This is sort of a long post, so stay with me.
I recently had two separate requests for some BBQ pork from two different clients. One was having a high school graduation party with approximately 100 guests and was trying to stick with in a set price range. The other was having a birthday party with approximately 40 guests. For both events I asked the relevant questions (or so I thought!)... how many children VS adults. Would you consider those attending to be typical eaters, or big or small eaters. Side dishes etc.
In the end both clients basically said 100 & 40 adults. I also let them know that I've typically found that my guests will eat 1/3 lb servings, and therefore I tend to make a little larger per person servings. I let them know that the other BBQ joint in town says 4 servings to a lb (1/4lb servings). Everyone was fine with the price and the fact that there guests would get big sandwiches. I also figured in about 15-20% extra on the 40 person party for people eating seconds, but didn't do it for the first client w/100 guests cause he said that he absolutely did not care if he ran out, and was on more of a budget.
So, I get two phone calls yesterday from the clients. Both stated that everyone loved the pulled pork, but that they had a bunch left over.
1st Client – 40 Adults
*15 lbs of pulled pork. Approximately 4 – 4lb half pans.
**Leftover; approximately 11lbs of pork.
It should be noted that this client had a poor turnout, and really missed all or most of the questions that I had asked. For example, he only had about 20 people show. 8 of which were younger kids, and then primarily seniors for the remainder. I specifically asked him estimated adults/children but failed to ask about seniors.
2nd Client – 100 adults
*30 lbs of pulled pork. Approximately 6 – 5lb half pans.
**Leftover; 20lbs of pork. 4 – 5lb half pans.
This client estimated that about 75 people showed up. He only had chili beans and macaroni salad as side dishes and offered buns for the sandwiches. I'll get the details tonight about male/femaile and the ages of his guests.
So I'm wondering how far off I was in my estimates. The information for client #1 is a bit hit or miss, but I have some pretty good details from client #2.
Questions for those more experienced caterers out there;
1. Should I stick with the standard ¼ lb servings when figuring quantities of food? If so, how do you generally account for side dishes and how it affects the main course servings?
2. I know that client #2 was only putting out one pan at a time. This has got to have a direct correlation as too how much a guest is going to eat when they see multiple pans of food VS just one pan of food at a time. Should I be asking my clients how they plan on serving the food. ie. One pan at a time, two pans at a time etc?
3. I'm assuming that I should have inquired about seniors, not just adult/children. Although I did make it a point to ask each of them what sort of eater's they thought would be in attendance.
4. What % do you figure in for second servings for events?
5. Most importantly... why the heck was I soo far off?
Any information that you could provide would be greatly appreciated. I thought that I really had a handle on this thing considering that I've been serving friends and family from my pits for almost 5 years now. This year was the first time that I purchased a kitchen scale and started really paying attention though. I've yet to do the pre and post measurements for a friendly get together at my house, but I can almost guarantee that my people hammer 1/3lb servings all day long, and that's not including seconds.
Hmmmm.... Makes me wonder about a direct correlation between beer drinking and BBQ eating. One doesn't happen without the other around my place. And both are generally done in excess.
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