Fiesta SATX Film & Music Festival – Vendor Registration Agreement

 

Before completing registration, please read carefully. By submitting your registration and making your payment, you agree to all terms and conditions.

 

1. Eligibility & Approval

 

• All vendors must be approved by Festival organizers.

 

• Approval is at the festival’s sole discretion.

 

• Vendor spaces are non-transferable.

 

2. Fees & Payments

 

• Vendor fees must be paid in full by the stated deadline.

 

• Fees are non-refundable unless the Festival is canceled.

 

• Failure to pay may result in loss of booth space.

 

3. Booth Size & Layout

 

• Standard booth: 10 ft x 10 ft (100 sq. ft.).

 

• All tables, displays, signage, and equipment must fit in the assigned space.

 

• Larger or multiple booths may be requested for a fee; approval is subject to availability.

 

• Vendors provide all tables, tents, chairs, and displays.

 

• Outdoor tents must be weighted (min. 40 lbs per leg).

 

• Max booth height: 8 ft unless approved.

 

4. Electricity Policy

 

• Vendors must supply their own electricity.

 

• No outlets or power hookups will be provided.

 

• Approved generators must be quiet, safe, and well-maintained.

 

• Cords and equipment must stay inside booth space.

 

• Unsafe or disruptive setups may be shut down.

 

5. Setup & Breakdown

 

• Vendors must follow assigned load-in and load-out times.

 

• Early breakdown is not allowed.

 

• Vendors are responsible for removing all materials and trash.

 

6. Food & Beverage Vendors 

 

• Must comply with all health regulations and hold required permits, licenses, and insurance and display permits required by the City of San Antonio.

 

 7. Sales & Transactions

 

• Vendors handle their own sales and payments.

 

• Vendors must collect and remit applicable taxes.

 

• Festival is not responsible for lost, stolen, or damaged items.

 

 8. Prohibited Items & Conduct

 

• No illegal, offensive, or explicit items.

 

• No weapons, drugs, or unauthorized alcohol.

 

• Harassment, discrimination, or unsafe behavior may result in removal without refund.

 

 9. Branding & Promotion

 

• Vendors may only promote within their booth space.

 

• No flyering, solicitation, or sampling outside assigned areas.

 

• Festival branding may not be used without written permission.

 

10. Cleanliness & Waste

 

• Keep booth clean and orderly.

 

• Bring your own trashcans if selling products that create trash. Dispose of trash daily.

 

• Vendors causing excessive waste may be charged a cleanup fee.

 

11. Insurance & Liability

 

• Vendors participate at their own risk.

 

• Vendors must insure their property, staff, and equipment.

 

• Festival organizers are not liable for injury, loss, or damage.

 

12. Weather & Force Majeure

 

• Festival is rain-or-shine.

 

• Vendors must weather-proof their booths.

 

• No refunds due to weather, emergencies, or acts of God.

 

13. Compliance & Enforcement

 

• Vendors must follow instructions from Festival staff and security.

 

• Non-compliance may result in removal without refund.

 

Failure to comply with updated policies or on-site instructions may result in removal without refund.

 

14. Waiver of Liability / Hold Harmless

 

By participating, vendors agree to:

 

• Assume all risks of participation, including injury, loss, or property damage.

 

• Indemnify and hold harmless the Fiesta SATX Film & Music Festival, its organizers, officers, volunteers, affiliates, and the Alamo Colleges District – Assess Building (and all its affiliates) from any claims or damages.

 

•  Release claims against the Festival, affiliates, or Alamo Colleges District for any damages or injuries incurred.

 

• Comply with all applicable laws, permits, and safety requirements.

 

Acknowledgment & Agreement

 

By submitting my registration and completing my payment, I confirm that:

 

• I have read and understand all Vendor Rules & Guidelines.

 

• I agree to comply with all rules, policies, and the Waiver of Liability / Hold Harmless.

 

• I understand that participation is at my own risk and that the organizers and the venue and their affiliates are not liable.

 

The Fiesta SATX Film & Music Festival reserves the right to modify, update, or amend these Vendor Rules, Guidelines, and Agreement at any time, at the sole discretion of Festival organizers, for reasons including but not limited to safety, operations, regulatory compliance, or event logistics.

Vendors agree to comply with the most current version of the Vendor Rules and Guidelines, whether communicated via email, website update, or on-site instruction.

 

By registering and submitting payment, I Agree to the Fiesta SATX Film & Music Festival Vendor Agreement