How to Book a Food Truck for Your Wedding

Posted: , in Wedding Ideas

This blog is part of a wedding series. If you have not done so yet, check out our other articles on Benefits of Food Truck Catering, Choosing a Food Truck, and Cost of Food Truck Catering!

Now that you've decided to go with food truck catering and have narrowed down your options, it's time to start requesting quotes to book a truck. In this article, we will break down the booking process and provide helpful insights on how to request quotes from different vendors.

In this piece, we will cover:

Checking Availability
Reviewing Quotes
Sharing your Budget
Booking your Food Truck

Checking Availability

Before diving into quotes, let's discuss availability. The first step in booking a food truck is to find out if the company is available to cater on your desired date.

It's recommended to contact caterers at least six months before your wedding, but it's best to start your food truck search as soon as you set your date. Many food truck companies operate only one truck, so popular dates fill up quickly (we're looking at you, third Saturday in June).

Reviewing Quotes

To request a quote, you will need to share some details with the food truck. Even if this info is not finalized yet, the truck will need a general idea of what they are quoting for, including:

Estimated Headcount
Event Location
Idea of Menu
Service Date & Time

While these details may still be up in the air, it’s important to give the same information to all the companies you contact to ensure fair comparisons of their quotes! Be sure you look at what all is included in the price, including equipment and menus.

Once you have sent these requests out and the proposals start coming in, you'll need to start comparing them. When reviewing, ensure that each potential food truck has the correct details regarding your event. Now is the time to be sure you have the answer to the following:

Can the food truck serve at my location?
Can the headcount be adjusted after booking?
When does the menu need to be finalized?
What all is/ is not included?
Is the food truck licensed and insured?
Are there any suggestions for the menu?
How much is the deposit?
When is the final payment due?
What is the policy on things like cancellations and rescheduling?
Am I able to try the food ahead of time?
How is food typically served?
How much room is needed for the food truck to park?
Do I need to provide electricity?
Can the truck be parked indoors (if relevant)?

Caterers should be open to discussing any of these details with you. If they are unwilling to answer these inquiries, it may be best to look elsewhere.

If the reception will be held at a venue other than a private residence, make sure to confirm that the venue allows food trucks. Important details to find out from the venue include:

Can I have food trucks serve at this location?
How much room is there for the truck(s)?
Where are they allowed to park?
Are there additional requirements (like insurance)?
Are there water or electrical hook-ups? What kind?
Are there additional fees?
Anything I need to communicate with truck about?

Sharing your Budget

Share your budget and overall vision for the service with your vendors. This helps ensure you get what you want and addresses any concerns from the get-go. Many people feel uneasy discussing money because they fear being overcharged. When you hire a caterer, trust is key. Don't book with them if you're concerned they might overcharge you. Otherwise, you may worry about whether they'll show up, if they'll deliver what was contracted, or how they'll treat your guests.

Sharing your budget allows the food truck to provide the best options for your group size. You may receive more food, a better menu, or add-ons you didn't know were available. Additionally, being transparent about your budget can prevent you from dismissing a food truck based on a single quote when there might be other options you didn't know about.

Communicating your vision upfront can save you time and frustration if you find out the truck can't meet your needs or serve the way you want!

Booking your Food Truck

After getting some quotes and finding out a little more about the trucks' services and policies, you will probably have a good idea of the truck(s) you would like to hire. While different for each truck, the booking process should be pretty short and simple.

Deposits and/or signed contract are often required to book a food truck. This is a standard practice among all types of vendors. While you may come across some companies that do not ask for a deposit, it is generally wiser to choose a vendor that does.

When a vendor does not require a deposit or written contract, potential issues can arise. Without these safeguards, you may have limited options if the food truck fails to show up or does not deliver what they promised. Although it is important to trust your caterer, paying a deposit serves as an official form of booking and provides you with the necessary protection in case of any problems.

People often confuse “confirmed availability”, “accepting a quote”, “approving the proposal” and similar language as a verified booking, but it is not. Be sure you double check what the company requires to book and always get a booking confirmation in writing.