How to organise a food truck festival

Start by fixing the date and venue, then build the festival around the food trucks and the site’s practical limits. Confirm permits, power, toilets, waste collection and security before you invite guests. Once registrations open, collect dietary requirements and use them to shape the truck mix and information signs. In the final week, check the floor plan, supplier arrivals, equipment and payment arrangements rather than leaving setup decisions to event morning.

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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
Book food trucks
3
Check permits
4
Arrange power supply
5
Arrange waste collection
6
Reserve toilets
7
Reserve security
8
Send invitations
2 people
9
Process registrations
2 people
10
Collect dietary requirements
11
Create floor plan
2 people
12
Allocate food truck spots
2 people
13
Mark power outlets
2 people
14
Inform suppliers
15
Publish the program
16
Make signs and wayfinding
2 people
17
Check the inventory list
2 people
18
Do the shopping
3 people
19
Collect materials
2 people
20
Inspect venue
2 people
21
Confirm food trucks again
22
Chill drinks
3 people
23
Set up the coffee and tea station
2 people
24
Set up the refreshment stations
3 people
25
Set up tables and chairs
4 people
26
Build party tents
4 people
27
Receive food trucks
3 people
28
Position food trucks
3 people
29
Connect power
2 people
30
Hang up menus
2 people
31
Hang decorations
3 people
32
Connect lighting
2 people
33
Place waste stations
2 people
34
Test cash and payment points
2 people
35
Set out tableware and cutlery
2 people
36
Set out drinks
2 people
37
Prepare first aid supplies
38
Check toilets
2 people
39
Carry out site inspection
3 people

Event

40
Welcome visitors
3 people
41
Guide food trucks
2 people
42
Serve coffee and tea
2 people
43
Refill drinks
2 people
44
Refill tableware
45
Empty waste stations
2 people
46
Keep tables clean
2 people
47
Check toilets
2 people
48
Answer visitor questions
2 people
49
Handle dietary questions
50
Manage queues at food trucks
2 people
51
Check lighting
52
Announce final orders
53
See visitors out
3 people

Aftercare

54
Have food trucks leave
3 people
55
Collect waste
4 people
56
Collect tableware
3 people
57
Clear away drinks
2 people
58
Clear tables and chairs
4 people
59
Take down party tents
4 people
60
Remove decorations
2 people
61
Wash dishes
3 people
62
Clean the grounds
4 people
63
Dispose of waste
2 people
64
Inventory materials
2 people
65
Return borrowed items
2 people
66
Empty coolers
2 people
67
Clean equipment
2 people
68
Store leftover stock
2 people
69
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

Book the food trucks before publishing the programme. Allow enough space for queues, service access and power connections, then allocate each truck a marked position on the floor plan.
Treat power as a layout issue, not a last-minute equipment detail. Mark outlets, check the available supply with suppliers and keep extension cords, cable reels and power strips away from walking routes.
Set a deadline for dietary requirements at least 7 days before the festival. Share the information with the food trucks and display clear menu boards or information boards so guests can choose without blocking queues.
Plan guest movement with signs and barriers before tables and chairs arrive. Mark food truck spots, toilets, refreshment stations and waste bins, then test the route from the entrance to the busiest truck.
Run a final supplier check 24–48 hours beforehand. Confirm truck arrival times, power needs, payment terminals and serving equipment, and chill drinks early enough that coolers are cold before guests arrive.

Frequently asked questions

How far in advance should I book food trucks for a festival?: Start contacting food trucks at least 8–12 weeks before the event, especially if you need several trucks for the same date. Confirm the final lineup and arrival times again 24–48 hours before the festival.
How many food trucks do I need for a food truck festival?: As a starting point, plan roughly one food truck per 75–100 guests, then adjust for menu type and expected queue times. Add more choice for dietary requirements rather than relying on one truck to serve every guest.
When should I arrange permits, toilets and waste collection?: Check permit requirements as soon as the date and location are confirmed, ideally at least 8 weeks ahead. Reserve toilets and waste collection no later than 4 weeks before the event so suppliers and site access can be coordinated.
How do I plan power for food trucks?: Ask every truck for its power requirement at least 2 weeks before the festival and map each connection on the floor plan. Keep cable routes clear, use suitable cable reels and complete a power check before guests arrive.

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Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.