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BOOKING US: The rules and regs
There are a number of things to consider when booking any food truck...
First and foremost , please, please, please be honest about your event! This is how we make a living and all food trucks work very hard for you.
Here are some basics that I hope will answer your questions and give you a guideline before booking myself or ANY other food truck.
Food trucks provide a great service to make your event special.
Food trucks are a great way to offer diverse food and beverage options. Plus, it’s easy for them to show up, set up quickly (and be in state health code compliance) at just about any location. With their popularity they often draw more attention and interest to events.
Mobile food vendors will often begin ordering and preparing for large events days in advance. Food trucks work hard to prep and have the proper amount of food for the number of attendees they expect to feed. As the event date approaches, it’s important for the organizer to communicate to each truck whether the expected number of attendees has gone up or down from the original estimate. Provide updates well in advance and up to 48 hours.
Number of trucks that should attend an event:
Often mobile food vendors will recommend that you have one food truck for every 200-300 attendees, if the event is focused around eating. If it is not primarily an “eating” event, that ratio should be closer to one food truck for every 400-500 attendees. For food trucks to have a successful event they need to average at least 40-60 customer per hour. This number can vary depending on numerous factors, but when deciding on how many food trucks to have at your event, make sure to think not just about the overall number of attendees, but also the number of attendees you expect to actually eat over the course of the event.
New events are a big risk for us because they have an unproven attendance.
So, if this is the first time you are holding your event please tell us!!!
Many food trucks will have to throw food away if it is not consumed.
Do NOT book "like type" trucks (ie. two coffee trucks, two BBQ trucks). It's boring and it cuts into everyone's profit.
Trucks are unhappy to see their DIRECT competitor there.
When hiring or requesting a food truck or mobile vendor for your event, trucks and vendors can be compensated in a number of ways.
Please understand, like any food service please TIP or we will feel you were unhappy with the service.
Also, smaller events might be competing with larger more established events for bookings.
This will make it much harder to find a truck to contract with.
By the event organizer:
This is similar to hiring a caterer; you simply 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.
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.
By vendors paying a fee:
If asking a food truck or mobile food vendor to pay a flat fee to attend your event, keep in mind that the truck or vendor will need to earn 10 times the amount of the fee.
A reasonable and often preferred alternative to a flat fee is for a food truck to pay between 5-10% of their sales at the event in lieu of the flat rate.
If you are holding an event which charges an admission to the general public, and where you are expecting the food trucks to be a major attraction and help draw in crowds, there should not be a fee for the food truck to attend. Food trucks should NOT be considered a money maker. Most of us are a small business that are not backed by a major corporate entity.
Please support us!
We still have to pay the tax man...
Example: -10% attendance fee then another -7% in tax.
It's a total -20% of our profit when we add credit card purchases with a fee of 3% too!
We give priority booking to events that have NO fees!
Our average ticket price is 1/2 to 1/3 less than a traditional food truck's, but we have the same overhead costs!
It's why you won't find many coffee trucks. So, if you ask for 10% and the "taco" truck gives you $150 it's because they made that much. You can expect more like $50 from us.
We might ask your event to lower our fee in comparison.
There must be a large attendance which means a minimum of 100 "sales" per hour.
If your event is smaller and you'd still like us to come,
you can guarantee our sales by making up the difference.
We need to know:
Again~ Is this your first time holding this event?
Will there be other trucks and how many?
~Do not duplicate types~
Are you advertising and promoting your event?
Is electric hook-up provided?
Is there a potable water supply nearby (only for very large/busy events)?
Does your event conflict with other bigger events of the same nature on the same date?
How many people are you expecting?
You Need to Know:
Trucks need to park on a level area without any incline and need to park on a good solid surface.
Most food truck's have overhead clearance requirements of 12' to 15' in height.
Make sure on the way there are no:
~Low Tree Branches, Low Bridges, Power Lines,
~Road weight restrictions~ St Paul corridor, a number of roads in Eagan
and many neighborhood roads in the spring are not allowed!
~Dirt Roads, Tight Turn Alleyways can be an issue. If a semi truck can get there then we can.
ABOUT our TRUCK
Our truck is 25-feet in length and 10-feet wide.
We do NOT jump curbs!
Please keep things GREEN and check to see if we can plug into a nearby 50 Amp electric receptacle outlet. (requires a special plug). This is the quietest option for your guests!!
Because my truck is equipped with specialized espresso equipment and delicate contraptions that need time to warm up:
~We can not have ANY incline where we park~ None, Zero, Nada
~We need to arrive 1 hour before service time and we can't move once we set up.
~We do not serve outside of Minnesota and we have a two hour or less drive time rule.
We are fully licensed and overly insured.
You can pay us with cash, credit or (for contracts only) by check.
There is a service fee for credit card payments.
Please pay us when we arrive.
I don't want to bother you later when you are entertaining your guests.
We have a minimum charge.
Additional charges are as follows:
~Outside of the City Area
~ Running the Generator
~ Late OR Additional service hours- more than 2
~Overage of guests
For Corporate and Private Events
We require a 1/2 payment commitment and signed contract to hold your date.
Your event will NOT be held or entered into our books until we receive BOTH.
It is first come first served.
Then we are committed to each other...ahhh!
This is non-refundable if you decide to cancel within one month of your event.
Please have a contact person ready who can direct us into the proper parking location.
We will need their cell phone number. Service starts and ends promptly on time.
Have your guests in line 1/2 hour before the finish of your event or they might miss out.
Many times we need to leave for another event.
There is one serving per person unless agreed upon- for an unlimited amount.
For large groups we will offer a limited menu to speed the line up
and ensure everyone gets served within the event time frame.
Companies interested in me "dropping by" for an employee "out of pocket" purchase
please know that I need more than 100 actual paying customers.
Honesty is the best policy, please do not fib!
~Did you invite another coffee, smoothie or food truck?
~Are you serving additional drinks or food?
Special thanks to "Food Trucks In"
EricW // 23 August 2013 How Many Food Trucks to Hire? - Useful tips! Food Trucks In