Thank you for your interest in being a vendor at the 2025 Helotes Independence Celebration and Fireworks event!
Event Date: Thursday, July 3, 2025
Vendor Setup Time: 3:30 p.m. until 5:30 p.m.
Public Event Time: 6:00 p.m. until 11:00 p.m.
Attention vendors: Please note that the event map for the 2025 Helotes Independence Day Celebration is different from last year. Booth numbers have been updated and do not correspond to those from the previous year.
The following vendor types will be permitted at this event.
Retail/Arts & Crafts – Handmade art or craft items. Consultants who sell items on behalf of a parent company, such as Tupperware or Mary Kay.
Entertainment – These vendors provide interactive experiences for the public, such as magicians, face painters, balloon artists, carnival games, henna tattoos, hair braiding, and more.
Cottage Food – Food items made in a non-licensed facility, such as a personal home.
Food Court – Food Court vendors prepare and sell food on-site. Duplication is allowed so that multiple vendors may offer similar/items. Retail sales are not permitted in Food Court booths. All Food Court vendors must obtain a food permit from Helotes Development Services.
Food Truck – Food truck vendors prepare and sell food on-site. Duplicate menu items are all so that, so multiple vendors may offer the same types of food. Retail sales are not permitted in Food Court booths. A valid food truck permit from Helotes Development Services is required.
Non-Profit Vendors -Non-profit booths are intended for organizations that focus on promoting their mission or providing educational information about their services. Vendors whose primary purpose is the promotion or solicitation of products or services may not register under the non-profit category.
To qualify as a non-profit vendor, you must have a valid 501(c)(3) designation on file.
The following items are not permitted for sale by vendors at this event.
Approved vendors shall set up their booth between the hours of 3:30 p.m. and 5:30 p.m. on event day (July 3, 2025). No vendor will be permitted to set up after 5:30 p.m. Set up 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.
The event will end at 11:00 p.m., but vendors may begin breaking down their booths 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.
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.
This event will proceed rain or shine unless severe inclement weather is imminent (i.e., lightning, flooding, etc.). If severe weather occurs and the event organizers cancel the event, then all paid and approved vendors will receive a refund of their booth fee. Vendors are encouraged to follow the City of Helotes on social media (Instagram, Facebook, and the MyHelotes App) for timely updates.
By becoming a vendor at the 2025 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.
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 – $45 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 – $60 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 – $60 Booth Fee
Permanent closed-sided booths are approximately 12×12 structures with a roof and cement floor and are enclosed with a half wall on three sides. The front of the booth has a small serving area on top of the half ,wall so these booths are ideal for food vendors. The vendor will be responsible for bringing tables and chairs. Click here to see a sample photo.
Food Truck Space – $80 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 in a grass/gravel area.
Submission of the application should not be interpreted as approval to participate in the 2025 Helotes Independence Day Celebration event.
All booths will be preassigned by event staff on a first-come, first-served basis after your registration form and payment have been received.
If booth changes are required on the day of the event, vendors are expected to cooperate fully, follow instructions carefully, and comply with any adjustments. The Marketing and Events Coordinator has the authority to make necessary changes to ensure the success and safety of the event.
