A busy service is much easier when the basics are sorted before you arrive. Whether you’re trading at a food market, festival, sporting event or private booking, a quick pre-event check can help you avoid equipment problems, food safety issues and last-minute surprises.
Use this checklist as a practical final run-through before you open for trade.
1. Check your vehicle and equipment
Your catering vehicle and equipment keep the day moving, so give them a proper once-over before you set off. It’s much easier to deal with a flat battery, low fuel, faulty cable or damaged hose at base than in the middle of a queue.
Before you leave, check:
- Tyres, lights and fluid levels
- Gas connections and regulators
- Generators and fuel supplies
- Refrigeration units
- Cooking equipment
- Card payment machines and charging cables
If anything looks worn, unreliable or unsafe, sort it before you leave rather than hoping it will last the day.
2. Make sure your food can be stored safely
Temperature control is one of the biggest things to get right, especially when you’re trading outdoors or working from a compact unit.
Before opening, ensure that:
- Chilled food is stored below 8°C
- Hot-held food can be maintained above 63°C
- Food can be cooked or reheated to a safe core temperature, using your food safety system as the guide
- Raw and ready-to-eat foods are kept separate
- Temperature monitoring equipment is working correctly
Keep your temperature checks and diary records up to date too. They’re useful day to day, and they also help show good practice if an Environmental Health Officer asks to see them.
For more information on food temperature safety, check out our guide on hot weather food safety tips.
3. Pack your food safety essentials
The small items are often the ones you miss when you’re loading in a hurry, but they’re the things you’ll reach for first during service.
Your checklist should include:
- Hand washing facilities with hot water, soap and paper towels
- Food-safe sanitiser or anti-bacterial spray for preparation areas
- Disposable paper towels
- Food probe thermometer
- Sanitising wipes for cleaning the thermometer
- Waste bags and cleaning cloths
If you’re displaying open food, use suitable covers, screens or sneeze guards so it stays protected from customers, weather and contamination.
4. Bring all of your paperwork
Event organisers or Environmental Health Officers may ask to see your documents before, during or after the event.
It’s worth keeping copies of:
- Your Food Safety Management System
- Food hygiene training certificates
- Food allergen information
- Public liability insurance documents
- Any event-specific paperwork requested by organisers
Keep digital copies as well as printed copies if you can. A single folder on your phone or tablet can save a lot of searching when someone asks for proof of cover or food safety paperwork.
5. Check your fire safety equipment
Gas, hot oil and electrical kit all bring risks, so check your fire safety arrangements before you start cooking.
Before trading, make sure you have:
- The right type of fire extinguisher for your setup
- A fire blanket
- Gas cylinders securely stored outside enclosed areas where required
- No damaged gas hoses or loose connections
Make sure everyone working on the unit knows where the equipment is kept, how to raise the alarm and when not to tackle a fire themselves.
6. Review your allergen information
Allergen information needs to be clear, current and easy for staff to explain. This matters even more at events, where menus can change quickly and customers may be ordering in a rush.
Before the event, check that:
- Your allergen matrix is up to date
- Staff know which allergens are present in each menu item
- Appropriate allergen signage is displayed
- Recipes haven’t changed without updating your allergen information
If a customer asks about allergens, staff should know where to find accurate information rather than guessing. For further guidance on allergen regulations, please refer to the Government’s official guide for food businesses.
7. Carry a stocked first aid kit
Burns, cuts and slips can happen even on well-run catering units, so don’t let first aid become an afterthought.
Keep a stocked first aid kit somewhere easy to reach and check it regularly so used or expired items are replaced. If other people are working with you, make sure they know where it is.
8. Inspect your pitch before setting up
Once you arrive, take a few minutes to look at the pitch before you unload. It’s a simple step, but it can prevent awkward fixes later.
Look out for:
- Uneven ground
- Trip hazards
- Overhead obstructions
- Safe access to power supplies
- Enough space for customers to queue safely
If the pitch doesn’t feel safe or doesn’t match what you were promised, speak to the organiser before setting up.
9. Confirm your insurance cover
Your insurance should match how you’re actually trading on the day. A quick check is worthwhile if the event is bigger than usual, involves different equipment or has specific organiser requirements.
For example, consider whether:
- You’re attending a larger event than usual
- You’ve purchased new equipment since your policy started
- You’re bringing temporary staff to help
- The organiser has requested a particular level of cover
If you’re unsure, check with your broker or insurer before the event rather than after something has happened.
10. Have a plan if something goes wrong
Good preparation reduces risk, but it doesn’t remove it altogether. A simple backup plan helps you respond quickly if something goes wrong.
Think about how you’d respond if:
- Your generator failed
- Equipment was stolen
- Your vehicle broke down
- Severe weather disrupted the event
- A customer reported an accident or illness
Keep key phone numbers handy, including the organiser, breakdown provider, insurer and emergency contacts for staff.
A final check is worth the time
Every event is a chance to build your reputation, serve good food and show customers that your business is organised and professional. Checking your vehicle, equipment, food safety procedures, paperwork and insurance before you trade can help you avoid the problems that are easiest to prevent.
A checklist won’t stop every issue, but it gives you a better chance of handling the day calmly and safely, wherever the next booking takes you.