HELP! (for a good cause)

So here is my problem, please keep in mind we have never done anything like this before.

We have been asked if we would like to set up at a fundraiser for the local food bank, and cook some pulled pork, chicken, beans and slaw. The event is a giant potluck type of event that raises money and non-perishables for the regional food bank. We won't be selling anything, but donating our cooking and food to the people who show up. Almost everyone who shows up will be bringing a dish to donate to the event.

We would like to eventually start doing some small catering events and figured this will be a good place to get ourselves known, as well as being for a good cause.

That said, here are the facts that I have:

We will be doing pulled pork, chicken, two types of baked beans, slaw, and possably abts and some fatties as pre-party appatizers.

They normaly have 900-1100 people show up to the event every year. BUT, they also normaly have free lobster and won't be doing that this year, BUT, they said they expect the same number of people.

Almost Everyone attending will be bringing a dish to share (it is a pot luck)

We have the best bbq around town so .....

So, I would like some pro advice on amounts y'all think we should cook and advice on anything you think we might need to do. Thanks a bunch I need all of the help I can get!

Im cooking on 2 drums that fit 3 buts each and 2 small offsets that wil fit 5 butts each (8 lb butts). and a 22 in webber kettle.

I can cook some stuf early and bring it.

Thanks for the advice so far!

Bigmofo300lbs said:

900-1100ppl?! That is a lot of Q. Is this the type of event that everyone is expected to be fed or is it okay for you to run out? Because that might help you calculate how much you really need to make. We are expected to run out. They have it set up as a ptluck and do not expect us to feed everyone.

When I cook for a crowd I use weight to help me with portions. For example, for pulled pork I serve 1/4# (ish) per person. So, if an 8# butt cooks down to 6#s...I should get 'about' 24 servings. I don't weigh each portion. I have a scoop that is pretty close to the 1/4# serving size.
awsome thats what i was looking for!

I have never done an event that large. That is amazing. It will no doubt be a great experience for you.
We have never done any events before, but we figure if your ganna do it do it..

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Ford said:

I guess you should figure how much you want to "donate". Then cook that much. Reality is most people will not even hit your booth if everybody brings a dish. But if you have good Q then people will hear about it. We want to "get the word out about us in hopes of maybe getting some small events later or geting sponsors for our future comps. We doubt everyone will get to us but we want to be talked about. They will have us set up our cookers and tent right outside the entrance to the building so we will be seen by everyone.. yea! :biggrin:

For chicken I'd do whole birds and then cut into pieces and add a sauce to keep it moist. Use toothpicks to serve "portions". I'd get 2 oz containers for the beans and pork and get forks to give out. No buns. I'd skip the slaw. And I'd skip the appetizers. ABT's are popular but hard to make and are a large serving. If you want an appetizer do pig candy and serve a piece of 2 in the cups. Cut each strip into 6 pieces before making it.
Pig candy wicked good idea! How could I have forgotten

Don't treat this as a catering gig but as a food tasting event. That way you can serve more people.
I think you have the right idea making this a tasting event it will strech less food over more portions and give more people a chance to try us.

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River City Smokehouse said:

IMO...you need a cooker that can handle a mass like that. would love to have a bigger cooker but.. alas we have to make do. I might be able to get my hands on 3 more drums so that will help.I personally would not ever put myself in a position like that. It doesn't sound fun. This is going to be a blast and it will give me a chance to see if i like it before investing in the whole kit and cabootel(sp)Maybe you can find a brethren that would help you out on this one.

Pulled pork for 1,000 people alone will take 500 lbs of uncooked meat. prob going to cook for half or a little less unless you guys think I should shot for the stars. All leftovers are going to be donated to the food bank and local community kitchens so not worried about that. As far as chicken goes, I agree with Ford. Cook whole chickens and part them afterwards. That will take 125 chickens. ABT's? I did 400 of them one time. I'll never do that again! I had two helpers and me and it took about 4 hours total prep for them. I wouldn't do the sides since others are bringing them. The abts and fatties are for the people setting up the event and getting it all ready so prob only about 25-30 people. My way of lending a hand to the people who will be "working the event" rather than attending it

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Thanks guys any other advice is surely welcome

Update

So we had a meeting with the "commitee" about the event. I would say it went very well. It was short and sweet. We told them what we wanted to do and they offered any help that we would need. we made it very clear that we are not atering this event but mearling brining some bbq and apetizers to feed about 100-150 people.
(side note they are now expecting 250 people from the respones they got, I guess when you don't pass out free lobster less people show up to help out a charity...)

We hope to offer smaller amounts of everything that we can cook so everyone will get something we offer but not everything we offer in hopes of creating a "buzz about our food".

They also offered to hang up or banners around there building, send out flyers with our name on them, put adds in the paper and anounce at the event thruoutr the night that we are brought the Q. So it all went well i think.
If anyone thinks of something that might be an issue please let me know lol :-D