7 Things I Wish I Knew Before Starting A Mobile Coffee Cart

As with starting anything new, there’s only so much you can do to prepare for your first attempt. You can go through your checklist a dozen times, position everything in the “perfect” place, and practice all the movements, but in the end, there are bound to be a few hurdles you didn’t anticipate. Operating a mobile coffee cart means confronting a myriad of logistical details. Creating a menu full of steaming-hot and ice-cold drinks, and then preparing them far from the conveniences of an indoor café, requires careful planning and execution.

When we began our own journey to launch a coffee cart and serve our first crowd, we didn’t yet fully understand what we were getting into. Our goal was straightforward: to build and operate a fully functional coffee cart from scratch and connect with you (our customers!) through genuine experience. After our first drink service, it became clear that there were numerous ways we could have done better and been more prepared. The good news? We faced those challenges so you don’t have to! To help kickstart your mobile coffee business, I want to share our best tips so you don’t have to learn (everything) the hard way. In this article, I'll unpack seven essential insights that I wish we had known from the start.

Research Your Local Health Code Before Making Any Purchases

On the road to your first day in business, there are few moments as exciting as ordering your equipment and gear. The day I finally got to arrange our carefully planned coffee gear onto our beautiful new coffee cart was when things really started to feel like they were coming together.

But one of the most common mistakes made by new mobile cafe owners is jumping into the equipment side too quickly, or even starting their entire journey there. Before building the coffee cart of your dreams, it’s crucial to contact your local health department for a list of rules and regulations for mobile food service. What is the process of applying for a mobile vending permit, seller’s permit, health permit or vehicle permit? Where will your electricity come from? Will you need a three-compartment sink to serve dairy? Can coolers suffice, or is a fridge with a temperature readout necessary? Are you allowed to prepare batches of cold brew at home? Are these requirements realistic for your goals? Health codes vary widely by state, and even by county, which is why you need to become an expert on rules and regulations before you commit to spending your hard-earned money.

Moreover, health codes are just one aspect of creating a robust business plan for your coffee cart. Establishing a clear vision, conducting thorough market research to understand your target audience and competitors, developing a strong marketing strategy, implementing effective sales techniques, and crafting an Executive Summary that highlights your Unique Selling Proposition (USP) are all essential first steps in any mobile coffee venture. My colleague, Jordan Kavuma, expertly explores this topic in Lesson 1 of our free online course, How to Launch a Mobile Coffee Business.

Test Your Equipment Placement Before Cutting Holes In Your Countertop

I understand that making permanent modifications to your coffee cart, like drilling large holes in the countertop, can be daunting! Some manufacturers even offer to pre-cut these holes before shipping, allowing for easy installation of your pitcher rinser, knock chute, and power and water lines right from the start. However, keep in mind that these holes are permanent, and any additional drilling later due to misplacement can detract from your cart’s appearance.

As inconvenient as it may seem, I recommend drilling your own holes if possible. Take the time to arrange your equipment on the countertop, fine-tuning the placement inch by inch as you practice making drinks. Did we do that perfectly the first time? No. I wish we had experimented with our setup for at least a few more days before committing to permanent changes. Sleep on it and revisit your configuration multiple times. Try to minimize your reach for supplies as you craft drinks, allowing you to stand in one place as much as possible. Your daily enjoyment on the job will significantly depend on the efficiency of your drink service, and the strategic placement of your equipment is a crucial element of that equation.

Running A Trailer With Bolted-down Equipment Will Save You Time and Grief

A folding coffee cart lowers the barrier to entry into the business by minimizing costs and maximizing the space available in your vehicle and home. However, there are some downsides to using folding carts that you should be aware of.

Just minutes before our first event, we loaded our coffee cart into the back of a pickup truck. In doing so, we realized that even the heaviest items weren’t as secure as they needed to be for traveling across town. As we hurried to disconnect our water and power lines and lift equipment off the cart, we drained precious energy and cut into our on-site prep time, adding to the pressure of the day.

In hindsight, I would have preferred to have a trailer from the start. Eliminating the need for daily disassembly and reassembly will greatly enhance your experience, allowing you to focus on what you love most: making and serving coffee! For a solid trailer-ready setup, it’s beneficial to secure your espresso machine and grinder to the countertop to prevent them from shifting during transport. One effective method is to remove the feet from your equipment, replace the existing bolts with longer ones, and use a nut and washer to fasten them securely to the countertop. This approach makes things easier and provides more peace of mind.

You Need More Counter Space Than You Think

When our first coffee cart was complete and it was time to load it up with all our equipment, accessories and ingredients, we quickly realized that space was at a premium. Every item we had planned for needed to be reconsidered and prioritized. This is why choosing accessories like a knock box drawer (which allows you to store a grinder or other things on top), an under-counter cup dispenser, or a flush-mounted pitcher rinser with a grate can make a significant difference in maximizing your counter space.

Depending on the complexity of your menu, preparing hot and cold drinks can become a real challenge with limited countertop space. If you have the option to add folding shelves, like those available with The Woodress Model 1 Mobile Coffee Cart, I highly recommend taking advantage of that feature. Additionally, bringing along one or two folding tables for extra storage can help minimize clutter on the coffee cart itself.

Bonus tip: While you’re at it, don’t forget to pack a couple of folding chairs!

Create Efficient and Flexible Seasonal Menus

One of the biggest mistakes we made leading up to launch day was limiting ourselves to a single menu optimized for mild to cold weather. After all, when it’s 90 degrees outside, no one is ordering a steaming-hot latte! Months like October or April can bring both extremes, with hot drinks ordered in the morning and cold drinks preferred in the afternoon. Developing a menu with a variety of drinks that can be made hot or iced on the fly will help you accommodate the weather and keep your customers happy.

When I say create an "efficient" menu, I mean minimizing your dependence on your espresso machine for drink preparation. The faster and more streamlined your service, the better, especially for high-volume coffee carts. Shifting your focus away from espresso-based drinks toward ready-to-serve options can significantly enhance your efficiency. For instance, we pre-brewed several gallons of cold brew coffee using the Alto Cold Brew Bucket and stored it in our Summit Outdoor Mini Fridge in 1-gallon growlers for easy access. Paired with the NitroPress DS single-serve nitro coffee system, we could serve both flat cold brew and nitro cold brew in under 30 seconds per drink.

Cold brew concentrates also serve as an excellent substitute for espresso in iced drinks. If brewed well, your customers won’t even notice the difference! For you, that means skipping an entire minute spent grinding, tamping, brewing, and cleaning—allowing you to serve an iced latte in just 30 seconds.

For the ultimate high-volume cold brew setup, consider the Marco POUR’D dispenser. It’s an incredible asset for mobile coffee carts, enabling you to instantly dispense ready-to-drink cold brew and cold brew concentrate simultaneously, with precise volumes, all at the touch of a button. Ready-to-drink options that require minimal prep will significantly streamline your service and improve overall customer satisfaction.

Be Prepared To Go Off Menu

One thing we didn’t plan for on launch day was KIDS! How could we have forgotten that our guests would bring their little ones, who certainly did not require caffeine? Thankfully, we were able to adapt quickly and use the chocolate syrup we brought along for mochas to whip up some delicious chocolate milk.

The takeaway? A limited menu won’t satisfy everyone, and special requests are bound to come up. Have a plan in place to accommodate these requests, and be ready to charge for individual ingredients when necessary to quickly craft a custom drink. Good hospitality involves understanding and accommodating people's needs rather than pushing them to conform to our preferences. Like any good bartender does, it’s helpful to keep some off-menu options up your sleeve.

Bonus tip: Cold sparkling water, fresh-made berry syrup, ice, and a little heavy cream make for a super refreshing Italian soda that appeals to both kids and adults looking to skip the caffeine.

Alt Milks Might Make Your Life Easier

One of the greatest challenges in mobile coffee service is properly handling dairy. Most health departments have strict regulations—rightly so—regarding how milk is stored and the equipment required for cleaning and sanitizing steaming pitchers, such as three-compartment sinks. Adding a large sink to our setup was akin to adding a second coffee cart, adding significantly to our budget, space requirements and the complexity of our operation.

In our research, we discovered that many of these stringent rules don’t apply to non-dairy milks, like oat, almond, and soy. By opting to serve only alternative milks, we were able to navigate some significant and inconvenient requirements. While alt milks aren’t for everyone, they are increasing in popularity, and this option is worth considering if dairy regulations become an obstacle for your business. But ultimately, this also really depends on your target market and what they want.

Are you ready to start a conversation about opening your own coffee cart? Prima offers a wealth of resources for aspiring mobile coffee entrepreneurs, including a free 5-part Mobile Coffee Course, free consultations with an experienced commercial coffee expert, and all the equipment and accessories you need to launch the coffee cart of your dreams! Schedule a meeting today, and be sure to check out our curated selection of mobile coffee gear linked above. Happy brewing!