We are all BBQ artists, and we are all proud of our BBQ. The result of this love for BBQ is that we all want to cook meat, because that is our forte. The word "BUDGET" requires different thinking.
The original post says that "THEY" are having many side dishes. Who are "THEY" and what side dishes and what quanities? Have "THEY" ever done this before? Early in my catering career I did several events like this---I just supplied the meat. I no longer do "meat only" events. I was standing proudly with my highly visible lettered BBQ pit, wearing my fancy embroidered chef's coat ---but wait the salad ran out---the bread ran out---the beans ran out. The attendees at the BBQ were looking at me and complaining----I BECAME THE HIGHLY VISIBLE BAD GUY. My wife overheard a conversation at work the next day about what a terrible caterer I was, because of the undersupplied side dishes. SIDE DISHES ARE YOUR FRIEND !!
Marines are young men, and young men can eat vast quanities of food. It is up to you to decide what they are going to eat and how much they are going to eat of it.
Have side dishes and have plenty of them. You can be brave and set up a buffet line with no servers. Start placing stuff on the table--first plates, napkins and silverware. Plate size is very important--plate size is portion control. I usually use 9 1/4 inch three compartment plates by Chinet. The 3 compartment plates are also are a hint as to serving size--each compartment only holds so much. Then start arranging side dishes down the table. Figure out an approx. "Cost per serving" of each dish and line them up in order with "Lowest" cost first. Tossed salad is cheap, corn cobbettes are cheap, bread is cheap, beans are cheap. Your goal is to have the BBQ attendees be gently and subtly encouraged to fill their plates before they get to the meat.
I agree with using "filler" meats---pulled pork is awesome for this. Make a large load of pulled pork and put it first in the line---line up the meat in the same manner as the other dishes----least expensive goes first. You can control rib portions without having someone standing there passing them out. If you want each person to eat 2 ribs----cut the ribs in 2 piece sections ----or 3 rib sections, whatever. Two ribs together look larger--so they take less than they would of single ribs. Three ribs in a section looks huge and you will hear comments and see grins----but you have subtly set up for a 3 rib per person gathering. Also the larger rib cuts "Overfill" the plate.
Another cost saving strategy is to put out a chafing tray full of Hot Dogs about a half hour before you plan to serve. Simply state that you saw some restless, hungry kids so you thought it would be helpful to put out hot dogs, buns and condiments. This helps in 3 ways---1) children are fed early, and parents will not have to deal with them during serving time 2) Many "hungry" adults that are smelling BBQ cooking will eat a hot dog appetizer 3) Any hot dogs consumed will save you money on your more expensive meats.
Beans are your best friend. Although I disagree with using the word "can" and the word "bean" in the same sentence---beans can help you. Beans made from rock hard dried beans in a sack are cheaper to make---thus helping budget. Flavor has been argued in another thread. Those that doctor up canned beans always use the same arguement--" They taste "almost" as good as homemade." Beans are the best "filler food" at any BBQ. Do not be afraid----do not weaken----t6hrow out the four ounce serving rule. Make beans and make lots of beans. Next to the beans put some 12 ounce bowls. The "lowly friole" will cut your meat costs.
Last but not least. Serve the meat in chafing trays that are not heaped full. Keep a constant eye on the meat trays and fill them often----but not too full. BBQ attendees take less meat if it appears that there is not "Tons" of meat. If you fill a very large electric roaster with huge amounts of meat---they will take more than they need ---just because it is there.
BBQ pitmasters live off of compliments----but sometimes compliments sre received out of politeness or thankfulness because of the group or charity that you have just fed. When it comes to seeing if a BBQ was a success there is only one true measuring device. The device to measure sucess is the "Trash Can." Trash Cans never lie or exaggerate. Look in the trash cans after serving is done. If you did your job right, there will be no meat thrown away---and perhaps a few 12 ounce bowls with a little left over beans.
Portion control is cost control---I have had a server at every single dish, serving exact portions. The portion control is exact, but those being served don't like it, and servers need to be paid. I have found that it is less expensive to subtly control buffet lines and BBQ attendees have no complaints about servings.
