Event Organizer Guidelines

SIFTA has worked with hundreds of events across Southern Idaho. The following guidelines will help ensure a smooth and successful food truck experience for both event organizers and vendors.

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Estimated Attendance

A helpful rule of thumb when planning food trucks is:

1 truck for every 100–200 attendees if most guests will be eating.

• Fewer than 100 attendees can make it difficult for trucks to operate profitably.

• More than 200 attendees per truck may lead to long lines and slower service.

Providing accurate attendance estimates helps food trucks plan staffing and inventory.

Event Fees

Food truck fee structures vary depending on the event.

• For casual gatherings or community events, trucks are often not charged a fee.

• Larger or organized events may charge up to 10% of net sales or a flat vendor fee.

Event fees depend on factors such as:

• event size

• number of participating trucks

• expected attendance

• marketing exposure

Some trucks have minimum sales requirements, so clear communication about fees helps vendors determine if an event is a good fit.

Attendance Information

Food trucks prepare food, staffing, and supplies in advance. Any information you can provide will help vendors prepare appropriately, including:

• estimated attendance

• past attendance numbers

• ticket sales or pre-registration totals

Accurate information helps ensure trucks bring enough food while minimizing waste.

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Load-In and Setup

Load-in time affects staffing and operating costs for food trucks.

Ideally:

• Trucks should be able to set up approximately 1 hour before service begins.

• Load-in windows and parking instructions should be communicated well in advance.

This allows vendors to arrive prepared and serve customers efficiently.

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Event Layout Considerations

Proper layout helps keep lines manageable and improves the overall event experience.

Helpful tips include:

• Stagger savory and dessert trucks so crowds are evenly distributed.

• Confirm the size and space requirements of each truck.

• Remember that many trucks serve from the passenger-side window, though some can serve from either side.

Understanding these details helps create a smooth and organized layout.

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Power Requirements

Some food trucks require electrical power while others operate independently.

If power is provided:

• Ask vendors about power needs in advance.

• Avoid placing multiple high-power trucks on the same circuit.

• Confirm outlets and plug types are compatible.

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Food and Beverage Sales

Some events provide their own beverages or snacks as part of fundraising efforts.

If this is the case, please communicate clearly during booking if:

• drink sales are restricted

• another vendor is providing beverages

• other food vendors will be present

Clear expectations help trucks plan their menus appropriately.

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Fundraisers and Donations

Many food trucks support charitable events and fundraisers.

Common fundraising structures include:

• donating a percentage of total sales

• donating a percentage from a specific menu item

• adding a small donation amount to each purchase

• donating food directly to an event

While food trucks regularly support community causes, they are small businesses and may not be able to participate in every fundraising request.

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Marketing and Promotion

Successful events rely heavily on promotion.

Event organizers should share promotional details with vendors, including:

• event website

• social media pages

• promotional graphics

• event hashtags

Food trucks will often promote events through their own social media channels. Working together helps increase attendance and create a better event experience.

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Booking and Lead Time

Food trucks frequently book events months in advance. The earlier vendors are contacted, the more likely they will be available for your event. Providing sufficient lead time helps ensure the best selection of trucks for your event.

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Working with SIFTA

SIFTA acts as a central point of contact for event organizers looking to connect with professional food trucks across Southern Idaho. If you are planning an event and would like help coordinating food trucks, please contact us at: [email protected]