What you need for a food truck festival

A food truck festival needs more than food trucks and tables. Your shopping list also has to cover serving items, drinks service, power distribution, lighting, signs and waste handling. Plan quantities from your expected guest count, then add a small reserve for breakage, spills and unexpected arrivals. Refrigerated supplies need somewhere to stay cold from delivery until service, while cables and walkways must be protected before guests arrive.

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What to bring

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

Furniture

Party tentsqty 4
Beer tablesqty 12
Folding chairsqty 60
High tablesqty 8
Registration desk
Folding bar

Tableware

Reusable cupsqty 500
Coffee cupsqty 300
Platesqty 400
Cutlery setsqty 400
Coffee spoonsqty 150
Serving plattersqty 12

Equipment

Refrigeratorsqty 2
Coolersqty 6
Coffee machinesqty 2
Kettlesqty 2
Extension cordsqty 8
Power stripsqty 8
Cable matsqty 12
Payment terminalsqty 2
Walkie-talkiesqty 4
Megaphone
Flashlightsqty 6

Lighting

String lightsqty 8
LED lampsqty 12

Decorations

Buntingqty 10
Festival bannersqty 6
Balloonsqty 100
Tableclothsqty 20
Chalkboardsqty 8
Pavement signsqty 6
Directional signsqty 10
Program postersqty 20

Kitchen

Cutting boardsqty 6
Chef's knivesqty 6
Measuring cupsqty 4
Storage binsqty 12
Thermos flasksqty 6
Ice containersqty 4
Pliersqty 8
Ladlesqty 6

Cleaning

Waste binsqty 12
Waste binsqty 4
Broom setsqty 4
Floor squeegeesqty 2
Bucketsqty 6
Cleaning clothsqty 30
Hand soap dispensersqty 6
Hand sanitizer dispensersqty 6

Catering

Groceries
- Cola - 24 bottles
- Coke Zero - 24 bottles
- Fanta - 18 bottles
- Sprite - 18 bottles
- Ice tea - 18 bottles
- Spa Blauw - 80 bottles
- Spa Rood - 40 bottles
- Sparkling water - 24 bottles
- Apple juice - 12 cartons
- Orange juice - 12 cartons
- Alcohol-free beer - 48 cans
- Pilsener - 120 cans
- White wine - 12 bottles
- Rosé - 12 bottles
- Coffee - 6 packs
- Decaffeinated coffee - 2 packs
- Black tea - 2 boxes
- Herbal tea - 2 boxes
- Sugar - 2 kilos
- Milk - 12 liters
- Oat milk - 6 liters
- Lemons - 3 kilos
- Ice cubes - 30 kilo
- Ketchup - 6 bottles
- Mayonnaise - 6 bottles
- Mustard - 4 bottles
- Chili sauce - 4 bottles
- Barbecue sauce - 4 bottles
- Salt - 2 kilos
- Pepper - 500 grams
- Paprika powder - 250 gram
- Garlic powder - 250 grams
- Olive oil - 3 liters
- Sunflower oil - 5 liter
- Tortilla chips - 12 bags
- Plain chips - 12 bags
- Paprika chips - 12 bags
- Peanuts - 4 kilos
- Olives - 8 jars
- Pickles - 6 jars
- Mixed nuts - 4 kilos
- Apples - 10 kilos
- Bananas - 8 kilos
- Grapes - 6 kilos
- Watermelons - 4 pieces
- Sandwiches - 100 pieces
- Bread rolls - 60 pieces
- Unsalted butter - 2 kilos
- Young cheese - 3 kilos
- Hummus - 2 kilos
- Jam - 4 jars
- Honey - 2 jars
- Herb butter - 2 kilo
- Tomatoes - 5 kilos
- Cucumbers - 4 kilos
- Lettuce - 10 heads
- Red onions - 2 kilos
- Bell peppers - 3 kilos
- Potatoes - 10 kilos
- Eggs - 60 pieces
- Coffee filters - 2 packs
- Stirrers - 500 pieces
- Paper napkins - 1000 pieces
- Paper towels - 12 rolls
- Toilet paper - 24 rolls
- Trash bags - 100 pieces
- Heavy-duty trash bags - 40 pieces
- Dish soap - 4 bottles
- All-purpose cleaner - 4 bottles
- Disinfectant spray - 4 bottles
- Toilet cleaner - 4 bottles
- Sponges - 20 pieces
- Rubber gloves - 12 pairs
- Aluminum foil - 4 rolls
- Plastic wrap - 4 rolls
- Baking paper - 4 rolls
- Freezer bags - 2 boxes
- Cardboard coffee cups - 300 pieces
- Cardboard snack trays - 500 pieces
- Wooden forks - 500 pieces
- Wooden Knives - 500 pieces
- Wooden spoons - 300 pieces
- Straws - 300 pieces
- Napkins for food trucks - 1000 pieces
- Paper bags - 300 pieces
- Receipt rolls - 10 rolls
- Wristbands - 500 pieces
- Concession tokens - 1500 pieces
- Pens - 20 pieces
- Waterproof markers - 12 pieces
- Adhesive tape - 8 rolls
- Cable ties - 200 pieces
- Nitrile gloves - 10 boxes
- Bandages - 2 boxes

Tips

Buy 5–10% more reusable cups, plates and cutlery than your confirmed guest count. Items disappear into bags or need washing, and running out during the busiest hour is difficult to fix.
Plan two to three drinks per person for the first hour, then one to two per person for each additional hour. Include coffee cups and spoons separately if coffee service is available.
Check every food truck’s power requirement at least 14 days before the festival. Match extension cords, power strips and cable mats to the power plan rather than buying them on the day.
Provide one clearly marked chilled storage area for refrigerated items and keep backup coolers ready. Move perishable supplies into refrigeration as soon as they arrive, not after setup is complete.
Prepare route signs, festival banners and chalkboards before the trucks arrive. Keep flashlights, LED lamps and walkie-talkies together at the registration desk so the setup team can find them quickly.

Frequently asked questions

How many cups and plates do I need for a food truck festival?: Start with one serving set per expected guest, then add 5–10% extra. For 200 guests, that means at least 210–220 cups, plates and cutlery sets, depending on how many servings each guest is likely to buy.
How much drink stock should I buy for a food truck festival?: Allow two to three drinks per person for the first hour and one to two drinks per person for every later hour. For 200 guests over three hours, plan roughly 800–1,400 drinks before adjusting for weather and whether food trucks also sell drinks.
When should I arrange power equipment for a food truck festival?: Confirm the food trucks’ power requirements at least 14 days before the event. Finalise the power plan and test extension cords, power strips and cable mats no later than 48 hours before setup.
How early should refrigerated supplies arrive?: Schedule refrigerated deliveries for the setup window, ideally no more than two hours before they are needed. Store them immediately in refrigerators or coolers and keep temperatures stable until service begins.

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