5 Steps to Booking a food Truck
Based on the experience of the trucks of the Grand Rapids Food Truck Association (GRFTA), we have compiled a list of the items our members have learned create a successful event
1. Finalize your guest count, date & budget
To book, let us know your guest count, date, location, and available utilities. Is the event prepaid or self-pay? If self-pay, will there be any free food or drinks? Some trucks will request a minimum sales guarantee.
Visit Foodtrucksgr.com!
Browse our food truck members. Select the trucks you'd like a quote from—we recommend one truck per 200 guests. GRFTA offers savory food, drink, and dessert options!
3. Book your favorite food truck or two!
Review your catering quotes, find your match, and confirm the truck. Some trucks may require a deposit to hold your date and/or may have minimums. Does your city require a mobile vendor permit? GRFTA members have their health permit, insurance, and food safety training.
Leave the catering service to our members!
You’ve got plenty to focus on while planning your event—let us take care of the food! Our food truck will deliver a delicious and hassle-free catering experience that your guests will love. Relax, enjoy the moment, and make great memories!
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Things to think about and discuss with your truck/s.
Logistics of the event:
Load in times: Please keep in mind how load-in times impact our business. We pay our employees from the time of load in. Ideally, all trucks will be in position 1 hour prior to the start of the event. If special temporary food facility permits are required, trucks should be in place and ready for health department inspection 2 hours prior to the event. Please communicate load in times 2 weeks in advance. Trucks need to schedule employees’ hours 1-2 weeks in advance. Without knowing the load-in times, it makes scheduling very difficult.
Specific items to be aware of:
Layout of trucks: Consider staggering savory and sweet trucks so that they are evenly spaced out.
Power usage: If you are going to provide power for food trucks, make sure to ask each truck well in advance of their power usage so larger trucks pulling more amps aren't on the same breaker or generator.
Size of trucks: Food trucks vary in size so during application process, make sure to ask trucks of their dimensions.
Service windows: Most food trucks serve out of their passenger side window, however some have the ability to serve out of both. Make sure to ask trucks what size they serve out of before making layout. Make sure there is enough room for trucks to turn around if necessary so service window can accommodate.
Drinks: There are often times that event organizers sell drinks (soda/water) as a way to make money for their organization. Please notify food trucks during the booking process if drink sales are not permitted.
Other food items at your event: Is the event selling their own food? Will there be other food vendors besides trucks? Is there another organization that will be selling $1 hot dogs? These items greatly impact food truck sales so please be as honest and upfront with food trucks as possible about all food being sold at your event. This includes the number of food trucks already hired.
Waste facilities:
Pay attention to the quantity and location of trash cans and restrooms to keep the area clean and in compliance with all codes and regulations. Restrooms for food truck staff.
Tables:
Tables are often a nice touch for your attendees/guests to be able to eat comfortably.
Marketing/Promotion:
Food trucks rely on social media and marketing for our business so we are very good at promotion. If your event has a website, Facebook page, twitter handle or artwork/poster, please share with food trucks at time of booking. We will post, tweet and market the event to our followers as best as we can and we expect event organizers to do the same for food trucks. Often times a food truck will research an event before committing to see if there is ‘buzz’ online about your event. If there is no information found online, there is a good chance that the public doesn't know about it and attendance may be low. We will do our best to market your event, but we need event organizers to do the same!
Booking/Lead Times:
Please keep in mind that food trucks often book their schedules months in advance. The more lead time you can give a food truck – the better!
https://socalmfva.com/organizers/
OrganizersInformation for Food Truck Event OrganizersBefore you decide whether a food truck event is right for you, please review this page.Where can I do food truck events?Currently Los Angeles County is the easiest place to do a food truck event for organizers. The majority of the trucks are permitted in LA County. Orange County has their fair share and the County HD works well with out-of-County trucks.Riverside and San Bernardino can be a bit tougher due to their regulations and distance from LA and OC. Every mile a truck drives costs around $0.45 cents in fuel, increasing their overhead for an event. This does not include additional employee costs. If you want to do an event in Riverside or San Bernardino, it’s best to start by calling their health departments.Based on the experience of the trucks of the Southern California Mobile Food Vendors’ Association (SoCal MFVA), we have compiled a list of the items our members have noticed help create a successful event.Number of attendees: The ideal ratio of attendees per truck is between 200 and 300 if everyone is expected to eat. With less than 200, it’s difficult for the trucks to make money. Over 300, the lines often get long and the customers are unhappy. If it’s not an “eating” event, that ideal ratio should double.Fee Structure: With all costs included, the trucks expect fees to be approximately 5-10% of their sales for the day. If the fee is over 10% of sales, then we need an exceptional sales day to make up for it. I know that a flat fee is often easier for the organizer. If that fee structure is chosen, please keep in mind the trucks would ideally need 10x that fee in sales—after paying our sales tax—in order to profit. If you choose a flat fee structure, we have recommended that our members ask for a guarantee of attendance. Please do not be surprised if you see this as many festivals have promised the world and delivered less than ¼ of the projected attendance.Attendance estimates: Often, food trucks have to prepare their food days in advance. If attendance is higher than anticipated, vendors run the risk of selling out well before the end of the event. Customers will go home angry and trucks will not have capitalized on all possible sales. Conversely, if tickets are selling slower than anticipated, the trucks may have to throw away product. For example, most trucks threw away hundreds of dollars of food after attendance at the OC Foodie Fest was far below expectations. If you can provide estimates of attendance the Monday before, and then 48 and 24 hours before the event, it will help the trucks prepare appropriately.Logistics of the event:Load in times: Please keep in mind how load-in times impact our business. We pay our employees from the time of load in. Ideally, all trucks will be in position 1 hour prior to the start of the event. If special temporary food facility permits are required, trucks should be in place and ready for health department inspection 2 hours prior to the event. Please communicate load in times 2 weeks in advance. Trucks need to schedule employees’ hours 1-2 weeks in advance. Without knowing the load-in times, it makes scheduling very difficult.VIP Times: We understand that VIP tickets are important to some customers and profitable for the venue. VIP times are not profitable for the trucks because we are feeding only a handful of people. Please limit VIP times to half an hour. The customers will get to eat their pick of 2-3 trucks without lines, the organizers make money, and the trucks break even.Organization: The most successful festivals have impeccable organization. The day is scheduled to the minute, truck locations are clearly marked, and everyone knows what they are supposed to be doing at all times of the day. Specific items to be wary of are:Layout of trucks: Plan for the most popular gourmet food trucks to have longer lines that others.Waste facilities: Pay attention to the quantity and location of trash cans and restrooms to keep the area clean and in compliance with all codes and regulations.If you wish to contact multiple trucks, please fill out the contact form here: FORM
For Larger events reach out to us directly