Which location costs do you charge for with food trucks?

Location costs for a food truck differ per event and venue. Sometimes you pay a fixed amount for your pitch, sometimes a percentage of your revenue, and often a combination of both.

In practice, you'll come across:

• a fixed day rate for the pitch
• a revenue-based fee
• extra costs for facilities or organisation

The amount depends on factors such as the type of event, the number of visitors, how exclusive your food truck is and what's arranged on site (such as power, water or security).

Also watch for the costs that don't immediately show up on the bill. Think transport, setting up and breaking down, and permits from the council or the organisers. It's precisely those items that decide whether any margin is left at the end of the day.

Make sure you always include these items in your price per person or total price, so your food truck catering costs add up and you don't lose out on profit afterwards.

Which factors determine your location costs as a food truck?

A food truck's location costs depend heavily on the type of event and the practical circumstances. These are the main factors:

Size and length of the event
The bigger the event, the higher the costs usually are. At festivals with lots of visitors you usually pay more than at a small-scale event. Duration counts too: a multi-day event brings different costs than a short job.

Exclusivity and competition
If you're the only one with a particular type of kitchen, you're usually in a stronger position. With several similar food trucks around, the fee or rate is usually lower.

Facilities on site
What is or isn't arranged makes a direct difference. Think power, water and waste disposal. If you have to arrange this yourself, your costs go up, and that belongs in your food truck catering costs.

Accessibility and set-up
Venues that are hard to reach, or where you lose a lot of time setting up and breaking down, create extra costs. You often see that reflected in your total price.

Season and demand
In busy periods, such as summer or around public holidays, rates tend to be higher. In quieter months there's usually more room to negotiate.

Always factor these in when you calculate, so your food truck costs stay realistic and match the situation. Note down per request what you need to bring yourself: that list is your cost overview right there.

How do you work out a fair price for different events?

A good price for your food truck starts with your costs and the type of job. The way you calculate differs per situation, but you can work with solid guidelines.

Festivals and markets
At events you usually pay a fee to the organisers. That can be a fixed amount, a percentage of your revenue, or a combination. According to the Dutch Chamber of Commerce (KVK), permits, pitches and arrangements with organisers are a regular part of doing events. Read more about starting a food truck and the rules (KVK)

In practice, a revenue-based fee is often used, but the exact amount differs per event and what's arranged (such as visitor numbers and facilities).

Company events and weddings
Here you usually work with a total price or a price per person. You calculate based on your full costs: purchasing, staff, preparation, transport and venue.

Note: you often also deal with permits and local rules that differ per council. This indirectly affects your costs and therefore your price. Check which permits apply to your situation

You also need to account for VAT. In catering, either 9% or 21% VAT can apply, depending on exactly what you supply.

Work with a floor price
Many caterers work with a minimum turnover or a starting rate to cover costs. That stops you working under your cost price, especially for smaller groups.

Think in packages
For recurring events, you can agree on prices for several jobs at once. That gives you certainty, as long as you account for variable costs.

Last-minute requests
Rush jobs cost extra time and flexibility. A surcharge makes sense if you incur extra costs, as long as you agree this clearly upfront.

Make sure your price is always based on your real costs and the situation of the event. That way your food truck catering costs stay realistic and you keep a grip on your margin.

For every request, work backwards once: how many portions do you need to sell before the pitch, the transport and the hours are paid for? If that number is above what you can realistically sell on a given day, the spot is too expensive, however nice the event sounds.

What are the hidden costs you need to account for?

Besides your purchasing and sales, food truck catering costs often include extra items that are easy to overlook. It's precisely these costs that decide whether your price is right and whether your margin holds up inside your overall catering calculation.

Transport and travel time
Trips to and from the venue cost fuel, time and wear on your truck. According to the Belastingdienst, the Dutch tax authority, you can use an indicative rate per kilometre for business mileage. Check the current mileage rate (Belastingdienst)

In practice, many caterers charge an amount per kilometre or fold it into the total price. Over longer distances, transport costs can add up quickly.

Transport is often underestimated, especially if you do several venues in one day. That also comes up when putting together a food truck quote.

Setting up and breaking down (labour time)
The hours before and after the event are often underestimated. Think setting up, preparation and breaking down. According to the Dutch Chamber of Commerce (KVK), it's important to include every hour worked in your price calculation.

These hours have a direct impact on your food truck costs, so they need to be built into your price.

Permits and rules
Permit costs differ per council and type of event. Think pitch permits or food safety requirements.

The exact costs and obligations differ per situation, so always check this in advance.

Also count the time the application itself takes. Arranging a pitch permit, sending off inspection papers and phoning about the power connection can easily cost you half a working day per event.

Staff
Extra help during busy periods costs money. According to the Rijksoverheid, the Dutch government, rules around minimum wage and employer costs apply, which you need to factor into your calculation. Check the minimum wage and rules (Rijksoverheid)

If you work with staff, these costs belong fully in your price per job.

Equipment and facilities
Think refrigeration during transport, gas use, power or a generator if there are no facilities on site. These are variable costs that differ per event and directly affect your margin.

Always include these hidden costs in your calculation. Only that way do your food truck catering costs stay realistic, and you don't lose out on profit afterwards.

How do you negotiate location costs with event organisers?

Good negotiation starts with clarity, and with food truck catering costs that add up. That way you avoid discussion afterwards and keep a grip on your margin.

Work with a clear quote
Set out your costs clearly on paper. Split fixed costs (such as transport and set-up) from variable costs (such as a revenue-based fee).
According to the Dutch Chamber of Commerce (KVK), a clear quote matters, but note: it's only binding once both parties have agreed to it.

Negotiate on value, not just on price
Explain what you add: your concept, speed of service, look and experience. For organisers it's about visitor experience and certainty. If you deliver that, there's often more room in the rate.

Offer choices in pricing models
Make it easy for the organiser by giving options:

• lower fixed amount + higher percentage
• higher fixed amount + lower percentage

That way you can work out together what fits best with the event and the expected revenue.

Always ask about last year's visitor numbers and how many food trucks were there. With those two figures you can work out roughly what you can turn over at that spot yourself, instead of relying on the organiser's expectations.

Think in longer partnerships
For recurring events, you can agree terms for several days or a whole season. That gives you certainty, and often makes it easier to get better terms.

Make clear payment arrangements
Agree upfront how and when payment happens. Part upfront and the rest afterwards is common, but it's always tailored to the situation. Important: the obligation to pay comes from the agreement, not just from the invoice.

By being open about where your price comes from, you're in a stronger position at the table, and your food truck costs stay healthy.

Which pricing strategy works best for different market segments?

The right pricing strategy depends on your target audience. Your food truck catering costs remain the basis, but the position you choose in the market determines how much room you have in your margin.

Luxury events (weddings and exclusive events)
In this segment it's about quality, experience and service. Customers are less price-sensitive, as long as the whole package is right. Work with high-quality products, clear presentation and a tight concept. Your price sits above average here, but it always needs to be backed up by your costs and what you offer.

Budget events (neighbourhood parties and small events)
Here it's about volume and speed. You work with sharper prices and simpler menus. A fixed price agreement for your pitch or a clear minimum helps cover your costs. Keep your menu short and your set-up simple, otherwise your margin disappears into the hours you spend around it.

Corporate events
Businesses are mainly looking for certainty and convenience. So work with fixed packages (for example per person or per group), including set-up and service. That keeps it clear for the customer and saves them a week of deliberating.

Seasonal influence
Demand for food trucks rises and falls through the year. In busy periods (such as summer and public holidays) there's often more room in your price. In quieter months you can be more flexible to keep your schedule filled.
Note: percentages or fixed increases differ per situation. Always base your price on demand, availability and your own costs.

Keep a consistent rate structure
Whatever strategy you choose, make sure your prices are built up logically. That way you switch faster between different types of request and never work under your cost price.

Set your rates down on paper once a year: your day rate, your price per person, your per-kilometre rate and your minimum order. When a request comes in, you only need to add the local costs on top, instead of working everything out again from scratch.

With Catermonkey you lock in your rates per type of event: your day rate, your price per person, the kilometres and the set-up hours. For a new request it works out your food truck catering costs, and you see the margin on your quote before you send it.

Frequently asked questions about location costs for food trucks

What do you do about bad weather during an event?

There's usually not much you can change about fixed location costs. But you can agree terms upfront to limit risk, such as a minimum turnover or adjusted terms for extreme weather (for example official weather warnings). Always put this in writing in your agreement beforehand.

What if an organiser wants to negotiate afterwards?

Stick to the agreements you made. Point to your agreement: that's what governs, not the invoice afterwards. For a future collaboration you can agree different terms if you like, but be clear that agreements are binding once accepted.

How do you work out location costs for a new venue?

Start from your standard food truck catering costs and add extra margin for unknowns. Think facilities you don't know yet, extra set-up time or a tricky access route. Ask the organiser for practical information and check the venue in advance if you can.

Can you charge different rates per day?

Yes, that's common for multi-day events. Busier moments (such as evenings or weekend days) often justify a different rate than quieter moments. Make sure this is clearly stated in your quote beforehand.

How do you handle last-minute cancellations?

Work with a clear cancellation policy in your agreement. For example a rising percentage depending on when the cancellation happens. That prevents discussion and covers the costs you've already incurred, such as your purchasing and the day you kept free.

Do you need to charge VAT on location costs?

Yes, if you're liable for VAT, you charge VAT on your total fee. According to the Belastingdienst, the Dutch tax authority, either 9% or 21% VAT can apply in catering, depending on what you supply (just food, or also service and facilities). Make sure this is clearly stated in your quote.

How do you avoid working too cheaply as a beginner?

Always base your price on your real costs and add a realistic margin. Don't automatically undercut the market price. Focus on where you're better than the truck next to you (menu, service, look) and choose the customers that fit with that.

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