Hiring a food truck for an event in Indianapolis—from a wedding reception to a corporate gathering—is a popular and dynamic choice. Costs can fluctuate widely, so this guide is designed to clarify how trucks calculate their prices and what you should anticipate spending.

In Indianapolis, most food trucks use one of these three methods to price private events:
 

1. Per-Person Rate (Most Popular): This is a simple pricing structure where you pay a fixed amount per guest. A typical package will cover a main dish, a side, and occasionally a beverage for each person, making it easy to budget for your event.
 

2. Guaranteed Event Minimum: The food truck sets a minimum sales total that must be met for them to attend your event. For instance, a truck might require a $1,500 minimum on a Saturday. If your guests only spend $1,300, you would cover the $200 difference. This model ensures the truck’s profitability.
 

3. Rental Fee plus à la Carte Sales: A less frequent option where you pay a flat fee for the truck to be present for a set number of hours. Your guests (or you) would then purchase food items individually. This is more common for large, public gatherings than for private catering.

The final price is largely determined by your choice of cuisine. The following are general estimates to help with your initial planning.
 

Estimated Price Per Guest (for a 2-3 hour service time):

1. Economical Choices ($15 - $22 per guest):
Cuisine Style: Includes classics like tacos, hot dogs, pizza, and basic sandwiches. These are beloved, crowd-pleasing options.

2. Mid-Tier Options ($20 - $30 per guest):
Cuisine Style: Features more elaborate items such as gourmet burgers, BBQ, Asian-inspired bowls, pierogis, or loaded mac & cheese. These menus offer more complexity and heartier portions.

3. Premium Selections ($28 - $45+ per guest):
Cuisine Style: Consists of high-end offerings like lobster rolls, artisanal wood-fired pizzas, farm-to-table dishes, or specialty desserts. These trucks use premium ingredients for a more elevated dining experience.

- Weekday Lunch Service: $1,000 - $1,500
- Weekday Evening Service: $1,200 - $1,800
- Weekend Evening Service (Fri/Sat): $1,500 - $2,500+

Several variables will affect your total cost:
 

1. Guest Count: Larger parties (150+ people) may benefit from a slightly reduced per-person cost due to economies of scale.

2. Service Duration: A standard booking includes a 2-3 hour service window. Additional time typically incurs an hourly fee, often between $150 and $250.

3. Menu Choices: The type and variety of food offered directly impact the price. A menu with four entrée options will cost more than a menu with two.

4. Event Date and Time: Peak times, like Saturday evenings, command higher minimums and rates compared to off-peak times like a weekday lunch.

5. Location: Most trucks have a set travel radius (e.g., 20-30 miles). Events outside this area will have an added mileage charge.

6. Service Format: Standard service is from the truck's window. More involved setups, like a buffet line, will increase the cost.
 

When getting a quote, always confirm if the following are included or will be added later:
 

1. Service Charge: It's common for trucks to add an 18-22% service charge. This typically covers administrative work, planning, and staff wages.

2. Tip/Gratuity: Ask if gratuity is part of the service charge or if it's expected separately.

3. Sales Tax: Indiana’s 9% food and beverage sales tax will be applied to the final bill.

4. Venue Permits: If your event location requires vendors to have a special permit, you may be responsible for securing and paying for it.

1. Research and Select: Identify two or three food trucks whose cuisine and style match your event.

2. Prepare Key Information: To get a quick and accurate quote, have the following details ready:
Date, time, and specific location of your event.
An accurate estimate of your number of guests.
A clear idea of your budget.

3. Communicate Your Needs: Clearly explain the type of service you want and note any special dietary needs.

4. Ask Clarifying Questions:
- "Is the service charge, tax, and tip all included in this initial quote?"
- "What is your standard setup and breakdown time?"
- "What is your policy regarding cancellations or date changes?"
- “Will you manage trash disposal for the service?”