Vendor Information

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

Effective October 1, 2025, booth spaces cost $64.50. 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 $67.50. All transactions are done online using a valid credit card. Payments in person, by mail, or by other means are not accepted.

MarketPlace at Old Town Helotes Charges will appear as:
HE-GOVERNMENT PAYMENT TX

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.

Vendors are responsible for providing all necessary booth equipment, including tables, chairs, tents, and extension cords. Setup is permitted only on the morning of the event, from 6:00 a.m. to 9:00 a.m. New vendors are encouraged to arrive by 6:00 a.m. to locate their booth, ask questions, and become familiar with the event area.

Vendors who wish to arrive at 6:00 a.m. to set up and then leave may do so at their own discretion. Any items left unattended are the sole responsibility of the vendor, and MarketPlace staff will not monitor or assume liability for such items.

During setup, vendors may drive vehicles up to their booth to unload, as space permits. Access may be restricted at any time by on-site police officers or staff for safety and accessibility. Vendors should consider booth location and proximity to parking when selecting their space online. All vendor vehicles must be removed from booth areas by 9:00 a.m. Vendors arriving after 9:00 a.m. will not be permitted to set up, and the day will be classified as an absence under the Attendance policy. Vendors should fully unload before beginning setup to allow for efficient use of the space. Helotes MarketPlace staff are not available to assist with booth setup; vendors are responsible for bringing and setting up all required equipment.

Vendors may begin selling only after the Market officially opens at 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.

If a vendor arrives at the MarketPlace and finds a vehicle parked in their assigned booth space—often due to vehicles left overnight from Friday events—City of Helotes staff will make every effort to locate the owner and have the vehicle removed promptly. If the owner cannot be found and the vehicle cannot be moved, the vendor may choose to be relocated to another available booth for the day, if space permits, or opt to leave the event. Vendors who choose to leave will receive a full refund. If the vendor decides to remain and sell in a different booth, they will not be eligible for a refund.

Vendors must begin breaking down their booth space promptly at 3:00 p.m., immediately following the official conclusion of the event. All sales must end at this time. Continuing to sell after the event has ended may result in suspension from future MarketPlace events.

Vendors, especially those located along the public roadway, are expected to begin packing up immediately. Delaying or remaining idle during breakdown can impact the safety and efficiency of event closing procedures for all participants.

During booth breakdown, vendors should not bring their vehicles into their booth area until they are fully packed and ready to load. This helps ensure a quicker exit and prevents vehicles from blocking access for other vendors. Helotes MarketPlace staff are not available to assist with individual booth breakdown. Vendors are responsible for bringing all necessary equipment to pack up their own space.

Vendors must be packed up and off the road by 4:30 p.m. If vendors are not cleared from the road by this time, event staff and law enforcement may move items to the sidewalk to reopen the roadway. The City is not responsible for any damages; vendors are solely responsible for clearing their space. Staff will avoid establishing a pattern of assisting with vendor breakdown.

If a vendor does not complete packing and clear the road within the allotted 1.5 hours, Helotes MarketPlace staff may take disciplinary action, which could include canceling the vendor’s booth for future events.

Vendors located on the public roadway must be fully packed and cleared by 4:30 p.m. If not, on-site law enforcement and MarketPlace staff reserve the right to relocate any remaining items to the sidewalk to ensure the roadway reopens to the public. Law enforcement will determine when to remove 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.

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 offers electricity to vendors on a first-come, first-served basis. Vendors are responsible for bringing their own extension cords long enough to reach the power boxes, as Helotes MarketPlace staff do not provide cords. Power boxes will be set up by 9:00 a.m., but access to electricity before that time is not guaranteed.

Electricity is not guaranteed for any vendor. While Helotes Public Works provides power boxes in designated public road areas, unforeseen issues may occur. Staff will make reasonable efforts to address power concerns, but immediate repairs or resolutions cannot be guaranteed. Electricity on private property, such as areas along the Bluffs at Old Town Helotes, is the responsibility of the property owner and is not serviced by Helotes Public Works.

Generators are permitted in the Food Court if they are quiet (below 60 dB) and the exhaust does not impact other vendors. Solar generators, such as Jackery units, are preferred. Generators may not be plugged into any electrical outlets. Vendors are not permitted to bring the following into any booth space:

• AC units

• Heaters

• Large industrial-sized fans (personal fans are allowed)

Electrical Usage Guidelines

Power outages are often caused by overloaded outlets. In some cases, vendors have used multiple extension cords with 15 or more devices plugged into a single outlet, causing system-wide failures that affect surrounding vendors. To help preserve electrical functionality for all, especially food vendors and others with critical power needs, the following rules must be followed:

• Use electricity only for essential equipment. Battery-powered alternatives must be used for non-essential items such as space heaters, personal fans, string lights, decorative displays, and phone chargers.

• Prioritize operational needs. Power should be reserved for equipment necessary to operate your business, such as registers, food warmers, or coolers.

• Understand power limitations. Non-food vendors are provided access to 15-amp outlets, intended only for low-energy items. High-voltage equipment may not function properly and can cause outages for nearby vendors.

The Sales and Use Tax Rate in Helotes is 8.25%. 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.

The City of Helots provides first aid services during the public Helotes MarketPlace event (from 9:00 a.m. to 3:00 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. 

The vendor must properly discard trash generated by the vendor before the vendor leaves the event site. Trash receptacles are provided throughout the event.

It is recommended that vendors bring extra trash bags to ensure
compliance. Vendors found that not disposing of trash could be subject to the cancellation of their booth space

The John T. Floore’s dumpster is not authorized for use by the public or vendors.

The Lost & Found is located at the City booth during the Helotes MarketPlace. Vendors or attendees may also contact the City’s Special Events Department via email at themarketplace@helotes-tx.gov to inquire about lost items.

The City of Helotes is not responsible for items lost during the event. Items turned in to the City booth will be held at Helotes City Hall (12951 Bandera Rd.) for five business days after the event. All items must be claimed by 4:00 p.m. on the first Friday following the MarketPlace. Unclaimed items will be discarded.

Please note that the City can only hold items that are found or turned in and cannot guarantee their condition.

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.

Public restrooms at the Helotes MarketPlace are maintained by the Bluffs at Old Town Helotes. For questions or concerns regarding the restrooms, please contact Ken Dempsey at Ken@KenDempsey.com.

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.

Click here to view updated (Effective 01.01.2026) The Helotes MarketPlace at Old Town Helotes Vendor Policies and Guidelines: Helotes MarketPlace Vendor Policies and Guidelines