How to apply for spots at festivals, markets, and private events

Time to get out there!

You’ve got the truck and the food, now it’s time to find the customers. Applying for spots at festivals, markets, and private events is the single most important thing you can do to build your brand and bring in money. Each application is a chance to sell your business to an event organiser, convincing them that you are the perfect fit for their crowd.

Think of each application as your business’s CV. A great one opens doors, while a sloppy one gets ignored. Let’s walk through how to create a standout application that gets you a ‘yes’.

Get your application toolkit ready

Event organisers are busy people. They want all the essential information in one go, presented clearly and professionally. Before you even start looking for events, get a folder on your computer set up with everything you’ll need. This will save you a huge amount of time later.

Your essential documents checklist:

• Photos of your setup: High-quality, appetising photos are non-negotiable. Include pictures of your truck, your food, and you and your team serving happy customers if possible.
• Your menu: A clearly designed menu as a PDF file. It’s a good idea to have a few variations you can tailor to different events (e.g., a smaller menu for a quick lunch market, a larger one for a weekend food festival).
• Public Liability Insurance certificate: Most organisers require proof of cover for at least £5 million, but some larger festivals ask for £10 million.
• Food Hygiene Rating: A photo or scan of your official rating sticker from your local council. You’ll struggle to get into any event without a rating of 4 or 5.
• Food Hygiene Training certificates: Have your personal certificates (Level 2 or 3) ready to upload.
• Gas and Electrical Safety certificates: Scanned copies of the annual safety certificates for your vehicle.
• A short business bio: A paragraph or two describing your business, your food, and your passion. This is where you sell your story!

The step-by-step guide to applying

Once you’ve found an event you want to trade at, the application process is usually straightforward. Most will have an online form on their website. Here’s how to tackle it section by section.

1. Read Everything First: Before you type a single word, read the organiser’s information pack and the application form from start to finish. Make a note of the pitch fees, power provisions, and any specific rules. Don’t get caught out by missing a key detail.
2. Nail the Introduction: The form will ask for your business name, contact details, and social media links. Make sure your social media looks professional and is up to date – organisers will always check!
3. Describe Your Setup: Be precise about the dimensions of your vehicle (including the tow hitch!) and your exact power requirements (e.g., “I require one 16-amp connection”). This is critical for them to plan the site layout.
4. Showcase Your Menu: This is your moment to shine. Don’t just list items; use enticing descriptions. If the form allows, explain why your menu is a great fit for their specific event. For example, “Our vegan tacos are perfect for your family-friendly, health-conscious festival-goers.”
5. Sustainability and Sourcing: It’s increasingly common for applications to ask about your environmental credentials. Be ready to talk about your recyclable packaging, where you source your ingredients, and how you minimise food waste.
6. Check, Double-Check, and Submit: Proofread your entire application for typos and mistakes. Make sure you’ve attached all the right documents. Once you’re happy, hit submit and make a note of the decision date in your calendar.

Top Tip: Create a spreadsheet to track your applications. Note the event name, date, application deadline, pitch fee, and the outcome. This helps you stay organised and learn which types of events you are most successful with.

Making your application stand out

Many popular events get hundreds of applications for just a handful of spots. Here are a few final tips to give you the edge:

• Tailor Your Application: Avoid a copy-and-paste approach. Mention why you want to trade at their event specifically. Does it have a great reputation? Do you love the music? A little bit of personalisation goes a long way.
• Be Unique: Organisers want variety. They won’t book five burger vans. Emphasise what makes you different – your unique recipes, your eye-catching truck, or your niche concept.
• Professionalism is Key: Use a professional email address. Write in clear, concise sentences. Be polite and friendly in all your communications.

Applying for events is a numbers game, and you won’t get into all of them. But by being prepared, professional, and passionate, you give yourself the very best chance of securing those amazing spots that will make your business thrive.