Food and drink is a major part of the event experience, and for many organisers it represents a significant revenue stream. The UK event catering sector has evolved dramatically in recent years, driven by the street food revolution, changing consumer expectations, and increasingly sophisticated commercial arrangements between organisers and caterers.
How the commercial relationship works
The financial arrangement between event organisers and food traders varies, but typically involves one or more of the following:
- Pitch fee -- A flat fee paid by the trader for their spot at the event. This provides the organiser with guaranteed income regardless of how well the trader performs.
- Commission on sales -- The trader pays the organiser a percentage of their gross sales. This aligns incentives but requires either trust or a cashless payment system to verify takings accurately.
- Hybrid model -- A lower pitch fee combined with a percentage of sales above a certain threshold. This balances risk between both parties.
The specific terms depend on the size and prestige of the event. A trader at a major festival might pay a substantial pitch fee and accept a commission arrangement, while a smaller community event might charge a modest flat fee or even offer free pitches to ensure a good food offering.
Margins and pricing
Food traders at events typically work with higher prices than their everyday operations. This reflects the higher costs of operating in a temporary environment (transport, generator fuel, waste disposal, limited water access) and the premium that events command.
Gross margins on event food vary by cuisine type but generally range from reasonable to strong. The most profitable items tend to be those with low ingredient costs and high perceived value -- wood-fired pizza, loaded fries, and specialty burgers are perennial favourites. Drinks, particularly coffee and smoothies, can offer even better margins.
However, net margins after pitch fees, commission, staffing, fuel, and wastage can be considerably thinner. A bad weather weekend or lower-than-expected attendance can easily turn a projected profit into a loss for traders.
The rise of street food culture
The UK street food scene has transformed event catering. What was once a market dominated by burger vans and doughnut stands has become a showcase for diverse, high-quality cuisines. Organisations like the National Caterers Association (NCASS) have supported the professionalisation of the mobile catering sector, providing training, insurance, and compliance support.
This evolution has raised expectations among event attendees, who now expect restaurant-quality food at events. For organisers, curating a strong and diverse food offering has become an important part of the overall event experience and a factor in marketing and audience satisfaction.
Food safety and compliance
Event catering is subject to the same food safety regulations as any other food business. Traders must be registered with their local authority, comply with food hygiene regulations, and maintain appropriate documentation including allergen information. The Food Standards Agency (FSA) sets the regulatory framework, and local authority environmental health teams enforce it.
Event organisers have a responsibility to verify that their food traders are compliant. This typically involves collecting documentation at the booking stage -- food hygiene certificates, public liability insurance, gas safety certificates (for LPG users), and allergen management procedures. Many organisers require a minimum food hygiene rating as a condition of trading.
Bar operations
Alcohol sales at events are often the most profitable element of the food and drink offering. Event bars can be operated in-house by the organiser, contracted to a specialist bar operator, or a combination of both.
The choice depends on the organiser's capacity, licensing expertise, and appetite for operational complexity. Running bars in-house maximises margin but requires investment in staff, stock, equipment, and compliance. Contracting out provides simplicity and guaranteed income (usually a fixed fee or per-head guarantee) but means giving up a portion of the potential profit.
Temporary Event Notices (TENs) or premises licences are required for alcohol sales, and the organiser must ensure compliance with the Licensing Act 2003. Personal licence holders must be present during alcohol sales, and responsible service practices must be maintained.
Cashless payment systems
The shift towards cashless payments at events has had a significant impact on the catering business. Cashless systems provide organisers with precise data on every transaction, making commission-based arrangements easier to administer. They also tend to increase average transaction values, as the psychological barrier of handing over physical money is removed.
For traders, cashless systems can be a mixed blessing. The data transparency is a double-edged sword -- accurate reporting means accurate commission payments, with no scope for creative accounting. The speed of transactions is generally appreciated, though some traders prefer the simplicity and immediacy of cash.
Planning and logistics
Successful event catering requires careful planning around site layout, power supply, water access, waste management, and traffic flow. The positioning of food traders affects both their individual sales and the overall flow of the event. Well-designed food courts with adequate seating, shelter, and waste facilities create a better experience for everyone.
For organisers, getting the food and drink offering right is not just about revenue -- it directly affects dwell time, atmosphere, and customer satisfaction. Events that invest in quality catering tend to generate stronger word of mouth and higher return attendance, creating a virtuous cycle that benefits the entire event economy.
