Ready to book a food truck but feeling overwhelmed by all the options? You’re not alone. Last month, Sarah, a corporate event planner in Columbia, was excited about bringing something different to her company’s summer celebration. She’d seen the energy food trucks brought – employees gathering around, laughing as they watched fresh funnel cakes being made.
But when she started looking into booking, questions flooded in. How much space do we need? What if it rains? Will we end up with a food truck that shows up late?
The decision to book a food truck can transform your event from ordinary to extraordinary, but only when done right. Food trucks bring fresh energy to any celebration, whether you’re planning a corporate gathering or hosting a private party.
This guide covers everything you need before you book a food truck. We’ll walk through choosing the right style, understanding costs, asking the right questions, and preparing your venue. Whether you’re planning a company celebration in Baltimore or hosting a family event in Annapolis, you’ll finish with confidence to make the perfect choice.
Before you book a food truck, here are seven things to get sorted:
Now let’s dive deeper into each of these considerations, starting with whether a food truck is right for your specific event.
Not every event is a perfect fit for food truck catering, and that’s okay. The last thing you want is to book a food truck and realize halfway through planning that it’s creating more headaches than excitement. Let’s figure out if mobile catering makes sense for what you’re planning.
Food trucks absolutely shine at outdoor events where people can move around and socialize. Company picnics, graduation parties, birthday celebrations, and block parties all benefit from that interactive, carnival-like atmosphere a food truck brings. There’s something about watching your funnel cake get made fresh that gets people talking and laughing together.
Corporate events work especially well when you’re trying to boost morale or celebrate achievements. Instead of another boring lunch meeting, employees get excited about heading outside to see what’s cooking. We’ve seen office teams bond over debating whether to get powdered sugar or cinnamon on their funnel cakes.
Wedding receptions and anniversary parties love food trucks because they create those memorable moments guests post on social media. Private events for 50-300 people hit that sweet spot where you have enough guests to justify bringing in a truck, but not so many that service gets bogged down.
If you’re hosting a formal indoor event where guests expect sit-down service with multiple courses, food trucks probably aren’t your best bet. Black-tie galas, business dinners with clients, or elegant indoor wedding receptions might feel awkward with a food truck parked outside.
Really small gatherings under 25 people often don’t make financial sense for food truck catering. Most professional trucks have minimum order requirements that work better for larger groups.
Here’s where many people get tripped up – your venue needs to actually accommodate a food truck. The good news is that some food trucks, like Funnel Fare’s mobile kitchen, are on the smaller side and can fit into compact spaces at venues where larger trucks might struggle. But you still need a relatively flat, stable surface and enough clearance for vehicle access.
The basic rule is simple: if a vehicle can get there, we can serve there. If your event is in a downtown area with narrow streets or limited parking, you’ll want to double-check access routes beforehand.
Weather plays a bigger role than most people think. While we operate rain or shine, outdoor events can get uncomfortable for guests in extreme weather. Having a backup indoor space or covered area helps keep everyone happy if Mother Nature doesn’t cooperate.
Once you’ve decided a food truck fits your event, the next step is understanding what you’ll actually pay.
Let’s talk money. Food truck pricing can feel like a mystery when you’re starting out, especially when different vendors quote you completely different ways. Some tell you a price per person, others want to charge by the hour, and a few throw out flat rates. Here’s how to make sense of it all and avoid surprise costs.
Most food trucks use one of three pricing approaches, and understanding which one you’re dealing with makes a huge difference.
Per-person pricing is the most straightforward – usually $8-15 per person depending on the menu and location. This works great when you have a solid headcount, but can get expensive if you’re the type who always invites “a few extra people” last minute.
Hourly rates typically run $200-500 per hour with a 2-4 hour minimum. This works well for events where people trickle in over time rather than everyone eating at once. Corporate lunch events often prefer this because employees can grab food when their schedules allow.
Flat-rate packages bundle everything together for a specific number of people. These can offer good value for larger events, but make sure you understand exactly what’s included.
That initial quote might not include everything you need to budget for.
Travel fees pop up when your event is outside the vendor’s normal service area. Some trucks charge mileage, others have set rates for different zones. Always ask upfront – we’ve seen people surprised by $200+ travel charges.
Setup and breakdown time sometimes costs extra, especially if your venue has complicated access or you need early arrival. Most professional vendors include reasonable setup time, but expect to pay more for special timing requests.
Premium menu items often carry upcharges. That basic funnel cake price might jump if you want specialty toppings or seasonal items. At Funnel Fare, we’re transparent about what’s included versus add-on costs.
Smart planning can stretch your food budget without sacrificing quality. Book during off-peak times – weekday events often cost less than weekends, and shoulder seasons typically offer better rates than peak summer.
Consider hybrid approaches where the food truck provides signature items while you supplement with simpler options. Maybe the truck handles the fun dessert treats while you cover drinks and sides.
Ask about package deals if you’re planning multiple events. Many vendors offer discounts for repeat customers or multiple bookings scheduled together.
Ready to start getting quotes? Contact Funnel Fare at [email protected] or call us to discuss your event budget and menu options.
With pricing in mind, your next step is knowing exactly what questions to ask potential vendors.
Here’s the thing about booking a food truck – the vendors who answer your questions thoroughly and honestly upfront are usually the ones who’ll show up on time with hot, fresh food. The ones who give vague answers or seem annoyed by your questions? Those are the red flags that’ll save you headaches later.
Don’t feel bad about asking detailed questions. Professional food truck operators expect them and appreciate working with clients who’ve done their homework. For even more planning tips, check out BizBash’s checklist of things to know about hosting food trucks at your event.
Start with the basics: "What's included in your standard menu, and what costs extra?" You'd be surprised how many people assume those premium toppings or specialty drinks are part of the base price.
Ask specifically about dietary restrictions: "Can you accommodate gluten-free, vegan, or common food allergies?" At Funnel Fare, we can handle some accommodations with advance notice, but we need to know ahead of time to plan properly and clean our equipment to avoid cross-contamination.
Find out about customization options: "Can we adjust portion sizes or create custom menu combinations for our group?" Some trucks are super flexible, others have set packages they can't modify.
This is where you separate the pros from the amateurs. Ask: "How much space do you need, and what are your power requirements?" Some trucks need electrical hookups, others run on generators. Make sure your venue can provide what they need.
"What's your setup and breakdown timeline?" Professional vendors should give you specific timeframes. If they say "we'll figure it out when we get there," that's not a good sign.
Ask about staffing: "How many people will you bring, and what's their experience level?" You want to know you're getting trained staff who can handle your crowd size efficiently.
Don’t be shy about asking for references: “Can you provide contact information for recent events similar to ours?” Good vendors are proud to share success stories.
Ask about their backup plans: “What happens if your truck breaks down or you have a staff emergency?” Professional operations have contingency plans and backup equipment.
“Are you licensed and insured for food service in our area?” This isn’t just about following rules – it protects you if something goes wrong. Make sure they carry liability insurance and have current health department permits.
Find out about their cancellation and weather policies upfront. You don’t want to discover their terms the day before your event when rain’s in the forecast.
The vendors who give you detailed, confident answers to these questions are the ones you can trust with your event. The ones who dodge questions or seem unprepared? Keep looking.
After you’ve found a vendor who passes the question test, make sure your venue is ready for them.
Getting your venue ready isn’t complicated, but missing key details can create problems. Here’s your checklist:
Space & Access:
Legal Requirements:
Guest Experience:
With your venue logistics sorted, timing becomes the next critical factor.
Timing your food truck booking can make the difference between getting your first choice vendor and settling for whoever’s available. The worst feeling is calling around two weeks before your event and hearing “sorry, we’re already booked” from every truck you actually want.
Spring and summer are absolutely crazy for food truck bookings. Wedding season runs May through September, graduation parties pack June, and corporate picnics fill July and August. If your event falls during peak months, start your search 6-8 weeks ahead.
Fall can be tricky too – everyone wants that perfect September weather, and November brings holiday parties before winter hits. October stays surprisingly busy with harvest festivals and year-end corporate events.
Winter bookings are easier to secure, but fewer trucks operate during cold months. Some vendors like Funnel Fare run year-round with seasonal additions like hot chocolate and warm cider, but options get more limited.
Weekends book up first, especially Saturday afternoons. If you need a Saturday in peak season, start looking 8-10 weeks out. Weekday events offer more flexibility and often better pricing.
Major holidays get crazy competitive – Memorial Day, Fourth of July, Labor Day. For these dates, professional planners start booking 3-4 months ahead.
Corporate lunch hours (11 AM – 2 PM) fill up fast because that’s prime food truck time. Evening and weekend events have more availability but still need advance planning.
Sometimes you need a food truck with short notice. Call vendors directly rather than filling out web forms. Cancellations happen, and some vendors keep dates open for emergencies.
Be flexible on requirements. Maybe your first choice isn’t available, but they can recommend someone reliable. Being open to menu adjustments or timing changes opens up options.
Expect rush fees for bookings under two weeks – usually 15-25% extra. Start your search early enough to have options instead of taking whatever’s available.
If you’ve made it this far, you’re clearly serious about making your event special. Here’s why so many people in Maryland choose us.
Now that you know what to look for when you book a food truck, here’s why Funnel Fare has been Maryland’s go-to choice since 2006.
We’ve been making fresh funnel cakes and creating memorable moments across the Baltimore-DC area for nearly 20 years. That experience shows in how we handle logistics, manage lines, and keep every funnel cake hot and fresh no matter your crowd size.
Our menu goes beyond signature funnel cakes. From classic powdered sugar to premium toppings like fresh strawberries and vanilla ice cream, we customize every order. We also offer savory options like hand-dipped corn dogs for guests who want something different, plus seasonal specialties like warm apple cider in winter.
We serve the entire Baltimore-DC corridor and our compact mobile kitchen fits venues where larger trucks can’t go. You’ll get reliable setup and cleanup, trained staff, and the peace of mind that comes from working with a fully licensed and insured operation.
Ready to book a food truck that’ll make your event unforgettable? To book Funnel Fare for your event, submit a booking inquiry, tell us about the details of your event, and let’s start planning something sweet.
We’ll be happy to get in touch with more information about our typical catering process, estimated costs, and available menu options for the venue.
Every step of the way from booking to day-of catering, we’ll help you with the logistics, tailoring our menu and services to your guests’ preferences and creating a memorable experience for everyone. Get in touch today and see the difference that a sweet treat can make at your event.
