Street Food Festival Checklist

A street food festival needs more than food trucks and a date. You have to coordinate permits, stall bookings, power, toilets, waste collection, deliveries, registrations and the visitor flow. Start with the site and supplier agreements, then work towards menus, dietary information and volunteer shifts. In the final week, check the forecast, confirm delivery times, chill groceries and prepare the equipment needed to open on time.

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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

Confirm date and location
2 people
Apply for permits
Book food trucks and stalls
2 people
Book music and entertainment
Confirm supplier agreements
Send invitations
2 people
Open registrations
Create a site map
2 people
Determine power points and cable route
2 people
Arrange waste collection
Arrange toilets and handwashing
Process registrations
2 people
Collect dietary requirements
Publish menu and prices
2 people
Schedule volunteers
2 people
Confirm deliveries and times
Check the weather forecast
Do the shopping
3 people
Store groceries chilled
2 people
Collect drinks and ice
2 people
Mark the area
3 people
Connect power supply
2 people
Build party tents
4 people
Receive food trucks
2 people
Set up the stalls
4 people
Set up tables and chairs
4 people
Hang lighting
3 people
Hang up decorations
3 people
Place menu boards
2 people
Test cash and payment points
2 people
Fill coolers
3 people
Prepare ingredients
6 people
Set out sauces and toppings
3 people
Set out tableware and cutlery
3 people
Set up waste stations
2 people
Refill handwashing stations
2 people
Check toilets
2 people
Conduct a safety check
2 people
Give supplier briefing
2 people

Event

Staff the entrance and information desk
2 people
Welcome guests
3 people
Serve at the food stations
8 people
Serve dishes
6 people
Serve drinks
4 people
Refill drinks
3 people
Refill ice
2 people
Keep buffet and tables clean
3 people
Empty trash bins
3 people
Collect tableware
3 people
Check stock
2 people
Serve diet meals separately
2 people
Inform guests about the schedule
Check lighting level
Process final orders
6 people
Guide guests to the exit
2 people

Aftercare

Close down the food trucks
4 people
Cool food safely
3 people
Sort and remove waste
4 people
Dismantle tables and chairs
4 people
Remove decorations and lighting
3 people
Wash dishes
4 people
Clean the grounds
5 people
Clear away coolers and supplies
2 people
Check borrowed items
2 people
Return materials
2 people
See off the food trucks
2 people
Collect lost and found items
Donate or dispose of leftovers
2 people
Process invoices and packaging

What to bring

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

Furniture

Party tentsqty 3
Foldable tablesqty 12
Beer tablesqty 8
Folding chairsqty 80
High tablesqty 8
Market stallsqty 6
Parasolsqty 4
Tableclothsqty 20

Tableware

Reusable platesqty 220
Reusable bowlsqty 160
Reusable cupsqty 300
Wine glassesqty 80
Cutlery setsqty 250
Serving spoonsqty 20
Tongsqty 20

Equipment

Coolersqty 8
Food warmersqty 6
Coffee machinesqty 2
Kettlesqty 2
Mobile card terminalsqty 4
Extension cordsqty 8
Power stripsqty 8
Cable reelsqty 4
Gas cylindersqty 6

Kitchen

Cutting boardsqty 12
Chef's knifeqty 8
Mixing bowlsqty 10
Measuring cupsqty 6
Kitchen tongsqty 12
Baking traysqty 8
Containers with lidsqty 30
Aluminum foilqty 6
Cling filmqty 4
Food thermometersqty 4
Dispenser packsqty 12

Decorations

Buntingqty 12
Menu boardsqty 10
Chalkboardsqty 8
Pavement signsqty 4
Directional signsqty 12
Table numbersqty 20

Lighting

String lightsqty 8
LED lanternsqty 12
Batteriesqty 24

Cleaning

Waste binsqty 12
Waste binsqty 4
Litter pickersqty 4
Bucketsqty 8
Spongesqty 12
Dish brushesqty 8
Mopsqty 6
Broom setsqty 4
Hand soap dispensersqty 8
Towel dispensersqty 8
Toilet brushesqty 4

Catering

Groceries

Tips

Start with the date, location and permit process before booking every supplier. Permit applications can take several weeks, so confirm the requirements for food stalls, music, temporary structures and gas cylinders early.
Draw the site map before planning the power route. Mark food trucks, market stalls, party tents, toilets, handwashing points, waste collection and cable runs so suppliers know exactly where to go.
Confirm each food supplier’s arrival time and power or gas needs at least 7 days before the festival. Check that you have enough extension cords, power strips, cable reels, food warmers and mobile card terminals for the planned setup.
Publish the menu, prices and dietary information before registrations close. Collect allergies and dietary requirements in one list, then give the final numbers to the relevant food stalls before they shop and prepare.
Build in a proper opening-day setup window: mark the area, connect power, build the party tents, receive the food trucks and set up the stalls before visitors arrive. Keep chilled groceries in coolers or other cold storage and collect drinks and ice on the same day.

Frequently asked questions

How far in advance should I organise a street food festival?: Begin planning at least 8 to 12 weeks ahead. Use the first weeks for the date, location, permits, food trucks, entertainment and supplier agreements; leave the final 7 days for confirmations and operational details.
How many food trucks do I need for a street food festival?: A practical starting point is 1 food outlet for every 75 to 100 expected visitors, adjusted for menu type and serving speed. Confirm the final number after registrations and check that the stalls offer enough variety without creating long queues.
When should I confirm street food festival suppliers?: Confirm bookings, delivery times, power requirements and equipment needs no later than 7 days before the event. Reconfirm arrival times and any last-minute changes again 24 to 48 hours beforehand.
What should I arrange for a street food festival besides food?: Plan permits, toilets and handwashing, waste collection, power, seating, tents, tableware, payment terminals, volunteers, music and clear site signage. Complete the site map and cable route before setup day so suppliers can work without blocking visitor access.

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.