Food Truck Festival Shopping List

A food truck festival needs more than trucks and menus. You also need a reliable setup for drinks, coffee, seating, lighting, refrigeration, serving and waste. Use the plan below to check what must be bought, rented or brought to the site, and match quantities to your expected attendance. Sort groceries before the event and stock refrigerators and coolers early enough to chill everything before guests arrive.

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What to bring

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

Furniture

Party tentsqty 4
Tablesqty 12
Beer tablesqty 8
Chairsqty 80
High tablesqty 10
Foldable tablesqty 4

Equipment

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

Lighting

String lightsqty 8
Work lightsqty 4

Tableware

Reusable cupsqty 300
Reusable wine glassesqty 100
Reusable coffee cupsqty 100
Reusable platesqty 200
Reusable cutleryqty 250

Kitchen

Serving traysqty 8
Serving jugsqty 4
Thermos flasksqty 4
Ice packsqty 24
Ice cube traysqty 6
Cutting boardsqty 4
Kitchen knivesqty 4
Storage binsqty 12
Bottle openersqty 6
Measuring cupsqty 2
Serving spoonsqty 6
Thermo boxesqty 4

Cleaning

Waste binsqty 12
Waste binsqty 4
Broom setsqty 4
Litter pickersqty 4
Mop setsqty 2
Cleaning bucketsqty 4
Hand soap dispensersqty 4
Paper distributorsqty 4
Towel roll holdersqty 4

Decorations

Buntingqty 8
Balloon archesqty 2
Tableclothsqty 12
Menu boardsqty 8
Directional signsqty 12
Location signsqty 4
Chalk markersqty 12
Cocktail table coversqty 10

Catering

Groceries
- Spa Blauw - 120 bottles
- Spa Red - 60 bottles
- Cola - 48 cans
- Cola Zero - 48 cans
- Orange soda - 36 cans
- Iced tea - 36 cans
- Beer - 120 bottles
- Alcohol-free beer - 48 bottles
- White wine - 12 bottles
- Rosé - 8 bottles
- Red wine - 6 bottles
- Prosecco - 4 bottles
- Apple juice - 12 cartons
- Orange juice - 12 cartons
- Ginger beer - 24 bottles
- Tonic - 24 cans
- Lemons - 3 kilogram
- Limes - 2 kilograms
- Fresh mint - 6 bunches
- Coffee - 6 packs
- Decaffeinated coffee - 2 packs
- Tea assortment - 4 boxes
- Sugar - 3 kilograms
- Sweeteners - 2 boxes
- Milk - 12 liters
- Oat milk - 8 liters
- Coffee creamer - 4 boxes
- Chocolate milk - 12 liters
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Tortilla chips - 6 bags
- Salted peanuts - 4 bags
- Olives - 6 jars
- Mixed nuts - 4 bags
- Baguettes - 12 pieces
- Unsalted butter - 2 kilograms
- Cream cheese - 2 kilograms
- Hummus - 12 tubs
- Mild cheese - 3 kilograms
- Smoked chicken breast - 2 kilograms
- Cherry tomatoes - 3 kilograms
- Cucumbers - 3 kilograms
- Grapes - 4 kilograms
- Apples - 50 pieces
- Ketchup - 6 bottles
- Mayonnaise - 6 bottles
- Mustard - 4 bottles
- Garlic sauce - 4 bottles
- Chili sauce - 4 bottles
- Barbecue sauce - 4 bottles
- Salt - 2 packs
- Pepper - 2 jars
- Paprika powder - 2 jars
- Garlic powder - 2 jars
- Olive oil - 3 liters
- Ice cubes - 40 kilogram
- Paper napkins - 1000 pieces
- Paper towels - 12 rolls
- Aluminum foil - 4 rolls
- Plastic wrap - 4 rolls
- Baking paper - 4 rolls
- Wooden stirrers - 500 pieces
- Paper straws - 500 pieces
- Coffee filters - 4 packs
- Trash bags - 150 pieces
- Compostable trash bags - 60 pieces
- Dish soap - 4 bottles
- All-purpose cleaner - 4 bottles
- Degreaser - 2 bottles
- Disinfectant spray - 4 bottles
- Sponges - 12 pieces
- Microfiber cloths - 24 pieces
- Rubber gloves - 12 pairs
- Hand soap - 8 bottles
- Hand sanitizer - 8 bottles
- Paper towels - 12 packs
- Toilet paper - 48 rolls
- Tissues - 12 boxes
- Bandages - 4 boxes
- AA batteries - 24 pieces
- AAA batteries - 24 pieces
- Cable ties - 200 pieces
- Duct tape - 6 rolls
- Highlighters - 12 pieces
- Labels - 200 pieces

Tips

Plan drinks separately from the food trucks: allow two to three drinks per person for the first hour, then about one drink per person for each additional hour.
Chill drinks at least 12 hours before opening when possible. Use refrigerators for stock and coolers with ice packs for the service area, rather than relying on one cooling point.
Count reusable cups, plates and cutlery against your busiest serving period. A practical starting point is one complete set per expected guest, plus 10% extra for breakage, returns and unexpected demand.
Check every coffee machine, kettle, cable reel, extension cord and power strip before delivery day. Confirm the required outlets against the food trucks’ power requirements, and keep cable runs away from walkways.
Place waste bins where guests actually eat and near the food trucks, not only at the exit. Prepare separate collection points if required and arrange waste collection before the festival starts.

Frequently asked questions

What do I need to buy for a food truck festival?: Plan for drinks, reusable cups, plates, cutlery, coffee supplies, serving trays, jugs, thermos flasks, ice, storage bins, waste bins and cleaning materials. Add cooling, tables, seating, lighting and power equipment if the venue or suppliers do not provide them.
How many reusable cups do I need for a food truck festival?: Start with one cup per expected guest, then add at least 10% extra. For 200 guests, that means 220 cups; increase the number if returns and washing cannot keep pace with service.
How much ice do I need for a food truck festival?: Allow roughly 0.5 to 1 kilogram of ice per guest for a warm outdoor festival, depending on how much stock is refrigerated. Buy or prepare the ice no later than the day before and keep backup ice in coolers.
When should I buy supplies for a food truck festival?: Buy durable equipment and reusable tableware at least 1 to 2 weeks ahead. Buy drinks and other perishable groceries 1 to 2 days before the event, then sort them and stock the refrigerators as soon as they arrive.

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