City Picnic 140 people

[boxertrio]

While I was competing this weekend the Fire Chief of my home town asked me to supply the meat for the city picnic. Maximum of 140 people of all ages. I will only supply the meat and buns, nothing else. Here is my break down thus far of my costs:

Chafing dish stands ....$3.48 each X 3
Sterno, 12 6hr cans.... $12.13
3 gal KC Masterpiece ..$8.34
12 ct Kaiser rolls ........ $1.48 X 5
16 ct burger buns ........$1.68 X 4
20 lb chicken thighs..... $.50 pp
35 lb butt ....................$1.98pp
20 lb brisket ................$3.00 pp
5lb rub ........................$18.00
30lb lump.....................$18.00

Total...........................$230.33

I will be on-site to serve and provide my serving tables. I plan on cooking pork and brisket at my home 1/4 mile from site and the chicken on-site.

Suggestions are welcome and encouraged as this is my first "gig". I am confident in my product, but have only sold a little pulled pork to a local restaurant at a flat price per pound.

Do my amounts mesh with my guest count, figure 6oz servings with 40%loss. What to charge for my time?

Thanks a bunch
Glenn
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Glenn

[Harry Nutczak]

what type of lump are you using that is over $1.00/pound?

and $9.00/lb for rub??


I hope these are not your cost's?? am I reading this wrong.

$3.00 for brisket? Flat, Point, Or whole? That seems high either way.

Ouch, Ouch Ouch!!! those prices are in need of a little KY lube, and at least a kiss afterwards from the guy selling to you. Because you are taking it up the ole poop-chute with those costs.

Anyone else agree, or disagree?
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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!

[boxertrio]

The rub was just an estimate, agreed probably to high..edit, checked my rub, is 5lb for 18.00 oooops
Royal Oak is 5.35 for 10lb bag a Wally World, sorry I'll fix that.
Brisket is 2.85 lb for a full packer at local grocery
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Glenn

[Big Brother Smoke]

I do not understand your cost for doing the event.

[boxertrio]

The above list is everything I will have to buy to do this event, out of pocket cost.
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Glenn

[SoEzzy]

Here is the link to my catering planner, you can download it as an .xls (Excel) or a .zip (Zip), it will help you calculate the meat quantities and some sides too.

It's a freebie so use it all you want.
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Here's a change Robert.

I still work here!

[Harry Nutczak]

Defenitely use the spreadsheet that SoEzzy has graciously provided for us.

It is great, and is damn near if not exact for almost every need. And plenty of customizable too.


If you do not have a valid copy of Excel, there is an open office program that can open and operate all the MS office file sets that is shareware and it works nicley.

Thanks again SE
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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!

[boxertrio]

Thanks, the spread sheet is awesome. FYI, just got back from Wal-Mart and brisket flat was 4.04lb, or 4.27lb for preseasoned!!!
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Glenn

[marvsbbq]

I am a little unclear as to what you are providing...Are you giving them a 'choice' of meats or letting them have all 3 if they WANT all 3???

What are the kaiser rolls for???

How long are you going to be serving??

Are you saying you have to buy ALL of your supplies from your local supermarket??? Or do you have a wholesaler, Sam's or Costco near by??

3 Gal of sauce is more than needed, I just did a gig on fri (pulled pork sammies for 120) and only used 3/4 gallon and that INCLUDED adding sauce to the meat before serving, then having sauce on the side so they could add more (I offer a mild and a hot)

I might take 2 gallons to be safe..

Rub....you MIGHT use ONE pound for all your product, certainly NOT 5 lbs.

12 - 6 hr sterno cans....I don' think you will ever need that many. Use ONE can for each dish (if you use two, it will make your meat TOO hot and have burned spots where the sternos are). Be sure to put a pan in your chaffer dish with about 1/4" warm water and THEN your food dish.

For your buns, you can go to the bread dist and get the buns directly from them. They always have left overs from the days run.

As far as labor, I NEVER show my labor costs seperate...Give the client a price that INCLUDES your labor. That being said, IF you need to hire extra servers, then you can bill them on the invoice on a seperate line.

For me (and I don't do 'just meats') I would charge $13.95-$14.95 per person.
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Often imitated but never duplicated

[boxertrio]

Marv, they requested a choice of 3 meats. The sauce and rub come in that size container, so that is what I figured I would have to buy. I could buy several smaller containers if that is a better way to do it.

Myself and my wife, boy or a friend will serve for approx 1hr. The lunch call is from noon until 1:00, after 1, I can tear down and leave.

The Kaiser rolls were requested as sandwich buns.

I do have a Sam's close to me, I got most of these prices from there website.

The Sterno came in a case of 12, so I figured why not.

I will give them just one price for everything, but I have never done this before. I appreciate all the help, I am flyin a little blind on this.

I am not worried about the preparation, and from the advice I have read here I am fairly confident on the amounts. I know what it will cost me, I don't however know what to charge. This is pretty much a guaranteed deal, but I am working for alot of friends, not to mention the boys employer.

Again I apologize for not being clear, but this is my first rodeo. My goal is to make enough here and there to cover my entry fees for this years comps, which is my true passion.

All said and done, no matter what happens I'll see you all at the Royal in October
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Glenn

[3pigsbbq]

I start my pricing at 3x cost. But I only charge for what I use, like if you're going to buy 5lbs of rub but only use 1lb for this cook then you'd charge 'em for 1/5 of the cost. As for the chafer stands, you will be able to use them again so that's more like equip cost rather than food cost. I would not charge 'em for those, just let the 3x cover it. When I go over 100 people I usually knock off 10% or so.

Hope this helps, good luck.
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3 PIGS BBQ AND CATERING
HOME OF BIG BERTHA

3pigsbbq@earthlink.net

[BBQMAN]

Lets see-this is taking into account that we are feeding 140 people

Chafing dish stands ....$3.48 each X 3
Sterno, 12 6hr cans.... $12.13
3 gal KC Masterpiece ..$8.34
12 ct Kaiser rolls ........ $1.48 X 5
16 ct burger buns ........$1.68 X 4
20 lb chicken thighs..... $.50 pp Depends on how big they are as to count
35 lb butt ....................$1.98pp 17 pounds of pulled pork, or 50 5 Oz. sammies
20 lb brisket ................$3.00 pp 12-14 pounds of finished meat or 40 5 oz. portions
5lb rub ........................$18.00
30lb lump.....................$18.00


These amounts seem low to me. From your post, I'm not exactly sure what your client is expecting. A pork sammie ea., a bit of brisket, and some eating chicken, some not, the food quantities are still low particularly the pork. Portion control also will play a part.

I dont generally split menus- in other words some get this, some get that, some don't get what they wanted. I ensure enough meats to provide everyone with some of each, taking into accouint that kids 10 and under will eat less, firefighters like yourself will eat more. You need to nail down (and specify in writing) exactly what they are getting for x amount of dollars.

A meats only gig for this amount of guests would be in the $8.00 a person range.

Hope this helps!
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BBQMAN
"I Turned A Hobby Into A Business".
Providing "IMHO" Since 2005.

[marvsbbq]

I am with BBQMAN, I too do not like to make the guests make a 'choice'. Sometimes can really make a guest mad (trust me, been there done that).

The 20 lbs of thighs (each weighing approx 4 oz) would give you 80 pcs. So if you are going to split the meats 3 ways, (chicken, pork, brisket), 15 lbs would be plenty. Not sure about Sam's (but think would be packed same as Costsco) there are 'usually' 16 thighs to a package. Costco uses large chickens ranging 5-6 lbs so the thighs are a bit larger than most places. I am pretty sure Sam's does the same.

35 lbs of butt SHOULD net you 56 - 5 oz sammies. So that # is pretty good

The 20 lbs brisket (not sure if you are going slice or shred), I would figure on 5-6 oz each there too as you said but that is only going to net you 10 lbs which is only going to give you 26 -6 oz servings...figureing 50% loss after cooking...I would cook 3 large briskets if not 4.

Final and foremost, call around your area and see what others are charging to cater same type foods.

Taking your #'s and taking out the sternos and wire racks, then only using 2 gallons of sauce and 1 lb of rub, you have approx $180.56 of editable product (what you are selling) If you were to take the 3 times rule someone mentioned you would only be making $361.18 after expenses. If you took the $8.00 PP BBQMAN suggested, would give you $939.44 after expenses. If you took the $13.95 I suggested, would give you $1772.44 after expenses but that is for 3 meats for 140 guests.

I told you before that I do NOT like to list my labor seperatly but this might be a good time to do that...Tell him you can do this gig for $8.00 PP PLUS $700.00 for labor, equipment & supplies. This MIGHT go over better than the inclusive price as I suggested.

This would give you $1639.44 after food costs.

Also, if you can, show your 'regular' price for such event (higher I hope) then show a 'special discount' for this event. Make them 'think' they are getting a 'deal' All a matter of how you word it.
_________________
Often imitated but never duplicated

[BBQMAN]

Don't forget Marv, this is meats only! $13.95 just won't fly most places (we have discussed this at length, different locations and local competition drive prices)

I do pig roast, marinated chicken breast, slaw, beans, breads, and dry goods starting at $12.95 a person, and still make a fair profit..................

A $940.00 profit for a city function seems like a good day's wage to me!
_________________
BBQMAN
"I Turned A Hobby Into A Business".
Providing "IMHO" Since 2005.

[boxertrio]

Thanks alot guys, couldn't do it without you.

Nailed them down on the meat, 1 choice per person. I should have plenty for seconds, but I made it clear that I could only gaurantee 1 serving unless the wanted to pay for 2.

I think I will go with the 3x cost approach and add a couple more briskets.
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Glenn

[BBQMAN]