The Complete Food Truck Event Planning Checklist
Organised by timeline — from the first enquiry months out to the day itself. Use this as a reference to make sure nothing falls through the cracks.
3–6 months out
This is when popular operators for peak-season weekends fill up. Getting in early doesn't mean committing — most operators are happy to discuss provisionally while you're still finalising the details.
- Confirm your event date and venue
- Decide on your catering format: one truck, multiple trucks, food truck plus dessert or coffee cart
- Set a catering budget
- Check whether your venue allows food trucks and has suitable access (space, power, water)
- Start browsing food trucks on SIFoodTrucks and shortlist 2–3 options
- Send initial enquiries with your event date, location, expected guest count, and any dietary requirements
4–8 weeks out
By this point you should have quotes back and a clear picture of what each operator offers. Now is the time to decide and commit.
- Compare quotes and select your operator(s)
- Confirm all event details with your chosen operator in writing
- Pay your deposit to secure the booking
- Discuss dietary requirements in detail — give the operator specific numbers, not just "a few"
- Confirm the service window: start time, end time, and when the truck needs to arrive for setup
- Ask about setup requirements: power access, water, parking space dimensions
1–2 weeks out
A quick check-in at this stage avoids surprises on the day.
- Confirm final guest numbers with the operator
- Share any changes to dietary requirements
- Confirm the truck's arrival time and the access route to the venue
- Brief your venue coordinator or event manager on the food truck setup
- Ensure the truck's parking space will be clear on arrival
- Double-check your booking confirmation has all the correct details
Start your search now
Browse South Island food truck operators, check availability, and send your first enquiry.
Browse food trucksDay before
- Send a quick confirmation message to the operator
- Ensure the venue is accessible and any gates, barriers, or locks are managed
- Clear the truck's parking and setup area
- Have the operator's mobile number saved and easily accessible
On the day
- Be on-site when the truck arrives — allow 30–60 minutes for setup before service begins
- Show the operator the site: power access, water supply, waste management
- Announce the service window to guests so they know when food is available
- Have a point of contact available throughout service in case anything comes up
- Let the operator run the service — that's what they're there for
The most common issue on event days is access — a gate that was supposed to be open, a car parked in the truck's spot, or a power outlet that doesn't work. A quick walk-through the evening before eliminates most of these.
After the event
- Pay the remaining balance if not pre-paid
- Leave a review for the operator on SIFoodTrucks — it helps other event planners and supports local operators
- Note what worked and what you'd do differently for next time
Frequently Asked Questions
- What if the operator cancels at the last minute?
- It's rare, but it happens. Operators on SIFoodTrucks are encouraged to maintain a cancellation policy and communicate early. If you're booking for a large or high-stakes event, it's worth having a backup operator in mind — shortlist two and know who to call. Your deposit should be refundable if the operator cancels.
- Do I need public liability insurance?
- Most venues require event organisers to hold public liability insurance. This covers you if a guest is injured at the event. Your food truck operator should hold their own public liability insurance covering their equipment and service — ask for a copy of their certificate of currency if the venue requires it.
- Can the food truck operator handle their own waste?
- Most operators are self-sufficient with cooking waste and packaging, but they'll need access to a rubbish bin or skip for general waste. Discuss this when you confirm — especially for outdoor venues where there may be no bin infrastructure.
- What do I do if the food or service isn't right on the day?
- Speak to the operator directly and calmly during the event if something is wrong — most issues can be resolved on the spot. If you're not satisfied after the event, raise it through SIFoodTrucks and leave an honest review. The review system is the most useful feedback mechanism for operators and future customers alike.
- How much space does a food truck need?
- A standard food truck needs approximately 6–8 metres of length and 2.5–3 metres of width for the truck itself, plus 3–5 metres of clear space at the service window for a guest queue. Make sure there's also vehicle access — a truck that can't turn around may need to reverse in. Check with your operator for their specific dimensions.
Find a food truck
Ready to find your food truck?
Browse the full directory of South Island food truck operators and send a booking request. Most respond within 24 hours.