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16 replies

HELP! First Catering Job is a Biggie

E edanhornMember
I'm a new member to this forum but a long time lover of true BBQ. Our first year of competition BBQ was great and we're now moving ahead with a catering operation. I've read a lot of threads on this forum which helped me with my decision to purchase a FEC500 yesterday.

Now I've got to come through in a big way and really need the help from forum members. My never-ending marketing of my Q skills (Yadda, Yadda, Yadda!) has led to a local auto dealership requesting my services. They're having a large two-day event to introduce a new model and will be sending out over 1,000 invitations. Local government officials will be invited to attend on the first day. I'll be the only one selling hot food. The only other food that is scheduled to be served is just finger food which they're thinking about reducing the amount they have on hand based on the quantity of BBQ I can provide. They are willing to include marketing information about us in their radio and print advertising. Sounds like it could be an opportunity of a lifetime, right?

My problem is I've never cooked for an event even close to this size. In fact, I'm now playing catch-up on the paperwork necessary to get my business license and health certificate issued but I'm on track to have all of this completed way before the event. I have a fantastic opportunity to get new contacts for future catering events as long as I don't mess up this one.

Does anyone have any experience with large auto dealership events? Have I bitten off more than I can chew? I know the FEC500 can help me with cooking whatever quantity I need so I'm not concerned about that. To keep it simple I plan on just serving sandwiches with chips and a drink. I can get Prime Angus Briskets for @1.75/lb with a 65lb minimum order. I can get Pork Butts (bone-in) for $1.15/lb with a 70lb minimum order. I'm thinking about charging $5 for the pork and $6 for the brisket.

What do you think? Am I crazy? Any help would be greatly appreciated.

Thanks in advance!
Ed
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E edanhornMember
Dave,
How many people do you think I should plan on selling Q to? With 1,000 invitations going out for a two day period plus the public who are interested in seeing the new model, I haven't a clue as to how many I should prepare for. Obviously weather is a factor and it could be cold and rainy or be in the 60's during that time of the year. Have you ever worked a gig like this?

Also, I'm not sure how many people I should have helping me to get through this event. I think it should be fairly simple since I'm not doing a full buffet table. We're going to be serving food out of a Temporary Food Facility (aka an enclosed/netted Canopy!). I'm trying to use three people, one handling the money, one making the sandwiches and one tending to the meat on the smoker. I figure the person tending the smoker could also pull the pork and slice the brisket. They could get help from each other during the slow times.

Any assistance you can provide would be greatly appreciated.

Thanks!
Ed
FM Former Member
Ed,

I wouldn't classify this as a catering gig but a pay-as-you-eat event, so be careful. With catering you know almost exactly ow much to prepare and you get you money in advance.

Here are my suggestions:
1) See if you can get the dealership to guarantee a certain number of attendees. That way your money is guaranteed, you can prepare for twice that if you're confident and at the very worst you'll break even. Position it with them as a win-win.
2)You're smart to keep it simple. You could add a nice store bought potato salad to the menu.
3)1000 invitations means nothing without some insider information. Based on this specific event what response rate does the dealership expect and how many walk-ins do they expect? How are they staffing up for the event.
4) How will the big wigs be taken care off (comped, cash, dealership)?
5) Your staffing sounds fine.
6)What are your hours.
7)If things get busy do self-serve drinks.
E edanhornMember
Rootsman,
Thanks for the great advice and information.

My biggest concern is exactly what you've brought up. Since I don't have any idea how many people will show up or what the weather will be like I've got no clue on how much meat to order/cook. Since I don't have access to a commissary yet I need to pick up the meat and start cooking it the same day.

I'm going to ask the dealership about any previous experience on an event like this. They're introducing the new Toyota Tundra so the draw could be pretty good since it's their first true full-sized truck.

I haven't convinced the dealership to kick in any $'s but I'm going to keep working on them. If I understand your #4 bullet point correctly, I'm going to ask the dealership how they want to pay for their best clients. I was planning on serving from 11am until 6 or 7pm. What if I tell them that I'm going to serve a certain number of meals and once I'm out I'll close up shop?

I was going to have more sides but after reading a number of threads on different forums I decided to skip the salad and beans for now. Only if the dealership wants to have it on the menu will I add it. I'm trying to apply the KISS method the first time out. I also like your idea about the self-service drinks.

Thanks again for sharing your thoughts.
Ed
FM Former Member
Ed,

With #4 I was really referring to the local officials you mentioned, but best clients would apply too. I've had event sponsors take care of important guests by including "sponsor" dollars (pieces of paper with sponsor info, $value and redemption info) in the event invitations mailed out.

Like any mailing, anything over a 10% response rate would be a miracle. Not to say you still couldn't make up the difference with walk-ins.

KISS is key. I only suggest a potato salad from Sam's or the like is now your offering a meal, the vegetarians have something to eat and most importantly it is cheap/profitable and easy to prepare (put into a food pan, doctor it if you like and serve for $2).
E edanhornMember
quote:
Originally posted by Purple Haze:
Congrats and good luck, Ed! I'm trying the same thing myself here...except I don't have the job yet Wink Until then I am putting together the commissary, licenses, and permits. Can't wait to hear the success story.

George


George,
I was supposed to get commitment from the dealership on Saturday but haven't received the call so I still don't have the job yet.

All the early planning was going good so I wanted to get the marketing director to commit and started talking about timing for ordering the meat. That's when she said she normally makes the decisions but wanted to pass this one by her boss. This may be my first experience (and I'm sure not my last) of sunshine getting blown in my ear in the catering business. We shall see!!!

Ed
FM Former Member
Uh-oh. I'm familiar with that one also.

"I normally make these kinds of decisions, but I want to run this one pass my boss."

TRANSLATION

"I'm really not the one in charge of this but I'm hoping the Academy looks upon me favorably and gives me the nomination for 'Best Actress' this year."

No matter, just laugh it off. Big Grin They will probably call you back, but even if they don't you've still got hundreds of prospects left to choose from. You should pursue them concurrently.

George
FM Former Member
I would let them know that until they have you booked (IOW get them to commit in writing), you cannot guarantee that you'll be able to be there. Caterers are busy folks.

KISS is good, especially if you don't have your operation down pat. Stick with sandwiches and maybe canned drinks. Have somebody there to help you with handling money.

Be ready to be busy and you will be fine. Smile and have a good time; everybody who comes to your place will remember you one way or the other.
E edanhornMember
Whew! Things are moving forward on all fronts!!!

I received a call from the marketing director and they have two other events that they'd like me to do for sure (possibly more in the future) however the original event with the Tundra introduction is on hold. The dealership owner doesn't want customers to be charged for anything. I didn't give up though. Keeping in mind that they don't have much of a budget I suggested the dealership could pay for a set number of meals for their better clients. She thought that was a great idea and was going to take it to the owner. I told her that I was just throwing ideas out her way, there was no pressure and how much I appreciated the opportunity to be involved in the other two and possibly more events. Yadda yadda yadda!! No really, you can't forget who your customers are and how to schmooz.

We also landed a separate job for the Super Bowl for 50+ people. This was a result of a friend of a friend who attended our first competition and did nothing but rave about our food.

Finally, I heard from the county health department and they liked my business plan. The only issue is a commissary but I've found a solution for that. The gal from the health dept who has been helping me has been great and is going to allow me to be a classified as a mobile kitchen so I'll only pay $240 for an annual license instead of $120 per temporary event. That's going to be a huge savings.

You all have been so helpful and supportive. I can't thank you enough. I'll keep you posted on my progress.

Ed
E edanhornMember
Here's a new update and some good news. I received a call from the marketing director and she went to bat for me and got me the big job. They're using an idea that Randy gave me by using vouchers for their customers. (thanks!) They plan to give out 500 vouchers over the 2 day period and they'll give me $5 per voucher at the end of the event. I told her that I'd give her updates as to how many meals are given out since she previously told me that she had a limited budget and I want to make sure there are no suprises at the end that could ruin future opportunities with her. I think she's planning on around 250 people eating a meal. Not only will this give me exposure at the event but they're also including my team name in their print ads. In fact they're going to have me do a smaller job at a credit union car sale a week before this one and they've already got me in their ad.

Also, it was a busy day as I was able to get my business license issued, fictitious names filed and on the final steps to get my health department certificate. So far so good!

Thanks again for your support!
Ed
FM Former Member
Sounds great.

Funny how things like this take off on their own once you get things rolling.

We have had some hot dog clients too; at the races for instance everybody wants dogs and sausages. So, we give the customer what he wants. No big deal. We just make the best dogs we can, and it's a regular on our menu.

Get that pulled pork or chicken 'n' ribs in 'em, and they'll order that every time.

Go get 'em Ed, and enjoy.
FM Former Member
I grill the sausages and dogs on my charbroiler, and hold them on a flat grill or sometimes in a steam table.

I don't sell them at every event, but lots of times folks want to be able to feed the whole family at one stop: BBQ sandwiches, chicken and ribs, and junior just wants a dog. Done: "Lets go over to that big red trailer, look at those rib tips!"

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