FOOD Trucks, Vendors & Tents
Last Updated: April 14, 2026
- To ensure the safety of our vendors and the community, all mobile food operations are responsible for all information, documents and procedures on this page and must comply with specific fire and health regulations.
- Please review the updated fee structure and application process below.
- This information is shared with event organizers once we become aware of an event; however, it remains the vendor's responsibility to ensure all requirements are met.
Essential Requirements
To operate in Hadley, you must obtain 2 separate permits. One does not replace the other. You must contact each department separately.
- Fire Department Permit: Focused on fire suppression, fuel safety, and ventilation.
- Board of Health Permit: Focused on food handling, sanitation, and hygiene.
How do I know if I need a permit from the Fire Department?
Regulatory Compliance:
It is the responsibility of the food vendor/truck/trailer owner to read and comply with the Massachusetts Guide for Food Trucks (found at the bottom of this page) and 527 CMR 1.00 (MA Comprehensive Fire Safety Code) Regulations.
Any vendor falling into these categories must apply:
- Type 1: The Cooks (Propane/Gas/Open Flame)
- Any truck, trailer or vendor using propane (LPG), natural gas, or solid fuels (charcoal/wood) to cook, grill, fry, or heat food.
- This includes anyone using open flame, such as torches powered by butane or propane.
- Examples: BBQ rigs, pizza ovens, burger trucks, taco trailers.
- Type 2: The Power Users (Generators/Electricity)
- Any vendor using a portable generator or plugging into a high-voltage source to run refrigerators, warming trays, or coffee machines.
- Examples: Ice cream trucks, coffee carts, smoothie stations.
- Type 3: The "Grease" Vendors
- Any unit equipped with a hood and suppression system for frying or high-heat cooking (even if they claim they "won't be frying that day," the equipment must be inspected if it's on the truck).
- Type 4: Cooking under a Tent or Structure
- Exceptions (Who Doesn't Need a Fire Permit?)
- Low-Risk Vendors: Vendors selling pre-packaged, shelf-stable items that require no power and no heat.
- An Ice Cream vendor that uses Cold-Plate Technology only and nothing else (no generator, etc.)
- Examples: A table selling bags of kettle corn made elsewhere, or a vendor selling bottled water from a non-powered cooler.
New Fee Structure & Policy
- Annual Fee: You now only pay the Fire Dept. permit fee once per calendar year, per truck/trailer.
- Per Unit: If operating multiple units, you must submit a separate permit and fee for each (once per year).
- Inspection Frequency: While the fee is annual, an inspection is required at every single event you attend in Hadley.
- Fee Exceptions:
- $50 Fee: Required if you use gas (LNG, LPG), any fuel type, any open flame or a generator and/or are cooking underneath a tent or structure.
- No Fee: If you use no fuel, no generator, and no electricity, there is no fee—but you must still submit a permit application and undergo an inspection.
How to Apply
Hadley Fire does not offer online permitting. Applications must be submitted via USPS or dropped off in person at the station.
Deadlines & Submission:
- Timeline: Applications and fees must be received at least two (2) weeks prior to your event. The final deadline is established between the fire department and the event’s organizer. Due to high administrative volume, no exceptions or extensions to established deadlines will be granted.
- Method: Use the PERMIT FORM at the bottom of this page. Mail or drop off to: Office of the Fire Chief, Hadley Fire Department.
- Strict Rule: Emailed permits are not accepted. The payment and permit must be submitted together.
- Vendor Eligibility: We cannot accept permits or fees from any vendor not appearing on the event organizer's official list that they send to us.
- Payment: Checks must be made out to Town of Hadley. No payments are accepted on the day of the event.
Application Checklist:
- Complete the top portion of the fillable PDF PERMIT FORM below.
- Include Business Name, Contact Name, Phone, and Email.
- List the specific Event Name and Date.
- You must detail fuel types and amounts (e.g., number and size of LP tanks).
- Do not fill out Permit # or License # sections.
- You must sign the form.
Event Organizer Responsibilities – Food Vendors
Event organizers are responsible for:
- Providing the Fire Department and Board of Health with a complete list of approved food vendors,
- Forwarding all permitting information provided by the Fire Department to those vendors, and
- Remaining in communication with both departments throughout the event planning process.
Vendor List Submission:
Event organizers must submit a complete list of all approved food vendors as soon as possible, but no later than 60 days prior to the event date.
The list must include:
- Business name
- Contact person’s name
- Direct phone number
- Direct email address
Third-party or intermediary contact information will not be accepted.
Vendor Notification:
The Fire Department does not routinely contact individual vendors (stand-alone or for an event) regarding permitting requirements or deadlines. Vendors are expected to review this Food Truck/Vendor web page prior to reaching out with questions. Fire Department staff are available to assist after this information has been reviewed.
Fire Code & Compliance:
All vendors must comply with the MA Dept. of Fire Services guide, 527CMR Board of Fire Prevention Regulations and any other applicable M.G.L., town bylaw etc. as applicable. Passing in another town does not guarantee compliance in Hadley.
Minimum Required Equipment:
- Hoods: Type 1 hood for grease-laden vapors with a fire suppression system (inspected semi-annually).
- Extinguishers: * Class K: For cooking appliances.
- ABC (Min 10 lbs): For other hazards.
- Must have a current annual inspection tag.
- Propane: Separate permit required if storage exceeds 42 lbs.
- Clearance: Maintain at least 10 feet from buildings, vehicles, and combustible materials.
Event Day Inspections
- Timing: The Fire Chief will conduct inspections along with the Board of Health, the morning of the event while you are setting up.
- Outcome: If you pass, your permit will be issued on-site.
- Failure to Comply: If you fail inspection or failed to submit paperwork 2 weeks or by the established deadline in advance, you will not be allowed to operate. No exceptions.
Contact Information
- Fire Department: fireadmin@hadleyma.gov | (413) 584-0874, ext. 2
- Board of Health: health@hadleyma.gov | BOH Webpage
Download the Permit Form, our brand "new" FAQ's document and MA Dept. of Fire Services Quick Reference Guide below:
