appropriate. I/we further waive any rights or claims as to content approval or damages that I/we may have for those reproductions.
SAFETY AND SITE RULES:
1. NO firearms, drugs, or alcoholic beverages from outside are permitted at the Festival site.
2. NO vehicles, other than permitted carts, are allowed on the grounds for any reason during open to the public hours. No exceptions, this rule will be strictly enforced.
3. All entrants to the Festival site must possess proper wristband or will be required to purchase a ticket.
4. Participants may not play music in your booth or hawk outside of your booth. This condition applies to all participants involved with your booth.
5. Tent spaces provided at the Helotes Fair Grounds are determined by the space requested on your application. Vendors are responsible for their set-up, Including; canopy/tent/shelter, display fixtures, shelves, storage, and staff.
6. Booth Spaces must remain staffed during operational hours.
7. Please note that the Vendor Committee reserves the right to reject any vendor based upon merchandise selection, festival reputation, or customer feedback.
2025 DATES & TIMES:
Friday, APRIL 4th: 8AM–6PM Load in and set-up.
Saturday, APRIL 5th: 7AM–8AM unload and set-up, 8AM All vehicles off grounds, 9AM–7PM OPEN FOR BUSINESS.
Sunday, APRIL 6th: 8AM–10PM Restock, 10AM All vehicles off grounds, 11AM–6PM OPEN FOR BUSINESS, 6PM-10PM Strike tents and load out.
SATURDAY & SUNDAY: ALL VEHICLES MUST BE OFF THE FESTIVAL GROUNDS BY ONE HOUR BEFORE OPENING TIME! AT CLOSING TIME NO VEHICLE MAY ENTER THE GROUNDS UNTIL ALL PATRONS ARE OFF SITE.
ITEMS TO BE SOLD: We will not be implementing a specific limit on the number of vendors selling a particular item; however, the Vendor Committee reserves the right to reject a vendor if there is an oversaturation of item/s already approved for the event.
ELECTRICITY: All standard power receptacles on the grounds are 120V. Vendors who pay for power will have access to these receptacles but will need to provide their own extension cords.
VENDOR LOCATION: We will do our best to provide the same space for repeat vendors or accommodate change requests; however, we cannot guarantee a specific space. It is in our best interest and yours to create an inviting and engaging experience for our guests, and that is our primary focus.
TEXAS STATE SALES TAX: All vendors are responsible for collecting and paying Texas State Sales Tax as applicable to their product. You may obtain more information or a tax permit at the State Comptroller’s website: https://comptroller.texas.gov
INSURANCE: Prior to March 1st, all vendors at our Games must provide the San Antonio Highland Games Association with a copy of their Certificate of Liability in the amount of $1,000,000. The San Antonio Highland Games Association and Helotes Festival Association MUST be listed as an additional insured using this wording.
San Antonio Highland Games Association, Helotes Festival Association 12210 Leslie Road, Helotes, TX 78023. We recommend ACT Insurance. If you use this link all of the San Antione Highland Games information will be automatically be entered. https://app.actinsurance.com/events/4218
ON-SITE CAMPING & RV’s: The Helotes Festival Association (HFA) allows camping and RVs at the back lot across from the arena. There are limited water and electric hook-ups available for $25. The grounds are secured each night so access is restricted after 10PM. Please contact the Vendor Coordinator for more info vendors@sahga.org
CHECK-IN: There will be a check-in booth at the service gate leading into the Festival grounds. One of our volunteers will be there Friday 8AM-6PM to check-in vendors and assist you in locating your booth sites. You will receive more check-in details via email a week before the games.
