Food Truck Event Day Checklist

24 hours before

• Confirm load-in time, address, and entry gate with organizer over text.
• Final prep count based on weather forecast and any organizer attendance update.
• Pull and verify permits, COI, and health inspection (digital + 2 printed copies).
• Fuel both vehicles. Fill propane.
• Crew schedule confirmed: report time, meal, drive plan.

Morning of

• Cold chain check: walk-in temp, ice, transport coolers.
• Final prep list, packed by station (cold, hot, drinks, sides).
• POS test transaction; backup payment device charged.
• Cash float in fixed denominations; petty cash for tip-out and supplies.
• Spare propane tank, extension cords (50A and 30A), water hose.

Load-in

• Check in with organizer at vendor coordinator's tent; collect site map and badges.
• Verify spot orientation: power, water, grease, trash, prevailing wind direction.
• Level the truck. Drop awning. Set signage and menu boards before service.
• Power test under load (every appliance simultaneously) before opening.

Pre-service

• Pre-make popular items for first 30 minutes to clear the opening rush.
• Crew briefing: menu, allergens, sold-out backups, comp policy, organizer contact.
• Set tip jar, QR-code menu, line management tape.

Service

• Track orders/hour each hour; adjust prep pace.
• Pull spoiled or sold-out items off the menu board immediately.
• Monitor wait time — over 12 minutes loses 15–20% of next-in-line orders.
• Restock cold/hot stations every 30 minutes.

Close-out

• POS Z-report. Reconcile cash. Photograph the totals.
• Pay crew on the spot or via Cash App/Venmo before leaving site.
• Break down in this order: awning, signage, perishables, equipment, power.
• Sign organizer's settlement sheet only after revenue share is calculated.
• Confirm trash pulled, grease emptied, and spot left clean (photo).

Post-event (within 48 hours)

• Log actual revenue, food cost %, labor hours, and weather in your tracking sheet.
• Note operational issues (power dips, water access, crowd flow).
• Send organizer a thank-you with one specific data point (e.g. "served 312 orders in 5 hours").
• Update your event profitability model so the next score is sharper.

FRUCKOS captures actuals in the same workflow that scored the event, so each post-event review automatically sharpens the next score for your truck.