Please help.

[Virginiasmoke]

I have my first BIG event to quote and I honestly don't know if I can handle it.
The event is for 1500-1800!
I'm very new to this and my average event size so far has been around the 150-200 mark.
I can easily handle up to 100 by myself and a runner and more than 100 with two buffet people and a runner.
It's a simple menu of pulled pork, hot dogs, coleslaw, beans, potato salad, lemonade and iced Tea.

Logistics is what I'm trying to wrap my head around.
In order to get 1500 people through the line in a timely manner, how many buffet lines should I consider and how much staff should I have?
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BBQ is a fundamental element in all American culture.
It’s perhaps the only truly American cuisine and like anything else that’s purely American, it’s a mutation of influences from around the globe. – A. Bourdain

[Geronimo]

[Harry Nutczak]

Once you get your head wrapped around the volume, it isn't going to seem so bad, (yeah right!)

is everyome eating at a specific set serve time, or is this something where they have 3-4 hours to graze?
if it is a grazing period, it will be easier, way easier!

I would consider one crew member for every 75-100 guests, and maybe I should ask if you have the cooking capacity to handle a group this large.
I would be tight on room using our Oyler 700, our DPP-70, and a large custom stumps GF all at the same time.

WTF are you cooking on?
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Just remember that the toes you may step on during your climb to the top will also be attached to the a$$es you'll be forced to kiss on your way back down!

[Virginiasmoke]

Thank you guys for the great advice!
Just so all y"all know where my mind is at... I NEED the big payday but I don't wanna do it at the detriment of the clients expectations or my reputation.
1-2 helpers per 100-150 is kinda what I had figured.
It's a day long church anniversary so it looks like it will be a several hr "grazing" period.
I'm cooking on a Lang 84 so cooking capacity is deffinatly a concern. As much as I try to avoid this... cooking ahead seems like it may be mandatory. What do you think?
Cooking over 600 lbs of pork all at once the day of the event just doesn't seem possible.

So I'm gonna ask straight out... Should I take this?
I'm new to the game, most of my equipment will need to be rented (extra tables, chafers,cambros etc.) and am only comfortable with up to 200 guests.
I'm all for pushing myself but I understand the concept of managed growth.
_________________
BBQ is a fundamental element in all American culture.
It’s perhaps the only truly American cuisine and like anything else that’s purely American, it’s a mutation of influences from around the globe. – A. Bourdain

[Harry Nutczak]

As tempting as the big pay day is, I would agree that if you do not think you could pull it off perfectly, and it may be a clusterfudge, maybe consider declining it to save a reputation.

My largest event for my own business was a 1200 person group, and my biggest issue was getting qualified labor to pull it off. I have done double that while working for others, but we also had a rockstar crew, something that I cannot seem to find in this area of the country.

If you can get a great crew that you can delegate responsibilities to, and they can handle the responsibility, I would say go for it, if you are going to be handling this 100% on your own, I would say pass on this awesome opportunity.
_________________
Just remember that the toes you may step on during your climb to the top will also be attached to the a$$es you'll be forced to kiss on your way back down!

[Virginiasmoke]

Thank you for being honest with me.
Getting enough help shouldn't be to hard but they all would be total amateurs probably with no food service experience.
I've been leaning in this direction. I've been feeling I'd be better off to grow into events like this.
So... the next question is, should I out-right decline due to inexperience, claim a scheduling conflict or propose a "FU" price?
_________________
BBQ is a fundamental element in all American culture.
It’s perhaps the only truly American cuisine and like anything else that’s purely American, it’s a mutation of influences from around the globe. – A. Bourdain

[Geronimo]

[PaleAle]

Go for it!!!!! Where exactly are you located I cant be too far and I'll help you for fair wages and I have a decent sized cooker (3x5 reverse flow with 2 grates). Also check this out page 5 gives a good idea on how to set up serving lines. http://ecommons.cornell.edu/bitstream/1813/2652/2/bbq.pdf or this site about half way down gives another good serving example http://www.caes.uga.edu/publications/pubDetail.cfm?pk_id=6161

[Virginiasmoke]

Well... I decided honesty was the best policy, besides... lying to a church just seemed like bad form to me.
I explained that my first concern was that their event went off as expected (it's a 150 yr anniversary!) and as eager as I was, I had my doubts.
She appreciated my forthrightness and we agreed that an "expanded" drop off service would work best for everyone.
What this means is that I will supply the food (380 Lbs. pulled pork, 1200 hot dogs, 100 lbs. coleslaw, 200 lbs. Beans and 200 lbs. potato Salad), arrange for the delivery and p/u of the rental equipment (basically a party planner) and help set up the buffet.
They will be responsible for breakdown, clean-up and staffing. I offered a cost plus contract and donated my time as a "consultant"
PaleAle... your awsome. It looks like this time I may pull it off as is but I may take you up on it in the future. I'm only 20 minutes West of Richmond so the offer is reciprocal... if you ever need a hand with an event let me know.
Thanks for the links.
Geronimo... I appreciate the encouragement. It's good to know limits and as originally proposed... I was in over my head and the customer would've suffered for it (not to mention my reputation).
There'll be a day when I can roll up with trained staff, the proper equipment and confidence to pull off an event like this but not now. I knew that before I asked and got the feed-back I expected I would get.
I'm still open to advice about things I may not be considering.
_________________
BBQ is a fundamental element in all American culture.
It’s perhaps the only truly American cuisine and like anything else that’s purely American, it’s a mutation of influences from around the globe. – A. Bourdain

[PaleAle]

Virginiasmoke, no problem at all! I'm not licensed yet but getting there. I'm just 20 miles south of Richmond myself. Let me know where you're vending one weekend might come by check you out!

[MGeslock]

I live in Fredericksburg, VA and have one made out of 250 oil tank if that helps.

Mark

[corndog]

VM, glad to see that you took the honest route for you...and it got you some great help for the party. I have had to turn down some larger events and told the client that their party was just too big for us, but thanked them just for calling us...Sounds like this will still be a great event for you, and you will learn lots from it. Be sure to take lots of notes and pics for future reference, not only for yourself, but for future clients. Best of luck..
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Kevin "Corndog" Cameron

Dang it boy, that's some mighty fine eatin'!!!!

[Harry Nutczak]

Amateur help with little or no foodservice experience?

IMO, a nightmare of epic proportions! I tried that route once with a crew of 13, and I could not believe the level of incompetence which I was forced to deal with!
The crew wanted to, and tried to be helpful, but I found it easier to not even try to explain what needed to be done, and ended up doing it all myself and on top of that being distracted from trying to keep them from causing huge sanitation problems and being cited for those issue by the onsite inspector. Phuck, I am ready to have a seizure just thinking what went on at that event that day.
_________________
Just remember that the toes you may step on during your climb to the top will also be attached to the a$$es you'll be forced to kiss on your way back down!

[Geronimo]

My previous comment was too far off topic and did nothing for the good of this thread. There for, I edited it to reflect a more positive note.....After all, it's not rocket science.
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Where rumors end and legend lives forever...

[feldon30]

[daddywoofdawg]

To pull off a gig like that with nubies,you need to have a meeting the day before and tell each what there jobs are going to be and how to do there jobs,then hand them a written list of what they will have to do step by step(keep a copy to give them on show day as none will read it and will forget it,have drawings of there stations location.and give it to them and paste it up somewhere so they can look.then train them again before they start and after every break,LOL!
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Good BBQ is all smoke and beers!
The Dawghouse Custom vertical Gasser
Custom Made offset smoker
Char grill smoker
Weber kettle

[feldon30]

[Harry Nutczak]

[Geronimo]