2025 Clan and Organization

Thank you for your interest in the San Antonio Highland Games Association’s (SAHGA) annual Highland Games and Celtic Music Festival. Scottish Clans and Organizations are integral to our Games, and we are happy you have chosen to host your booth at our games. 

Please note: Because of limited space SAHGA will no longer be able to accommodate a 10x30 booth space. We are only able to allow a 10 foot or 20 foot frontage for your space. 

Please enter only one Clan or one Organization per registration, no booth sharing. Be advised that Clans/Organizations are allowed to sell Clan/Organization memberships but are not allowed to sell any merchandise unless otherwise approved. Please contact the Clan/Org Coordinator for more info clans@sahga.org

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 wristband or be required to purchase a ticket.

4. Participants may not play music in your booth or hawk outside of your booth.

5. The Terms & Conditions apply to all participants involved with your booth and it is the Contact persons responsibility to inform them of this agreement.

Clan and Organization Spaces:

Clan and Organization are provided a space on the Fair Grounds determined by the size of space requested & paid for by the Clan/Organization. Clans/Organizations are responsible for their own canopy/tent/shelter, display fixtures, shelves, storage, and labor. A limited number of cinder block booths are available. They are approximately 10’ X 10’ and available on a first requested, first served basis. If you would like to request one of these cinder block booths, please indicate this on your application.

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. 

Electricity:

All standard power receptacles on the grounds are 120V. Clans/Organizations who pay for power will have access to these receptacles, but will need their own extension cords.

Clans/Organizations Grounds Locations:

We will do our best to provide the same space for repeat Clans/Organizations and/or accommodate change requests; however, we cannot guarantee a specific space. It is in our best interest and yours to create an inviting and engaging experience for our guests and that is our primary focus.

On-Site Camping & RVs:

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:

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.