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:
The undersigned 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/POLICIES
1.NO firearms, drugs, or alcoholic beverages from outside are permitted at the Festival site. Pre-approved firearms for historic re-enactment groups are exempt.
2. NO vehicles other than permitted carts are allowed on the grounds for any reason during the hours the Games are open to the public. No exceptions and this rule will be strictly enforced.
3. All entrants to the Festival site must possess proper wristbands or be required to purchase a ticket.
4. Participants may not play music in your booth or hawk outside of your booth.
The Terms & Conditions apply to all participants involved with your booth, and it is the Contact persons responsibility to inform them of this agreement. Vendor Spaces & Sites:Vendors are provided a space on the Fair Grounds determined by the size of space requested & paid for by the vendor. Vendors are responsible for their own canopy/ tent/shelter, display fixtures, shelves, storage, and labor. Since music will be playing on a nearby stage, we do not allow Food Vendors to play any music. It is in our best interest and yours to create an inviting and engaging experience for our guests, and that is our primary focus. We will do our best to provide the same space for repeat food vendors and accommodate change requests; however, we cannot guarantee a specific space. Please note that the Vendor Committee reserves the right to reject any food vendor based upon food 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.
Please note:
All food vendor booths must have signage clearly displaying prices for each product sold.
Sunday Clean Up: We have had problems in past years with food vendors who leave containers of used oil on the grounds. Cooking oil cannot be disposed of at the event. Oil must be transported out by vendor. Failure to comply may result in not being invited for our next festival.
Items to be sold:
SAHGA limits the amount of similar food vendors to allow everyone a more lucrative festival. We only choose food vendors who offer food items we are currently lacking from the returning Food Vendors food lists. We will be re-implementing an old rule that limits food vendors to only 5 food items. Single food items, such as meat pies, hamburgers, ice cream, etc., with different flavors count as one item. The vendor coordinator reserves the right to reject some food items if there is an over saturation of these item/s. This means that we may allow no more than two vendors selling a single food item, however, the vendor coordinator will work to provide a diverse offering of food items at the event. As in previous years, vendors may sell various drinks with the exception of sodas, water, and alcohol. Also, you may not sell Welsh Cakes as SAHGA sells these as part of our fundraising efforts. Picture requirements: You must include a minimum of 5 pictures of booth and food items.
Your list of food items must be specific. (food lists are pending approval, once set they may not be deviated from without new approval).
Electricity:
All standard power receptacles on the grounds are 120V. Food Vendors who pay for power will have access to these receptacles but will need their own extension cords. Generators may be used as long as they are whisper-quiet models
State Sales Tax:
All vendors are responsible for collecting and paying Texas State Sales Tax as applicable to their products. You may obtain more information or a tax permit at the State Comptroller’s web site: https://comptroller.texas.gov
Insurance:
Prior to March 1, 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 following names and address must be listed as an additional insured on your certificate. (Please use exact wording below)
San Antonio Highland Games Association,
Helotes Festival Association,
12210 Leslie Road, Helotes, TX 78023.
We recommend the following agency’s for event coverage.
https://www.fliprogram.com
Temporary Food Facility Permit:
The City of Helotes has an online application process where you can apply for, pay for, and receive the permit yourself. Please visit:
https://helotes-tx.gov/departments/development-services/permits-licenses/food-permit-temporary/ to submit your application NO LATER THAN March 1, Vendors selling any food products, pre-packaged or otherwise, will be required to obtain a temporary food facility permit for the weekend. Please make sure to choose Two Day Event, the permit fee is currently $64.30 (free for non-profit organizations) must be paid when the permit is applied. The festival address to use on the application is: Helotes Festival Grounds, 12210 Leslie Road, Helotes, TX 78023. Please send me a copy of the permit once you receive it so I have a copy for my records. You may email it to me at vendors@sahga.org. You must maintain a copy of your temporary food permit at your booth during the entire event. A food inspector from the City of Helotes will be making inspections, usually on Saturday.
ON-SITE CAMPING & RV’s: The Helotes Festival Association (HFA) allows participant 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 & Set Up: 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.
