Food Truck Festival Checklist

A food truck festival needs more than a line-up of vendors and a date. You need time to secure permits, confirm supplier agreements, plan power and waste collection, and give every truck a workable pitch. This checklist takes you from the first booking decisions to the final stock and weather checks. It also covers guest registrations, dietary requirements, toilets, security, first aid, parking and the run sheet so details do not get left until the event day.

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The plan, step by step

Every task with its own sub-checklist, in the order you'll actually need them.

Preparations

Confirm date and location
2 people
Apply for a permit
Check insurance
Select food trucks
2 people
Confirm food trucks
Confirm supplier agreements
Compile program
2 people
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
Share dietary requirements
Assess power requirements
Reserve power supply
Arrange waste collection
Reserve toilets
Order security equipment
Create floor plan
Assign pitch locations
Develop the run sheet
2 people
Create a contact list
Assign volunteers
Arrange first aid staffing
Send parking information
Check the weather forecast
Check stock
2 people
Do the shopping
2 people
Chill drinks
2 people
Prepare materials
3 people
Inspect venue
2 people
Receive food trucks
2 people
Clear the traffic route
2 people
Connect power
2 people
Set up tents
4 people
Set up tables and chairs
4 people
Hang lights
2 people
Hang up decorations
3 people
Place waste stations
2 people
Check toilets
Set up the information desk
2 people
Set out tableware and cutlery
2 people
Set out drinks
2 people
Set up coffee station
2 people
Have food trucks start up
2 people
Conduct a safety check
2 people
Brief the team
2 people

Event

Welcome visitors
4 people
Provide information
2 people
Serve drinks
3 people
Serve coffee and tea
2 people
Support the food trucks
2 people
Refill drinks
2 people
Empty waste stations
2 people
Clean tables
2 people
Check toilets
Register lost property
Turn on lighting
Announce final orders
See visitors out
4 people

Aftercare

Have food trucks leave
2 people
Turn Off Power
2 people
Collect waste
4 people
Collect tableware
3 people
Clear tables and chairs
4 people
Take down tents
4 people
Remove decorations
2 people
Clean the venue
4 people
Have toilets collected
Clean materials
3 people
Wash dishes
3 people
Dispose of waste
2 people
Return borrowed items
2 people
Handle lost and found
Collect supplier invoices
Store leftover stock
2 people

What to bring

Grouped the way you'd shop for it, with quantities.

Furniture

Party tentsqty 4
High tablesqty 18
Beer tablesqty 12
Folding chairsqty 80
Buffet tablesqty 6
Reception desk
Tableclothsqty 12

Tableware

Reusable cupsqty 500
Reusable platesqty 350
Reusable cutleryqty 350
Coffee cupsqty 100
Tea glassesqty 100
Serving plattersqty 20
Serving tongsqty 12

Equipment

Coolersqty 8
Kettlesqty 3
Coffee machinesqty 2
Power stripsqty 8
Extension cordsqty 12
Cable matsqty 12
Cable reelsqty 4
Handheld microphone
Portable speakerqty 2
Rechargeable lampsqty 8

Lighting

String lightsqty 8
Battery lanternsqty 6

Decorations

Buntingqty 12
Bannersqty 6
Menu boardsqty 8
Pavement signsqty 4
Table signsqty 24

Kitchen

Cutting boardsqty 6
Knivesqty 8
Measuring cupsqty 4
Thermos flasksqty 6
Ice spoonsqty 4

Cleaning

Waste binsqty 18
Waste binsqty 4
Waste separation signsqty 6
Broom setsqty 4
Floor squeegeesqty 2
Bucketsqty 6
Cleaning clothsqty 30
Hand soap dispensersqty 8
Towel dispensersqty 6

Safety

Crowd barriersqty 20
Traffic conesqty 12
Warning signsqty 8
First aid kitsqty 2
Fire extinguishersqty 4

Information

Name badgesqty 40
Pensqty 20
Clipboardsqty 6
Floor plansqty 350
Program flyersqty 350

Catering

Groceries

Tips

Start with the date and location, then apply for the permit and check insurance before confirming suppliers. Permit processing can take several weeks, so do not leave it until the final month.
Confirm each food truck in writing and record arrival time, pitch location, power needs and any dietary information. Share guest dietary requirements with the relevant trucks before the event.
Build the floor plan around power points, toilets, seating and queue space. Put cable mats over every route where extension cords or cable reels cross areas used by guests.
Reserve toilets, waste collection and first aid staffing early rather than waiting for registration numbers. As attendance grows, these services are harder to add at short notice.
Create the run sheet and contact list at least one week before the festival, then check the weather forecast and stock again 24 to 48 hours before opening. Send parking information to guests as soon as access arrangements are confirmed.

Frequently asked questions

How far in advance should I organise a food truck festival?: Start at least 8 to 12 weeks before the event. Use the first weeks for the date, location, permit, insurance and food truck bookings, then use the final 2 weeks for guest information, staffing and operational checks.
How many food trucks do I need for a food truck festival?: A practical starting point is 1 food truck per 75 to 100 guests, depending on menus and service speed. Confirm the final number after registrations and check that the site has enough pitch, queue and power space.
When should I confirm food truck power requirements?: Collect power requirements when you confirm each truck, ideally 4 to 6 weeks before the festival. Add the requirements to the floor plan and reserve a suitable power supply before assigning final pitch locations.
What should I check the day before a food truck festival?: Check the weather forecast, supplier contacts, stock, toilets, waste arrangements, signage, lighting and volunteer assignments 24 hours before opening. Reconfirm arrival times and keep the run sheet and contact list available to the event team.

Start this plan in Lizzt

Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.