How to book a food truck for your event

The six steps

1. 1

   Nail the brief

   Date, guest range, serving window, the occasion and a budget per head if you have one. Vague briefs get vague quotes; this one paragraph of detail is what turns "from £x" replies into real numbers.

2. 2

   Check your site

   A truck needs to physically get in and park somewhere sensible. Check gate widths, overhead clearance, whether the ground takes a vehicle in wet weather, and where the truck would serve from. If the land is not yours, get permission from the venue or landowner before you book anything.

3. 3

   Send one proper enquiry

   Include everything from steps one and two. On FeastQuote, one enquiry goes to approved caterers who match your area and the kind of food you want, and they reply to you directly. However you enquire, the same rule applies: the better the brief, the better the quotes.

4. 4

   Compare quotes on more than price

   Check what each quote includes: the serving window, what happens if service runs long, dietary cover, staff numbers, and the wet-weather plan. The cheapest quote that cannot actually feed your guest count inside your window is not the cheapest quote.

5. 5

   Check the paperwork

   Ask about their food hygiene rating and check it yourself on the Food Standards Agency's ratings site. Ask for public liability insurance, and a gas safety certificate if they cook on LPG. Established traders are asked for these constantly and many venues require them anyway.

6. 6

   Confirm in writing

   Deposit amount, balance due date, cancellation terms, arrival and setup time, finishing time, and the agreed menu and guest count. A short email covering those points protects both sides.

The site checklist most people skip

• ✳Pitch: flat, firm ground, roughly the footprint of a large van plus serving space.
• ✳Access: gates, arches, trees, and the route from road to pitch.
• ✳Power and water: what the truck needs versus what your site has. Many are self-sufficient; always ask.
• ✳Permission: venue, landowner, or the council if it is public land.
• ✳Neighbours and noise: generator hum and finishing times matter in residential spots.
• ✳Waste: who takes the rubbish, and where the truck can dispose of grey water.

Frequently asked questions

How far in advance should I book a food truck?

As soon as your date is fixed. A couple of weeks is tight but sometimes workable; a few months is comfortable, and summer Saturdays go earliest. Enquiring costs nothing, so send your real date and let caterers tell you their availability.

Do food trucks cater private parties or just festivals?

Private parties, weddings, corporate days and festivals are all standard work for food trucks. For private events the truck usually serves a fixed guest list within an agreed window, priced per head with a minimum spend, rather than selling to the public.

What documents should a food truck have?

Ask about their food hygiene rating (you can check it yourself on the Food Standards Agency's ratings site), public liability insurance, and a gas safety certificate if they cook on LPG. Established traders are used to being asked and many venues require these documents anyway.

How do food truck minimum spends work?

The minimum spend is the smallest total booking the trader will attend for, covering the vehicle, crew and travel. If your guest count times the per-head price is below it, you pay the minimum. Small gatherings are still bookable; the per-head cost just rises.