How to develop catering packages for private hire

Why Bother with Private Hire?

Relying solely on street trading can be unpredictable. One day you're sold out, the next you're rained off. Private hire events are your secret weapon for guaranteed income. You get paid in advance for a set number of people, making it easier to plan your stock and staff. It’s also brilliant marketing, putting your food truck in front of a whole new crowd of potential customers.

Step 1: Know Who You're Feeding

Before you can create the perfect package, you need to understand the different types of events you'll be catering for. Each one has different expectations:

• Weddings: Couples are looking for something special and memorable. The focus is on quality, presentation, and excellent service. They're often booking months in advance and may have a higher budget.
• Birthday Parties & Casual Gatherings: These are all about fun and convenience. The organiser wants a hassle-free way to feed their guests. They're often more budget-conscious and looking for crowd-pleasing options.
• Corporate Events: Professionalism is key. Think office lunches, team-building days, or company parties. Service needs to be quick and efficient, and you must be prepared to handle a wide range of dietary requirements with ease.

Step 2: Build Your Tiered Menu Packages

Don't just offer a price list; offer a solution. The easiest way for customers to understand your offering is through tiered packages. Think Bronze, Silver, and Gold. This structure helps people choose based on their budget and needs.

Here’s a simple example to get you started:

PackageWhat's IncludedBest ForBronze PackageChoose 3 items from your menu. 2 hours of service. Disposable plates and cutlery.Budget-conscious parties, evening wedding food.Silver PackageChoose 5 items from your menu, plus one side dish. 3 hours of service. Premium disposable plates.The most popular choice for corporate lunches and significant birthdays.Gold PackageYour full menu, two side dishes, and a dessert option. 3 hours of service. Staff to clear rubbish.Weddings, premium corporate events, or anyone wanting the complete, stress-free experience.

How to Price Your Packages

Your price per head needs to cover more than just the ingredients. A good starting formula is:

(Food Cost + Staff Costs + Vehicle Costs) + Profit Margin = Price Per Head

Remember to factor in your time for prep, travel, and clean-up, not just the service time. It's also standard practice to set a minimum spend or a minimum number of guests (e.g., "£15 per head, minimum 50 guests") to ensure the event is profitable for you.

Step 3: Define Your Service and Add-Ons

Be crystal clear about what your standard service includes. This prevents any awkward conversations later on. Your standard package price should typically include:

• A set number of service hours (e.g., 2 or 3 hours).
• Travel within a certain radius (e.g., 20 miles from your base).
• All the food for the agreed number of guests.
• Your staff to serve from the truck.
• Basic disposable plates, cutlery, and napkins.

Then, you can offer optional extras for an additional fee. This is a great way to increase the value of a booking:

• Extra Service Time: £X per additional hour.
• Canned Drinks & Water: £X per person.
• Desserts: Add a brownie or cookie option for £X per person.
• Rubbish Collection: Offer to collect guest plates and rubbish for a set fee.
• Extended Travel: Charge a per-mile fee for events outside your standard radius.

Step 4: Create a Professional Brochure

Once you have your packages defined, present them professionally. You don't need a fancy designer; a simple, clean document is all you need. Create a one or two-page PDF that you can email to potential clients.

Your brochure should include:

1. An introduction: A short, friendly paragraph about your food truck.
2. The Packages: Clearly lay out your Bronze, Silver, and Gold options.
3. The Menu: List the food choices available within each package.
4. The Add-Ons: A clear list of your optional extras and their prices.
5. The Small Print: Mention your minimum spend, how to book, and your deposit policy.
6. Contact Details: Make it easy for them to get in touch!

Pop this on a dedicated 'Private Hire' page on your website, and you're ready to go.

Top Tips for Success

• Always Take a Deposit: A non-refundable deposit of 25-50% secures the date in your diary and protects you from last-minute cancellations.
• Use a Booking Form: A simple contract or booking form confirms all the details in writing (date, time, location, package, guest numbers, final price). This avoids any misunderstandings.
• Check the Logistics: Before confirming, always ask the client about vehicle access, a flat, level place to park, and access to a power socket if you need one.
• Ask About Allergies: Make it standard practice to ask about dietary requirements and allergies for the group when they book. This shows you're a professional and ensures you can cater for everyone safely.