How to organise a food truck festival

Start with the date, site and number of guests, then build the festival around the food trucks’ practical needs. Confirm menus, contracts, permits, insurance and power before you promote the event. The site layout must leave room for queues, seating, deliveries, cables, toilets and waste collection. In the final week, brief suppliers and volunteers, check dietary and allergen information, and prepare a weather-based 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
Select food trucks
2 people
3
Contract food trucks
2 people
4
Apply for permits
5
Check insurance
6
Assess power requirements
2 people
7
Create Site Layout
2 people
8
Reserve power outlets
9
Reserve toilets
10
Arrange waste collection
11
Write promotional copy
12
Send invitations
2 people
13
Post social media messages
14
Process registrations
2 people
15
Collect dietary requirements
16
Collect supplier details
17
Check food truck menus
2 people
18
Request allergen information
2 people
19
Arrange delivery windows
20
Finalize the floor plan
2 people
21
Recruit volunteers
22
Assign volunteers
23
Send the supplier briefing
24
Check the weather forecast
25
Check the shopping list
2 people
26
Do the shopping
3 people
27
Purchase refrigerated products
2 people
28
Check materials
2 people
29
Print badges and floor plan
30
Chill drinks
3 people
31
Set out tableware
2 people
32
Inspect the site
2 people
33
Receive food trucks
3 people
34
Test power connections
2 people
35
Build party tents
4 people
36
Set up tables and chairs
4 people
37
Set up light poles and lamps
3 people
38
Set up waste stations
2 people
39
Set up the information desk
2 people
40
Hang up allergen signs
2 people
41
Hang up decorations
3 people
42
Fill coolers
2 people
43
Prepare coffee station
2 people
44
Distribute supplies across the booths
3 people
45
Conduct a safety check
2 people
46
Mark food trucks as ready
2 people

Event

47
Welcome visitors
4 people
48
Staff the info desk
2 people
49
Stock food trucks
3 people
50
Serve food
4 people
51
Hand out drinks
3 people
52
Serve coffee and tea
2 people
53
Refill drinks
2 people
54
Check tables and waste stations
2 people
55
Empty trash bins
2 people
56
Collect tableware
2 people
57
Check toilets
58
Restock supplies
2 people
59
Turn on lighting
60
Take final orders
3 people
61
See visitors out
3 people

Aftercare

62
Dismantle food trucks
3 people
63
Count remaining stock
2 people
64
Wash dishes
3 people
65
Clear litter from the grounds
4 people
66
Clear tables and chairs
4 people
67
Take down tents and decorations
4 people
68
Clean equipment
3 people
69
Empty and clean coolers
2 people
70
Take waste to the collection point
2 people
71
Check and sort materials
2 people
72
Return borrowed items
2 people
73
Set aside damaged materials
74
Leave venue clean
3 people
75
Register lost and found items
76
Collect supplier invoices
77
Store remaining stock safely
2 people

What to bring

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

Furniture

Party tentsqty 4
Beer tablesqty 12
Folding chairsqty 80
High tablesqty 8
Information desk
Bar stoolsqty 12

Tableware

Reusable cupsqty 250
Reusable platesqty 200
Reusable cutleryqty 250
Coffee cupsqty 100
Tea glassesqty 80
Serving plattersqty 20
Serving tongsqty 12
Cutlery traysqty 6

Equipment

Coolersqty 8
Refrigeratorsqty 2
Coffee machinesqty 2
Kettlesqty 2
Extension cordsqty 8
Power stripsqty 8
Cable matsqty 10
Fire extinguishersqty 4
Flashlightsqty 6

Kitchen

Cutting boardsqty 8
Chef's knivesqty 8
Mixing bowlsqty 8
Measuring cupsqty 4
Storage binsqty 20
Kitchen tongsqty 8
Aluminum traysqty 30
Ice packsqty 24

Decorations

Buntingqty 12
Tableclothsqty 16
Menu boardsqty 12
Directional signsqty 10
Allergen signsqty 8
Chalk markersqty 12
Table signsqty 20

Lighting

String lightsqty 8
LED lanternsqty 12
Work lightsqty 4

Cleaning

Waste binsqty 12
Trash can lidsqty 12
Cleaning bucketsqty 6
Mopsqty 6
Broom setsqty 4
Litter pickersqty 4
Hand soap dispensersqty 6
Towel dispensersqty 6
Toilet brushesqty 4

Safety

First aid kitsqty 2
Vestsqty 12
Crowd control barriersqty 12
Non-slip matsqty 8

Catering

Groceries

Tips

Book food trucks before sending invitations, and allow at least 4–6 weeks for menu checks, contracts, allergen information and delivery windows. Keep one contact person and one arrival time for every truck.
Work out power requirements with each supplier before reserving outlets. List the load for refrigerators, coffee machines and other equipment, then protect extension cords and power strips with cable mats.
Draw the site layout at least 2 weeks before the festival. Include separate areas for trucks, queues, seating, toilets, the information desk, waste collection and emergency access; leave enough space for deliveries and equipment.
Collect dietary requirements during registration and request written allergen information from every food truck at least 7 days before the event. Put the information where guests can find it without blocking the serving queues.
Assign volunteers to clear roles and send the supplier briefing 3–5 days ahead. Check the weather forecast 48 hours before opening, then confirm tents, cooling, lighting, waste arrangements and any layout changes.

Frequently asked questions

How far in advance should I organise a food truck festival?: Start at least 8–12 weeks ahead for a small festival, and earlier if permits or several suppliers are involved. Secure the date, location and food trucks first; finalise the site plan and supplier briefing during the last 2 weeks.
How many food trucks do I need for a festival?: Use roughly 1 food truck per 75–100 guests, depending on menu complexity and serving speed. Offer different meal types and confirm each truck’s expected capacity before signing contracts.
When should I arrange permits, toilets and waste collection?: Apply for permits as soon as the date and location are confirmed, preferably 8–12 weeks before the event. Reserve toilets and waste collection at least 4 weeks ahead, then verify access and collection times with the site team.
What should I check the day before a food truck festival?: Reconfirm supplier arrival windows, power access, toilets, waste collection and the final floor plan. Check the forecast, prepare the information desk, and make sure volunteers know their shifts before the first truck arrives.

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.