Frequently Asked Questions

To be a vendor at the Helotes MarketPlace, each vendor must have a Texas Sales Use and Tax Form. For more information on obtaining that, please click here: https://comptroller.texas.gov/taxes/sales/forms/

All vendors must register in the vendor portal and then register for an open booth. Registration opens the first Monday after an event takes place at midnight.

https://www.helotesmarketplace.com/registration/

The Helotes MarketPlace does allow non-profits to participate in the Helotes MarketPlace. Each non-profit must upload a 501(c)3 form.

The Helotes MarketPlace only permits non-profits who are headquartered in The City of Helotes city limits to participate.

Non-profit vendors get a fee waived when registering. Non-profit vendors are not required to have a Texas Sales & Use Tax form.

All non-profit vendors must register on a month-by-month basis.

Yes! The Helotes MarketPlace offers a “wishlist”. A vendor can put booths they are interested in on their wishlist and when it is available it will notify you via email.

*Note – The wishlist is not the same as a waitlist. When a booth becomes available, it will notify everyone who has the booth on their wishlist. Keep in mind that the Helotes MarketPlace staff DOES NOT personally notify staff when a booth becomes available.

The Helotes MarketPlace is held rain or shine, heat or cold, every first Saturday of the month, 11 months per year. If a vendor decides not to attend the event due to weather, then the no refund policy will apply.

If severe inclement weather is expected, the City of Helotes will decide whether to postpone or cancel the event. If the event is canceled by the City of Helotes, vendors who have registered and paid before the event shall receive a full refund.

Vendors are encouraged to follow the City of Helotes on social media (Facebook and Twitter) to receive timely updates regarding inclement weather and its impact on the Helotes MarketPlace event.

During the fall/winter months of October, November, December, January, February, March, and April, MarketPlace opens to the public on Saturday at 10:00 a.m. and closes at 5:00 p.m. During the summer months of May, June, July, August, and September, MarketPlace opens to the public on Saturday at 9:00 a.m. and closes at 3:00 p.m. It is free for the public to attend.

The MarketPlace takes place in the Old Town Helotes Special District at the corner of Old Bandera Road and Riggs Road, extending up Old Bandera Road near John T. Floore Country Store. The physical address is 14391 Riggs Road, Helotes, TX 78023.

No, the Helotes MarketPlace only opens registration on a month by month basis.

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

Effective October 1st, 2022, booth spaces cost $55.00. 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 $58.00. All transactions are done online using a valid credit card. Payments in person, mail, or other means are not accepted.

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.

MarketPlace at Old Town Helotes Charges will appear as:

HE-GOVERNMENT PAYMENT TX

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

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.

If a vendor cancels their subscription through the Vendor Portal by the 25th of the month prior to the event, 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 25th day, 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.

The Helotes MarketPlace is a family-friendly event designed to offer unique goods to the public. The event is primarily an arts and crafts fair. Vendors wanting to promote a business are not permitted. The following types of merchandise and services are prohibited from sale or promotion by a vendor at the Helotes MarketPlace event:

• Alcohol (open or unopened)
• Animals (the private sale or distribution of animals – pets or livestock – is prohibited unless the transaction is being conducted by a registered nonprofit organization, such as the Helotes Humane Society)
• CBD oil and CBD oil products
• Businesses wanting to promote, advertise, or sell their products or services (such as insurance sales,
travel agents, home improvement or repair, pool or spa sales, etc.)
• Firearms
• Flea market or garage sale items (such as used clothing or goods)
• Offensive, obscene, or vulgar items
• Political campaigns or candidates
• Tobacco

Sharing booths is not permitted. The booth is only to be utilized by the vendor who is it registered under.

The Helotes MarketPlace is a very popular and sought-after event. It may take some vendors a while to obtain a booth.

Minors may never be left alone in a vendor booth at the Helotes MarketPlace. All children/minors must have an adult accompanying them at all times.

No, booths may not be utilized by a different vendor during ones absence.

Business solicitation is not allowed at the Helotes MarketPlace.

No, this would fall under business solicitation and this is not permitted at the Helotes MarketPlace.

The Texas Sales and Use Tax Form can be obtained from the Texas Comptroller. For more information, click here. 

Craft vendors sell handmade items, including jewelry, artwork, wreaths, etc. Retail vendors are usually independent consultants who sell items on behalf of a parent company, such as Tupperware, Mary Kay, or LuLaRoe.

The sale of Food Court, Cottage Food, or Farmer’s Market items within a Retail Booth is strictly prohibited.

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.

Yes, every vendor besides non-profits must have a valid Texas Sales and Tax Use Form. For more information, click here. 

Cottage Food & Farmer’s Market vendors are defined by the Texas Department of State Health Services. Typically, these vendors sell vegetables, baked goods, or other items that do not require on-site heat or refrigeration. The items must be produced, labeled, and restricted to items outlined by the State.

The MarketPlace allows vendors to purchase booths in the Cottage Food / Farmer’s Market area and serve certain food products to understand that these vendors follow Texas Department of State Health Services laws and regulations.

It is a vendor’s responsibility to make sure they qualify for this privilege. Please verify that your booth, processes, and product(s) comply with the law before purchasing booth space at MarketPlace. Vendors who fail to comply with these laws or regulations may be dismissed from the event.

For more information regarding Cottage Booths/Farmer’s Market Booths, please visit the Texas Department of State Health Services websites: Cottage Food and Farmer’s Market.

Retail sales are allowed within Cottage Food Booths and Farmer’s Market Booths. However, at least 85% of the items offered must be related to cottage foods or farmers market products. The booth should immediately convey the appearance and atmosphere of a Cottage Food Booth or Farmer’s Market Booth, making it clear to all visitors that its primary focus is on Cottage Foods or Farmer’s Market products.
For a visual example of how much is and is not permitted, please click the image here.

MarketPlace does not regulate duplicate Craft, Retail, Farmer’s Market, and Cottage Food Vendors. Vendors should use the MarketPlace website to determine what type of vendors will be located near their booth spaces.
When creating a vendor profile, it is important to list what business you are affiliated with, if applicable—for example, Lula Roe, Lipsense, Paparazzi Jewelry, Mary Kay, etc.

The City of Helotes does allow Cottage Food and Farmer’s Market vendors to provide samples as outlined by the Texas Department of State Health Services.

In general, vendors may serve samples of food if:
• Samples are served in a sanitary manner
• Served while wearing clean or disposable plastic gloves and observing proper handwashing techniques before preparing the samples
• Produce is washed in potable water to remove debris
• Potable water is available for use
• Potentially hazardous food is maintained correctly and disposed of within two (2) hours of preparing
• Utensils and surfaces are smooth, non-absorbent, and clean

For a complete list of applicable rules associated with providing samples, please visit the Texas Department of State Health Services websites for Cottage Food Production Operations and Farmer’s Markets.

Cottage Food and Farmers Market vendors offering pre-packaged samples are not required to obtain a Temporary Food Permit from the City of Helotes.

However, if you are a Cottage Food or Farmers Market vendor providing non-prepackaged samples, please contact Helotes Development Services, as you may need to obtain a Helotes Temporary Food Permit.

Food Court vendors sell food made and distributed on-site at the MarketPlace for consumption by the public.

The sale of retail items is strictly prohibited within Food Court Booths.

No Food Court vendor may sell the exact item as another established vendor. No Food Court vendor may sell items that are direct duplications of an Old Town Helotes business. All new Food Court Vendors should contact MarketPlace event staff via email at themarketplace@helotes-tx.gov to ensure their products comply with the vendor duplication notice. Any new food items must be approved before
adding to vendor menus and licenses.

Food trucks are permitted. Booths are 10X10 in size. If a food truck vendor needs more space, they must purchase multiple booth spaces side-by-side.

To apply for a Helotes Temporary Food Permit, please visit here.

For any questions regarding a Helotes Temporary Food Permit, please contact Helotes Development Services.

The MarketPlace does not authorize setup before the event day. Vendors with purchased booth space(s) may set up their booth(s) on the morning of the event from 6:00 a.m. to 9:00 a.m.

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

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

Vendors are not permitted to set up after 10 a.m. during the fall/winter. Vendors are not allowed to set up after 9 a.m. during the summer months.

During the fall/winter months, vendors may break down their booth space after the event ends at 5:00 p.m.

During the summer months, vendors may start breaking down their booth space after the event ends at 3:00 p.m.

During the Fall/Winter months, vendors must be packed up and off the road by 6:30 PM. During the Summer months, vendors must be packed up and off the road by 4:30 PM.

If a vendor fails to be packed up and off the road during the times required they will be issued a warning. If the vendor fails to do so twice, their booth will be automatically canceled.

Law enforcement on-site will determine when to remove the barricades and allow vendors to drive up to their booth space to load at the end of the event day.

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

At each event, staff will go around the market and take attendance. Vendors who fail to attend the event for three months throughout the year will be dismissed.

If a Vendor cannot attend an event, they must notify  themarketplace@helotes-tx.gov 48 hours before the event. Otherwise, they will be marked absent. Excused absences are NOT guaranteed.

A vendor can have no more than 3 absences total in a calendar year (January through December). Exceptions may be made by submitting a request 48 hours in advance to the MarketPlace staff. Exceptions for absences are NOT guaranteed.

Once a vendor reaches 3 absences, they will have their booth canceled and placed back on the Helotes MarketPlace Website. Vendors will be notified by email that their booth has been canceled.

The City of Helotes provides first aid services during the MarketPlace. Please locate the first aid booth for assistance if first aid is needed. Always call 911 for emergencies.

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.

Public parking areas are highlighted on the event map. There is no parking explicitly designated for vendors. All parking at the event is on a first-come basis and subject to availability.

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

During the Helotes MarketPlace, businesses are strictly prohibited from allowing vendors who are not registered with the Helotes MarketPlace to set up and operate on private property.

Per the Helotes, Texas – Code of Ordinances, Chapter 86 – Traffic & Vehicles, Article V. Parades, and Public Gatherings, Sec. 86-54, it is stated:

“The parade is not to be held if it conflicts with another proximate event, interferes with construction or maintenance work in the immediate vicinity, or unreasonably infringes upon the rights of abutting properties.”

Additionally, under Chapter 86 – Traffic & Vehicles, Article V. Parades & Public Gatherings, Sec. 86-51, a parade is defined as:

“Parade means any parade, event, demonstration, march, ceremony, show, exhibition, assemblage, extreme sporting event, pageant or procession of any kind, or any similar display in or upon any public street, public park, or other public place or public way in the city or gatherings of 25 or more people on private property in the city for any like or similar activity, either of which may reasonably require and necessitate special traffic control and/or rerouting, special police protection, and/or crowd control or other prior planning and which is organized for a common purpose, theme, or cause.”

Anyone hosting a vendor(s) is also required to obtain a special events permit from the City of Helotes, as mandated by Chapter 86 – Traffic & Vehicles, Article V. Parades & Public Gatherings, Sec. 86-52:

“No person shall engage in, participate in, aid, form or start any parade, unless a parade permit shall have been obtained from the city, with the approval of the chief of police, fire chief, mayor, and city administrator. Unauthorized parades are declared by the city to be a public nuisance and a threat to the health, safety, and welfare of the public. All unauthorized parades will be dispersed or abated by the municipal police department.”

Business owners are unequivocally forbidden from leasing, hosting, charging, or allowing vendors/participants to sell/solicit on private property during the Helotes MarketPlace or any other special event.

Special event staff and Helotes Police will enforce this ordinance by escorting unauthorized vendors/participants off the premises.

To view the Helotes, TX Code of Ordinances, click here. 

No, as of right now, there are no plans to modify or extend the Helotes MarketPlace event map. 

To view the Vendor Policies and Guidelines click here.