Food Booth Guidelines

Event Date: April 13, 2024          *Application Deadline: March 25, 2024*


Eligibility:

Nineteen food booths will be available for use to all Harlandale ISD clubs and organizations first, then booster clubs, alumni groups and PTAs. No out of district organizations will be allowed to have a food booth. Interested groups must submit application by the deadline of March 25, 2024. Please keep in mind that booths are limited and first come first served so please submit your forms ASAP. 

Outside organizations are allowed to sell pre-packaged food but must apply as a vendor and are required to fall under the Texas cottage law or must currently have a brick and mortar and obtain a permit for temporary food sales via the City of San Antonio. Please call our office for details at the number listed below. 

Booths:

Set up will be done and provided by HISD - One table, a tarp, and impervious floor for each 8’ x 8’ booth. Electrical outlets are limited and must be requested in your application. Organizations must bring their own extension cords, utensils, and cleaning supply checklists notedf by the City of San Antonio *See blow. Each booth with a heating element (flames or electrical) will be assigned its own fire extinguisher (6lb. 2-A: 10-BC). NO open flames will be allowed under the booth area. Once the booth has been set up it cannot be moved. 

Fee:

Booths that are selling only whole fruit, uncut fresh fruits and vegetables, or GIVING AWAY pre-packaged, non-potentially hazardous food items are exempt from permitting.

Otherwise, each booth is required to have a food permit ($33.00). Additionally, any booth with a heating element and/or require electricity will need a fire permit $36.05 for a total of $69.05) Fees must be paid on or before March 27, 2024. Payments will be accepted at the Business Office at 102 Genevieve Dr. Cash/check only. Made out to Harlandale ISD.


Booth Assignment:

Upon applying for Food Booth Participation, you will be asked for your preferred food to sell.  Applicants who choose identical items will be placed into a random online selector and will be contacted to pick a new food item.  A layout of the Fairgrounds (with food booth layout) will be available on the Cultural Arts Section of the HISD Website. Only food assigned may be sold from your booth. Any booth found selling anything else will have to stop upon request. ***Food must be cooked on the premises, in a school cafeteria or a restaurant. Paperwork required for proof.

Set up:

Sales should not begin until a Health Department representative has visited and approved your booth. Arrival, set-up and decorating may start as early as 7:00 a.m. on the day of the fair. Entry to the fair grounds will cease at 8:30am and re-open at 11 am after the parade has ended. Unloading of food must be completed by 9AM. Full set up must be completed by 10am. The fair’s opening ceremony begins at 11:30am. Food booths are expected to stay until 2:00 p.m.


Parking:

Every group will be given one VIP pass to park along the Mission Marquee Plaza parking lot at 3100 Roosevelt Ave. VIP Parking is on a first come first serve basis the day of the event. Harlandale Independent School District assumes no responsibility for accidents. Rules and regulations will be strictly enforced. VIP Parking Pass can be picked up the same day payment is made at 102 Genevieve Dr. on April 5th between 8am-4pm. VIP parking is first come first serve and having a pass does not guarantee a VIP spot.

Break down:

Each organization is be responsible for keeping their area clean during the fair and cleaning up before departing. The booths must be free of decorations by 2:30 p.m. on the day of the event.

Locking Money Bag:

All HISD fundraising groups must use a locking money bag. Money will be counted by the designated group representative and group witness. The assigned money bag deposit slip must be filled, signed & inserted into the bag prior to turning over to the Police - Collection located on fair grounds. Bag can be picked up Monday at the Police Department at 632 W. Vestal by designated group representative.