Food Truck Festival Checklist

A food truck festival needs more than a row of vendors and a few tables. You need to lock in the site, permits, power, toilets, security and waste collection before invitations go out. Later, guest numbers determine food truck capacity, seating, drinks and tableware. This checklist takes you from the first bookings to the final venue inspection, including details that are easy to forget, such as dietary requirements, cable routes, payment terminals and a second confirmation with every food truck.

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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
Book food trucks
Check permits
Arrange power supply
Arrange waste collection
Reserve toilets
Reserve security
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
Create floor plan
2 people
Allocate food truck spots
2 people
Mark power outlets
2 people
Inform suppliers
Publish the program
Make signs and wayfinding
2 people
Check the inventory list
2 people
Do the shopping
3 people
Collect materials
2 people
Inspect venue
2 people
Confirm food trucks again
Chill drinks
3 people
Set up the coffee and tea station
2 people
Set up the refreshment stations
3 people
Set up tables and chairs
4 people
Build party tents
4 people
Receive food trucks
3 people
Position food trucks
3 people
Connect power
2 people
Hang up menus
2 people
Hang decorations
3 people
Connect lighting
2 people
Place waste stations
2 people
Test cash and payment points
2 people
Set out tableware and cutlery
2 people
Set out drinks
2 people
Prepare first aid supplies
Check toilets
2 people
Carry out site inspection
3 people

Event

Welcome visitors
3 people
Guide food trucks
2 people
Serve coffee and tea
2 people
Refill drinks
2 people
Refill tableware
Empty waste stations
2 people
Keep tables clean
2 people
Check toilets
2 people
Answer visitor questions
2 people
Handle dietary questions
Manage queues at food trucks
2 people
Check lighting
Announce final orders
See visitors out
3 people

Aftercare

Have food trucks leave
3 people
Collect waste
4 people
Collect tableware
3 people
Clear away drinks
2 people
Clear tables and chairs
4 people
Take down party tents
4 people
Remove decorations
2 people
Wash dishes
3 people
Clean the grounds
4 people
Dispose of waste
2 people
Inventory materials
2 people
Return borrowed items
2 people
Empty coolers
2 people
Clean equipment
2 people
Store leftover stock
2 people
Collect deposits and return fees
2 people

What to bring

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

Furniture

Beer tablesqty 12
Folding chairsqty 80
Party tentsqty 4
Buffet tablesqty 4
Crowd control barriersqty 12

Equipment

Coolersqty 6
Coffee machinesqty 2
Kettlesqty 2
Extension cordsqty 8
Power stripsqty 6
Cable reelsqty 4
Payment terminalsqty 3
Walkie-talkiesqty 6

Tableware

Reusable cupsqty 300
Platesqty 250
Bowlsqty 150
Forksqty 250
Knivesqty 250
Spoonsqty 200
Coffee cupsqty 100
Serving spoonsqty 12

Decorations

Buntingqty 10
Menu boardsqty 8
Information boardsqty 6
Route arrowsqty 12

Lighting

String lightsqty 8
LED lampsqty 12

Cleaning

Waste binsqty 8
Waste binsqty 12
Broom setsqty 4
Dustpan and brushqty 4
Mopsqty 4
Bucketsqty 4
Cleaning glovesqty 12

Safety

First aid kitsqty 2
Safety vestsqty 8
Fire extinguishersqty 4

Catering

Groceries

Tips

Confirm power requirements with every food truck before finalising the site layout. Mark outlets, cable routes and truck positions on the floor plan, and keep extension cords and cable reels away from guest walkways.
Set a registration deadline for dietary requirements rather than collecting them at the entrance. Share the final count with the food trucks and display menu boards so guests can choose before joining a queue.
Plan guest flow around the busiest points: food truck queues, refreshment stations, toilets and seating. Use route arrows, information boards and crowd-control barriers to prevent queues from blocking other trucks.
Do the drinks and tableware check at least one day before the festival. Chill drinks, test coffee machines and kettles, and count reusable cups, plates, bowls, cutlery and serving spoons before setup starts.
Schedule a final supplier confirmation 48 hours before opening. Reconfirm arrival times, menu availability, power needs and payment terminals, then inspect the venue and test lighting, walkie-talkies and waste-bin locations.

Frequently asked questions

How far in advance should I organise a food truck festival?: Start securing the date, location and food trucks at least 8 to 12 weeks ahead. Check permits, power, toilets, security and waste collection before publishing invitations or opening registrations.
How many food trucks do I need for a food truck festival?: As a starting point, plan one food truck for roughly 75 to 100 guests, then adjust for menu type and expected peak demand. Ask each truck for its serving capacity per hour before confirming the final lineup.
How much power does a food truck festival need?: The total depends on the equipment in each truck, so collect a power requirement from every supplier before creating the floor plan. Confirm the supply and cable routes at least 2 weeks before the event, then test them during setup.
When should I send food truck festival invitations?: Send invitations once the date, location, main food trucks and registration process are confirmed, usually 4 to 6 weeks before the festival. Close registrations early enough to share guest numbers and dietary requirements with suppliers.

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.