Street Food Festival Checklist

A street food festival needs more than food trucks and a few tables. You need to confirm the site, permits, power supply, vendor instructions, payments, dietary information and waste arrangements before the event day. This checklist puts the work in a practical order, from booking stalls and mapping the site to chilling fresh products and setting up signs. Use it to see what must be decided early and what can wait until the final 24 hours.

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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
Book food trucks and stalls
2 people
Check permits and notifications
Determine power points and connections
2 people
Create site map
2 people
Send supplier instructions
Send invitations
2 people
Process registrations
Collect dietary requirements
Make reservations
Put together the food and drink menu
2 people
Collect allergen information
2 people
Design price lists
Prepare payment methods
2 people
Assign volunteers
Brief suppliers and volunteers
2 people
Check the weather forecast
Check the shopping list
2 people
Do the shopping
3 people
Store fresh products chilled
2 people
Get cash and change
2 people
Collect materials
3 people
Set up route and parking signs
2 people
Clear the site
4 people
Place waste stations
3 people
Build party tents
4 people
Set up tables and chairs
4 people
Lay out power cables safely
3 people
Hang lighting
3 people
Set up food trucks
3 people
Set up the stall tables
4 people
Fill coolers
3 people
Chill drinks
3 people
Set out snacks and ingredients
5 people
Lay out crockery and cutlery
3 people
Place allergen cards
2 people
Place menu boards and price lists
2 people
Test payment points
2 people
Refill handwashing stations
2 people
Check the grounds and walking routes
3 people
Give supplier briefing
3 people
Prepare for opening
2 people

Event

Welcome visitors
4 people
Staff the information desk
2 people
Take orders
6 people
Prepare dishes
12 people
Serve dishes
8 people
Serve drinks
4 people
Refill drinks
3 people
Restock plates and cutlery
2 people
Empty waste stations
3 people
Keep tables clean
3 people
Check the restroom area
2 people
Check stock and coolers
2 people
Manage peak crowds
3 people
Answer allergen information questions
2 people
Announce final orders
2 people
Complete sales and distribution
6 people
Wave goodbye to visitors
3 people

Aftercare

Seal food leftovers securely
4 people
Close out the registers
3 people
Have food trucks leave
3 people
Collect waste
5 people
Wash the dishes and kitchenware
4 people
Clean tables and chairs
3 people
Sweep the grounds
4 people
Remove decorations and signage
3 people
Take down party tents
4 people
Remove lighting and cables
3 people
Inventory materials
2 people
Return borrowed items
2 people
Empty coolers
2 people
Distribute leftover food
2 people
Leave the site clean
4 people
Record damaged materials
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

Confirm the date and location before booking food trucks. Then check permit requirements, power connections and access for every stall, because late changes can affect the whole site plan.
Create the site map at least 2 weeks before the festival. Mark food stalls, seating, waste stations, power routes, parking signs and clear walkways so suppliers know where to unload and set up.
Collect dietary requirements and allergen information before finalising the menu. Give each supplier written instructions and display clear price lists so guests do not have to ask at every stall.
Plan electricity by listing every cooler, hot plate, food warmer, payment terminal and light. Keep extension cords and cable reels away from walkways with cable mats, and test the setup before opening.
Prepare cash, change, payment terminals, chilled storage and serving equipment on the day before. Check the weather forecast 24 hours ahead and adjust tents, lighting, seating and volunteer assignments if needed.

Frequently asked questions

How far in advance should I organise a street food festival?: Start at least 8 to 12 weeks before the event. Book food trucks and stalls early, then allow time for permits, supplier instructions, registrations, dietary requirements and the site map.
How many food trucks do I need for a street food festival?: A practical starting point is 1 food vendor for every 75 to 100 guests, depending on menu complexity and serving speed. For 300 guests, plan roughly 3 to 4 vendors and confirm their expected queue capacity.
When should I check power for a street food festival?: Check power points and connections as soon as the location is confirmed, ideally 6 to 8 weeks before the event. Test the full setup at least 1 day before opening, including coolers, food warmers, payment terminals and lighting.
What should I prepare the day before a street food festival?: Collect materials, prepare payment methods, get cash and change, chill fresh products, check the shopping list and brief suppliers and volunteers. Complete the weather check within 24 hours of the event so the final setup can be adjusted.

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