While we are new to the Food Truck business, we are not new to capacity planning. I, the owner, Chris, spent many years in IT planning and executing projects and capacity planning is pretty straight forward for just about anything. You just need to know what you are planning for. In the case of events where you want a Food Truck or two, there are some pretty simple things we have figured out on our own. We also validated some of this through some internet research, and we’ve compiled some of the information in one place for event planners to hopefully use. Also, I get it, you want variety so you want multiple trucks, but that usually ends up hurting each food vendors ability to have a decent sales day. If you have other input please do leave some comments to help others. So let’s get to it and help everyone in the process.
Know The Attendance Numbers
The first thing you may always here a truck owner ask you when you call or post on FaceBook that you are looking for a truck is “how many people are you expecting?”. This should be no surprise, the number of mouths to feed is the same as catering really. If you do not know this as a planner, do your best to get a number. If you are completely not sure, you might want to figure out how you can get numbers before booking any trucks. What’s your marketing plan, invites, ticket sales, online reservations, RSVPs, etc. This is probably the most key piece of information that drives the rest of the decisions.
- Key Note: Accurate attendance estimates are vital
Consider Complimentary Trucks
Instead of thinking just “Food”, think about trucks with specific offerings. Even if you have a small event, you can have one “Food” truck and a “Desert” truck like ice cream or even a lemonade truck. This gives people completely different options and for the food truckers, each complimentary offering helps the other. There is zero competition especially in a small event, and everyone wins. Your attendees get food and desert and beverages, and the food vendors can share in the marketing of the event on co-hosted FaceBook events.
- Key Note: Think about complimentary vendor options with food, like drink truck, desert truck, etc
Know Your “Window Open and Close” Times
Trucks take time to setup. Some are faster than others. Our truck is a 90 minute setup and breakdown. This is for us to heat equipment, heat food to temperature before maintaining it, and wait for things to cool down to drive home and clean. Other trucks might be more or less time. Knowing when you would like the trucks to “Open the window” and when they can close it is super helpful to those you contact. They can back out of that time to figure out their arrival and staffing requirements.
Key Note: Timing is everything, articulate open and close times
Know The Parking Situation
Some trucks are harder to physically get level than others. Our truck has a deep fryer on board and needs to be fairly level. We have automatic jacks and ramps, but too great a slope will always be a problem and we might not be able to setup. If you can have photos, or even a short video of the intended parking area(s). Even the surface matters, grass, vs gravel for example. You may not want our 16,000 pound truck with hydraulic jacks on your grass. The jacks may need additional blocks to get stable and not just create a hole in the soil. These are the little things that are hard to figure out.
Also be sure to get the dimensions of the trucks, have information on the spot(s) where you plan to put them dimensions wise. For example our rig is 30′ long, 8.5′ wide and 13′ tall with the hood fans. Trees and other obstructions could be an issue for us to setup, and yes it has happened and caused issues. Finally know if a trailer can unhook or not, and if someone sells out can they get out and leave before the end of the event or not.
- Key Note: Help the truck owner understand how parking will be and the size of the area for the truck(s)
Power Or Generator
Sometimes this is a fixed variable. Private parties usually do not have the power hookups for a truck our size, but consider the use of the generators. How loud are they, are they external or built in, etc. You may not want the extra noise, but this can also determine where you want to park them for noise and/or exhaust. If it is a bigger event be sure to ask the specific power, and receptacle the truck needs. This has been an issue for us in the past, and not all 50a 220v outlets are the same and we can’t run on less than that power.
Key Note: Understand how the truck will be powered
Permits, Licenses, & Insurance
You may just assume that any truck you contact is fully licensed and permitted, but that may not be the case. There are situations where things lapse, or they are in process, but it is important to ask prospective food vendors for copies of their current paperwork. Do not just assume everyone has things in line, you have to do your due diligence as well. After all it is your event and you should ask for copies. This may seem like a “sad” step to take, but a necessary one, but let’s face it you would not hire a construction company who wasn’t properly licensed, and insured right? Why would you do that with food you want served to people?
- Key Note: Obtain copies of all licenses, permits, and insurance paperwork
Understand Any Minimums or Fees
This one goes both ways. If you are planning a “paid” vendor event, be very clear on your requirements. If you would like to please see our other article on the flaws with a percentage based fee events. If you are charging for your event, make the fee reasonable. You might find it interesting. On the flip side, if it is a private event or party, understand like any caterer, food trucks may also charge a minimum. This is to cover their food costs, staffing, fuel, propane, etc. Usually if you plan accordingly and have the right number of trucks this is a non issue. Most minimums are reasonable and you should not be surprised.
- Key Note: Both parties need to be clear on minimums or fees, and be reasonable
Know How Will People Pay
This may seem obvious, but with our truck we can offer different options. I do not mean cash or card, I mean if it is a private event, do you just want your attendees to order off the menu and pay at the window individually? We can also do an option where you “pre-buy” the items you want and we offer a special menu. Since the food is pre-paid (like catering) attendees can still order at the window, food is prepared to order, but they do not pay for their meal. At the end of the event you get the extra food. Again, this is similar to a catering setup only you have a truck on premises. We will start talking more about how we do this soon
- Key Note: Think about how attendees will pay for meals (not card vs cash) but pre-paid or pay individually
So, How Many Trucks Do I Book?
This all brings us to the main point after all these other considerations for you to know before calling any truck. After our own experiences and doing the research we found some common themes. Understand this can change if it is a purely “food” event, or something with other vendors. Also remember not everyone that attends will be hungry.
- Typically have one food truck per every 200-300 guests for an “Eating” event
- For a “non-eating event”, then one food truck per every 400-500 guests
- Consider complimentary trucks, this can enhance things and still work for smaller events
- Give the first one you call first right of refusal if your event is smaller
- Remember, not every guest is going to eat
If you start calling trucks and your event is smaller (under 300 people), give the first one you call a first right of refusal before contacting others as a courtesy. Since you will only need one truck, they should be able to get back to you in a day or so before you move on to making other calls and end up having too many that want to do your event. You can’t have them all or it will be too many. If you take the time to wok through all these kinds of considerations as an event planner, you will make your life so much easier as well as the lives of the food truckers you will reach out to.
Our truck is BIG and based on accurate attendance numbers, and our staffing levels we can feed a LOT of people and we include a decent variety of items on our menu as well that accommodate 90% of folks.
If you have things to add, please do leave comments below and Contact Us if you have events you are looking for a Truck!
