Guest Attendance and # of Trucks: This greatly depends on the type of event you’re hosting and the amount of people you’re anticipating. The ideal ratio of attendees per truck is between 100  and 200 if everyone is expected to eat. Over 300, the lines often get long and the customers are unhappy. If it’s not an “eating” event, meaning the food trucks are an addition to the actual event and activities going on there, that ideal attendance ratio should double to 500-750 people per truck.  Bottom line: If you want more than 1-2  food trucks at your event, you need to have either the crowd or finances to justify it.

How Much Does it Cost: Are you hosting a large scale event, open to the public with 1000+ estimated guests? Or are you hiring a food truck for a private party in your backyard?

• By the event organizer:  You are hiring a food truck to cater your event; you contract with the food truck to serve a particular number of people within a certain budget or by a designated menu, or a combination of both.  This is the most commonly used method for private events and special occasions.

• By the attendees:  This is similar to street service. A truck or vendor is requested to provide service at a specific location or event, and the attendees then pay for food directly to the truck or vendor. Keep in mind that in this scenario, most food trucks will need to do 45-60 sales or more per hour. This payment method is most common for larger events or at locations where there will be significant foot traffic with many people looking for a variety of food options.  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 attendance is lower than anticipated, the trucks may have to throw away products.

• By minimum guarantee of sales: This is often the best solution for smaller events or to be able to have multiple food trucks at your occasion or event. The attendees pay for the food directly but the organizer agrees to guarantee a certain amount of sales.  The organizer pays the difference between the actual sales at the event and the guaranteed amount.

• As vendors of a larger event:  If asking a food truck or mobile food vendor to pay a fee to attend your event, keep in mind that most businesses in the Walla Walla Valley DO NOT request these. With all costs included, the trucks expect fees to be approximately 0-10% of their sales for the day.  If the fee is over 10% of sales, then they need an exceptional sales day to make up for it.  We know that a flat fee ($0 - $250) 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 events have promised very high numbers and delivered less than ¼ of the projected attendance.   

OPERATIONAL DETAILS: Are you hosting a large scale event, open to the public with 1000+ estimated guests? Or are you hiring a food truck for a private party in your backyard?

• Fee Structure: With all costs included, the trucks expect fees to be approximately 0-10% of their sales for the day.  If the fee is over 10% of sales, then they need an exceptional sales day to make up for it.  We know that a flat fee ($0 - $250) 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 events have promised very high numbers and delivered less than ¼ of the projected attendance.       

• Load in times:  Please keep in mind how load-in times impact mobile  businesses.  They  pay their 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. 

• Water/Power: Most  food trucks are completely self contained; meaning they contain their own source of power and water. Some trucks may request additional power to provide the best food truck experience for you, so it doesn’t hurt to ask. If the host has water &/or power on site, making it available to the food truck reduces the noise levels and smells emitted from generators.. Food Truck power sources include but are not limited to a standard household outlet (110V) or an RV styled outlet (120V)  Most trucks will supply their own serving items such as plates, napkins, and silverware, but it doesn’t hurt to double check with them upon booking.

Placement & Location:If there’s just one truck, put it close enough to the action that attendees don’t have to abandon the fun—but don’t forget to plan space for the line.

• Most food trucks can’t operate on an incline, so schedule a site visit to make sure the area is flat.

• Some food trucks come with additional breakout options, such as a cart for maneuvering into smaller spaces.

• If you have multiple food trucks, they do best when they are together. Please, do not place trucks by themselves in random spots throughout the event space. It’s always best to cluster them together so attendees can see all the options at once.

• Size of trucks:  Food trucks vary in size so during the 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 a layout.  Make sure there is enough room for trucks to turn around if necessary so the service window can accommodate.

• 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