Run the number before you answer, because enthusiasm is a poor guide.
- Work out what the day costs you. Food for the expected serves, staff for the full day including travel and setup, fuel, propane or generator, the pitch fee, and any permit costs. A typical day might be: food $540, staff $480, fuel $95, generator $60, pitch fee $150 — that is $1,325 before you earn anything.
- Then work backwards. If you want $400 profit, you need $1,725 in sales. At an average spend of $14 per customer, that is 124 customers. Now the real question is not "does this sound fun" but "will 124 people buy from me that day?"
- Ask the organiser the right questions. How many people attended last year, how many food vendors will be there, and whether you have any exclusivity. Three thousand attendees split across twelve food trucks is a very different day from three thousand across four.
- Then decide your minimum. If the crowd will not get you there, the booking needs a minimum guarantee or a booking fee to be worth doing. Asking for one is normal, and organisers are used to it.
- Check the practical things before you commit. Level parking, power in amps, water access, grey water disposal, waste collection, bump-in time, and what happens if it rains. Get the answers in writing.
Some bookings are worth doing at break-even for the exposure. Just make sure it is a decision, not an accident.