How to Book a Food Truck for Your Event: 7-Step Guide
Booking a food truck doesn't have to be complicated. Follow these 7 steps to find the perfect food truck and secure your date with confidence.
The 7 Steps at a Glance
- Define your event details
- Research food truck options
- Check availability and request quotes
- Review menus and tastings
- Ask the right questions
- Review the contract carefully
- Confirm logistics before the event
Step 1: Define Your Event Details
Before reaching out to food trucks, gather these essential details:
- Date and time: Include setup time and service duration
- Location: Address, venue type, and parking availability
- Guest count: Include a realistic estimate with buffer
- Budget: Know your total food budget
- Event type: Wedding, corporate, private party, etc.
- Dietary needs: Vegetarian, vegan, gluten-free requirements
Step 2: Research Food Truck Options
Find food trucks that match your event style:
- Local food truck directories: Roaming Hunger, Food Truck Finder
- Social media: Instagram and Facebook showcase menus and events
- Wedding/event venues: Often have preferred vendor lists
- Google reviews: Check ratings and recent feedback
- Ask for recommendations: Friends, family, event planners
Pro Tip
Look for food trucks with catering experience, not just street service. Catering requires different logistics, staffing, and menu planning.
Step 3: Check Availability and Request Quotes
Popular food trucks book 2-6 months in advance, especially for weekend events. When requesting quotes, provide:
- All the details from Step 1
- Any venue restrictions or requirements
- Whether you need additional services (drinks, desserts, etc.)
Request quotes from 3-5 food trucks to compare pricing and offerings. Don't just choose the cheapest option – consider experience, reviews, and menu fit.
Step 4: Review Menus and Consider Tastings
Most food trucks offer menu customization for catered events. Ask about:
- Signature dishes and crowd favorites
- Seasonal or event-specific menus
- Portion sizes and serving styles
- Options for dietary restrictions
For weddings and large events, consider scheduling a tasting. Many food trucks offer tastings for a fee that's applied to your booking.
Step 5: Ask the Right Questions
Before booking, ask these essential questions:
Logistics
- What power/space do you need?
- How early do you arrive for setup?
- What's your backup plan for weather?
Service
- How many staff will be on-site?
- What's included in the price?
- Can you accommodate late-night service?
Requirements
- Do you have liability insurance?
- What permits do you have?
- What's the minimum guest count?
Payment
- What's the deposit amount?
- When is final payment due?
- What's the cancellation policy?
Step 6: Review the Contract Carefully
A good catering contract should include:
- Date, time, and location of the event
- Detailed menu and pricing
- Guest count and per-person rate
- Service hours and overtime rates
- Deposit amount and payment schedule
- Cancellation and refund policy
- Insurance and permit information
- Contingency plans for equipment issues
Step 7: Confirm Logistics Before the Event
One week before your event, confirm:
- Final guest count and menu
- Arrival and setup time
- Contact information for day-of communication
- Venue access and parking details
- Power and water availability
- Any last-minute changes or special requests
Common Mistakes to Avoid
- ✕Booking too late: Popular dates fill up months in advance
- ✕Not checking venue requirements: Some venues have restrictions on food trucks
- ✕Underestimating guest count: Always add a 10% buffer
- ✕Ignoring reviews: Past client experiences matter
- ✕Not getting it in writing: Always have a signed contract
Ready to Book Your Food Truck?
Grilly Cheese makes booking easy. Tell us about your event and we'll handle the rest – from menu planning to day-of service.