How to organise a street food festival

A street food festival works best when the layout, suppliers and utilities are settled before you promote the event. Start with the date and site, then book food trucks, check permits and map power, parking, queues and waste points. After registrations open, collect dietary requirements and confirm the menu, prices and payment methods. The final week is about supplier instructions, chilled storage, staffing and a setup plan that leaves enough time for testing.

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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 and stalls
2 people
3
Check permits and notifications
4
Determine power points and connections
2 people
5
Create site map
2 people
6
Send supplier instructions
7
Send invitations
2 people
8
Process registrations
9
Collect dietary requirements
10
Make reservations
11
Put together the food and drink menu
2 people
12
Collect allergen information
2 people
13
Design price lists
14
Prepare payment methods
2 people
15
Assign volunteers
16
Brief suppliers and volunteers
2 people
17
Check the weather forecast
18
Check the shopping list
2 people
19
Do the shopping
3 people
20
Store fresh products chilled
2 people
21
Get cash and change
2 people
22
Collect materials
3 people
23
Set up route and parking signs
2 people
24
Clear the site
4 people
25
Place waste stations
3 people
26
Build party tents
4 people
27
Set up tables and chairs
4 people
28
Lay out power cables safely
3 people
29
Hang lighting
3 people
30
Set up food trucks
3 people
31
Set up the stall tables
4 people
32
Fill coolers
3 people
33
Chill drinks
3 people
34
Set out snacks and ingredients
5 people
35
Lay out crockery and cutlery
3 people
36
Place allergen cards
2 people
37
Place menu boards and price lists
2 people
38
Test payment points
2 people
39
Refill handwashing stations
2 people
40
Check the grounds and walking routes
3 people
41
Give supplier briefing
3 people
42
Prepare for opening
2 people

Event

43
Welcome visitors
4 people
44
Staff the information desk
2 people
45
Take orders
6 people
46
Prepare dishes
12 people
47
Serve dishes
8 people
48
Serve drinks
4 people
49
Refill drinks
3 people
50
Restock plates and cutlery
2 people
51
Empty waste stations
3 people
52
Keep tables clean
3 people
53
Check the restroom area
2 people
54
Check stock and coolers
2 people
55
Manage peak crowds
3 people
56
Answer allergen information questions
2 people
57
Announce final orders
2 people
58
Complete sales and distribution
6 people
59
Wave goodbye to visitors
3 people

Aftercare

60
Seal food leftovers securely
4 people
61
Close out the registers
3 people
62
Have food trucks leave
3 people
63
Collect waste
5 people
64
Wash the dishes and kitchenware
4 people
65
Clean tables and chairs
3 people
66
Sweep the grounds
4 people
67
Remove decorations and signage
3 people
68
Take down party tents
4 people
69
Remove lighting and cables
3 people
70
Inventory materials
2 people
71
Return borrowed items
2 people
72
Empty coolers
2 people
73
Distribute leftover food
2 people
74
Leave the site clean
4 people
75
Record damaged materials
76
Remove unclaimed items
2 people

What to bring

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

Furniture

Party tentsqty 4
Beer tablesqty 12
Foldable tablesqty 10
Folding chairsqty 80
High tablesqty 12
Tableclothsqty 22
Market tablesqty 10

Equipment

Coolersqty 8
Electric Coolersqty 4
Food warmersqty 8
Hot platesqty 6
Extension cordsqty 12
Power stripsqty 8
Cable reelsqty 6
Cable matsqty 12
Payment terminalsqty 6
Mobile phonesqty 4
Walkie-talkiesqty 8

Lighting

String lightsqty 10
Work lightsqty 6
Batteriesqty 24

Tableware

Reusable platesqty 250
Reusable bowlsqty 150
Reusable cupsqty 400
Coffee cupsqty 100
Knivesqty 250
Forksqty 250
Spoonsqty 200
Serving spoonsqty 20
Pliersqty 20

Kitchen

Cutting boardsqty 12
Chef's knivesqty 12
Mixing bowlsqty 12
Measuring cupsqty 6
Serving plattersqty 24
Aluminum baking traysqty 20
Aluminum foilqty 6
Cling filmqty 6
Food containersqty 30
Ice packsqty 30
Kitchen scalesqty 4
Thermometersqty 6
Kitchen glovesqty 30
Apronsqty 30
Hair netsqty 50
Disposable glovesqty 1000
Jerry cansqty 8
Water stationsqty 4

Cleaning

Waste binsqty 16
Waste binsqty 6
Hand broomsqty 6
Dustpansqty 4
Mopsqty 6
Bucketsqty 8
Cleaning glovesqty 12
Hand soap dispensersqty 8
Handwash sinksqty 4
Sanitizer pumpsqty 8

Decorations

Menu boardsqty 12
Allergen cardsqty 30
Route signsqty 12
Directional signsqty 10
Chalkboardsqty 12
Bollardsqty 20
Barrier tapeqty 6
Table décorqty 20
Buntingqty 12
Wristbandsqty 500
Price labelsqty 100

Catering

Groceries

Safety

First aid kitsqty 2
Fire extinguishersqty 6
Heat-resistant glovesqty 12
Safety vestsqty 12
Flashlightsqty 8

Tips

Book food trucks and stalls before sending invitations, then set a firm deadline for menus, prices and allergen information. Build the public food list only after every supplier has confirmed what they can serve.
Draw the site map around queues and utilities, not just the serving points. Mark food stalls, tables, seating, waste stations, parking signs, power points and cable routes so extension cords and cable mats do not cross busy walkways.
Allow at least 60 minutes before opening to test payment terminals, power strips, coolers, food warmers and hot plates. Keep fresh products chilled until service and assign one person to check temperatures and restocking.
Give each supplier and volunteer a written arrival time, unloading point and contact number at least 3 days beforehand. A short briefing on queues, dietary questions, waste and closing duties prevents last-minute decisions on site.
Prepare payment and change before the event day, and check the weather forecast 24 hours before opening. If tents, lighting or extra tables are needed, confirm them early rather than trying to source equipment during setup.

Frequently asked questions

How long does it take to organise a street food festival?: Allow at least 8 to 12 weeks for a small festival. That gives you time to confirm the site, check permits, book food trucks, collect menus and allergens, and send invitations before the final setup week.
How many food trucks do I need for a street food festival?: Start with about 1 food truck or stall per 75 to 100 expected guests, depending on menu complexity and serving speed. For 300 guests, plan on roughly 3 to 4 vendors and confirm their queue capacity in advance.
When should I check permits for a street food festival?: Check permit and notification requirements before signing supplier contracts, ideally 8 to 12 weeks ahead. Requirements vary by site and local authority, so leave at least 2 weeks for follow-up questions or missing documents.
How much power is needed for a street food festival?: Ask every supplier for their equipment wattage at least 3 weeks before the event, then map the total load by power point. Do not rely on one extension cord; use suitable cable reels, power strips and cable mats, with a qualified person checking the connections.

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.