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PYBSA

Thu, May 01

|

Fort Worth

We will be between fields 4 and 5 if they are open tomorrow after today's rain.

Registration is closed
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Time & Location

May 01, 2025, 6:00 PM – 9:30 PM

Fort Worth, 6225 Windy Ryon Wy #6225, Fort Worth, TX 76179, USA

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Tips For A  Successful Event           

  1. Include ALL known details in your first booking request message. It is essential for us to have this information.

  2. Be aware that food trucks have a minimum. We have food costs, gas prices, employee wages, insurance and other expenses. For this reason, we require a sales minimum to protect the business and ensure we sell more than the amount to break even. The minimum will depend on the location and amount of time onsite.

  3. Communicate effectively. While texting or social media messaging may be easiest for you, we prefer to communicate bookings through email. DuckDuckScoop@gmail.com. Phone calls are great to discuss certain questions, but it’s often easier for a business to have all of the info in an email to refer back to. Sometimes social media messages get lost or businesses don’t always get notified of comments and messages. Emails also leave a helpful trail for referencing back to later.

  4. Exchange cell numbers for day-of-events contacts. Both the vendor and the booking host should have someone or preferably 2 people they can get a hold of immediately for any reason. This is especially important if there are any event changes due to weather, mechanical issues, etc…

  5. Do your part to promote it. For public events, share on all socials and groups to get as much exposure and business for the food trucks. Tag us in your promotional posts @OfficialDuckDuckScoop on Instagram and @DuckDuckScoop on Facebook. Pro-tips. For neighborhood events: handout flyers, make a public Facebook event, post in all relevant Facebook groups. It is important for us to be successful so we can continue to be a part of your events.

  6. 1:250 ratio. A general rule of thumb is to have 1 food truck for every 250 people you’re expecting. This ensures that each food vendor makes enough sales to make it worth their time and do better than just breaking even. Ratio differs based on event length, type, public vs. private, and effective promotion. Keep in mind, all vendors have a capacity of the number of items they can serve per.

  7. 1:5 ratio of dessert vendors to meal vendors. Another guideline is to not have more than one dessert option for every 5 lunch/dinner options. Keep in mind that some food trucks also offer dessert options. You are allowed to ask them to remove their dessert items  for an event to avoid overlapping. Make sure you let us know ahead of time what other food vendors will be at the event.

  8. Don’t overlap menu items. As the host, it is your responsibility to make sure menu items don’t overlap. Unless the event is guaranteed to have multiple hundreds of attendees, make sure that there is no overlap in menu offerings.

  9. Provide a bathroom. Let vendor staff know where restroom facilities are. Restroom access is required by the health department.

  10. Have Space for parking and queue line. Keep in mind parking needs. Our truck is 20’ long. Avoid making a food truck parallel park. Keep in mind we need enough room for people to form a line and wait for food especially if there are multiple vendors. Make sure queue lines won’t intersect.

  11. Give us the exact location of where to park and which direction to serve from. PRO TIP- Send a schematic or drawing of where food trucks are to park and serve.

Enjoying Ice Cream
Rainbow Sprinkles
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