Food trucks at events introduce excitement, flavor, and convenience to corporate events. They are a welcome break from traditional catering and enable visitors to choose meals that appeal to them. However, booking the right food trucks for event requires planning. Follow these do’s and don’ts to avoid hiccups and keep your team happy.
Do: Plan Your Menu Variety
Select trucks with diverse menus to accommodate everyone. Provide something like gourmet burgers, tacos, vegan bowls, or sushi. Mix cuisines to keep things different. For example, provide a BBQ truck and a salad or dessert truck. Never forget to ask about gluten-free, dairy-free, or nut-free to accommodate most dietary needs.
Don’t: Forget Permits and Regulations
Check local laws prior to reserving. Food trucks must usually obtain permits in most urban areas, especially business districts. Make sure the truck is health-licensed and insured. If your event is on private property, check with the location about noise restrictions or parking restrictions. Not doing this can lead to fines or cancellation at the last minute.
Do: Book Early and Confirm Availability
Busy food trucks reserve months in advance, especially during holidays or high seasons. Contact vendors early and pre-book dates with a deposit. Check arrival times and menus a week before the event. Have an emergency backup vendor.
Don’t: Ignore Logistics and Space
Food trucks need room to park, operate, and queue without blocking pedestrian traffic. Measure your parking lot and ensure trucks can fit. Ask vendors about power needs—some trucks need generators or electric hookups. Place trucks in shaded spots if available, and provide trash cans close by to keep things clean.
Do: Clearly Inform Guest Counts
Give vendors accurate attendance numbers so they bring enough food. Two trucks would be standard for 100 guests. Underestimating would result in wait lines or being out of food. Overestimating would waste food and money. Alert vendors if RSVPs change close to the event.
Don’t: Forget About Dietary Restrictions
Identify menu items with allergens such as nuts, dairy, or shellfish. Request trucks to keep cooking utensils separate for gluten-free or vegan foods. If there are a lot of guests with special diets, it may be worth hiring a separate truck for them. Unexpected allergies can destroy the experience—and your event.
Do: Negotiate Contracts Carefully
Review contracts for unsuspecting fees like travel fees, overtime, or weather-related cancellations. Confirm payment conditions (e.g., 50% deposit) and cancellation practices. Write it all down, including setup timing, menu selections, and names of contacts. Avoid vague terminology to prevent later disputes.
Don’t: Skip Tastings or Reviews
Never book a truck without tasting their food. Attend a public function where they are catering or request a tasting. Check online reviews to search for warning signs like slow service or if the quality is not maintained. A top-rated vendor is preferable to a vendor with no history.
Do: Prepare for Weather and Delays
Outdoor events need backup plans. Rent tents to shield guests from rain or sun if it is too hot, and order trucks to bring in more ice or cold drinks. Have an indoor backup space. Provide vendors with a weather forecast one day in advance so they can prepare accordingly.
For corporate events with 200+ guests, hire multiple trucks to minimize wait time. Serve quick foods like sliders or bowls. Schedule meal breaks apart if the party is during the day. Assign one personnel to manage vendor arrival and troubleshoot. Great catering for large parties keeps lines moving and moods positive.
Food trucks can turn a standard corporate event into a memorable one—if you plan. Keep variety, logistics, and clear communication at the forefront of your mind. Avoid last-minute bookings and bare-bones contracts. With these suggestions, you’ll satisfy hungry teams and impress your supervisors. Research vendors now, and your next event will be a hit!
