How to organise a food truck festival

Start with the date, site and permit before contacting food trucks. Once you know the expected attendance and available space, you can build the line-up, assign pitches and calculate power, toilets, waste collection and seating. Confirm supplier agreements in writing, then turn the plan into a run sheet with named contacts and volunteers. The details most often missed are dietary requirements, cable safety, parking information and a weather-dependent backup plan.

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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

1
Confirm date and location
2 people
2
Apply for a permit
3
Check insurance
4
Select food trucks
2 people
5
Confirm food trucks
6
Confirm supplier agreements
7
Compile program
2 people
8
Send invitations
2 people
9
Process registrations
2 people
10
Collect dietary requirements
11
Share dietary requirements
12
Assess power requirements
13
Reserve power supply
14
Arrange waste collection
15
Reserve toilets
16
Order security equipment
17
Create floor plan
18
Assign pitch locations
19
Develop the run sheet
2 people
20
Create a contact list
21
Assign volunteers
22
Arrange first aid staffing
23
Send parking information
24
Check the weather forecast
25
Check stock
2 people
26
Do the shopping
2 people
27
Chill drinks
2 people
28
Prepare materials
3 people
29
Inspect venue
2 people
30
Receive food trucks
2 people
31
Clear the traffic route
2 people
32
Connect power
2 people
33
Set up tents
4 people
34
Set up tables and chairs
4 people
35
Hang lights
2 people
36
Hang up decorations
3 people
37
Place waste stations
2 people
38
Check toilets
39
Set up the information desk
2 people
40
Set out tableware and cutlery
2 people
41
Set out drinks
2 people
42
Set up coffee station
2 people
43
Have food trucks start up
2 people
44
Conduct a safety check
2 people
45
Brief the team
2 people

Event

46
Welcome visitors
4 people
47
Provide information
2 people
48
Serve drinks
3 people
49
Serve coffee and tea
2 people
50
Support the food trucks
2 people
51
Refill drinks
2 people
52
Empty waste stations
2 people
53
Clean tables
2 people
54
Check toilets
55
Register lost property
56
Turn on lighting
57
Announce final orders
58
See visitors out
4 people

Aftercare

59
Have food trucks leave
2 people
60
Turn Off Power
2 people
61
Collect waste
4 people
62
Collect tableware
3 people
63
Clear tables and chairs
4 people
64
Take down tents
4 people
65
Remove decorations
2 people
66
Clean the venue
4 people
67
Have toilets collected
68
Clean materials
3 people
69
Wash dishes
3 people
70
Dispose of waste
2 people
71
Return borrowed items
2 people
72
Handle lost and found
73
Collect supplier invoices
74
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

Begin the permit and insurance checks as soon as the date and location are agreed. Allow at least 6–8 weeks for permit processing, and do not publish invitations until you know the event can legally go ahead.
Choose food trucks to cover different meal types and dietary needs, then collect guest requirements before finalising the menu. Share the requirements with every relevant truck at least 7 days before the festival.
Map each pitch before suppliers arrive, including space for queues, tables, waste points and cable routes. Assess the electrical load for every truck and reserve power equipment early; use cable mats wherever leads cross walking routes.
Set up a clear service and comfort plan, not just a food line-up. For every 100 guests, allow roughly 1 toilet as a starting point, then confirm the final number with the venue and local requirements.
Write the run sheet with exact arrival, setup, service and closing times, and give it to every truck, volunteer and supplier. Recheck the weather forecast 48 hours before opening and confirm who handles last-minute changes.

Frequently asked questions

How long does it take to organise a food truck festival?: Allow at least 8–12 weeks for a small festival and longer if a permit, road closure or complex power setup is involved. Fix the date and location first, then start permits, insurance and supplier confirmations before sending invitations.
How many food trucks do I need for a food truck festival?: As a starting point, plan around 1 food truck per 75–100 guests, depending on menu complexity and service speed. For 300 guests, this usually means 3–4 trucks, with enough variety for dietary requirements and different meal times.
How do you plan power for a food truck festival?: Ask each truck for its exact power requirements before assigning pitches, then add capacity for coffee machines, kettles, lighting and sound. Finalise the power plan at least 2 weeks before the event and protect every cable crossing with cable mats.
When should I send invitations for a food truck festival?: Send invitations once the date, location, permit status and main food trucks are confirmed, usually 4–6 weeks before the event. Ask guests to register dietary requirements and send parking information no later than 7 days before opening.

Start this plan in Lizzt

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