The documents event organisers ask food vendors for

What organisers usually ask for

• Public liability insurance: usually at least £5 million cover, sometimes £10 million for bigger events.
• Employers' liability insurance: a legal requirement if you employ staff, normally £5 million or more.
• Food business registration and your food hygiene rating.
• Food hygiene training certificates for you and your staff, often Level 2.
• A gas safety certificate for LPG appliances, from a Gas Safe registered engineer qualified for catering vehicles. Most organisers want one from the last 12 months.
• PAT testing for electrical equipment, and generator details if you bring one.
• A fire risk assessment, plus a fire extinguisher and fire blanket on board.
• Your food safety management system, or a summary of it.
• A general risk assessment for your set-up at the event.
• Your menu, prices and allergen information.
• Photos and dimensions of your unit, and your power and water needs.

Some events ask for more

Larger festivals may want a method statement for setting up and packing down, details of your waste and waste water plans, and proof of training for gas or fire safety. Street trading on public land also needs consent or a licence from the council, which private events usually handle for you.

Keeping it simple

• Keep every document in one place, digitally, as clear PDFs or photos.
• Note the expiry date of each one and set a reminder a month before.
• Keep a ready-made pack of the usual documents so you're not starting from scratch.
• Check each organiser's list, because some want something extra.
• Send everything in one go, before their deadline.