What are the costs involved in hosting a contest?

[bingo1912]

I have to speak with the Lynden Fair board this week as to how and why we would like to have a BBQ contest at the Rodeo this year.
So far interest is high but I do have to have some facts and figures for them this week.
What I do need is hard facts and figures as to what it would cost/take to host such an event. Any help you can give me would be very much appreciated.
Bing

[indianagriller]

This link should help you if you are looking for a KCBS contest.

http://kcbs.us/pdf/SanctioningApplication.pdf

[motoeric]

Originally Posted by bingo1912

I have to speak with the Lynden Fair board this week as to how and why we would like to have a BBQ contest at the Rodeo this year.
So far interest is high but I do have to have some facts and figures for them this week.
What I do need is hard facts and figures as to what it would cost/take to host such an event. Any help you can give me would be very much appreciated.
Bing

PM me your email address and I'll send you a 3 page breakdown of expected costs and possible revenue streams.

Eric

[bingo1912]

I'll do that thanks Eric

[Munkee's Pit]

Get in touch with JD McGee. He is organizing a contest in Duvall. Most of the things that you find around here are for KCBS contests. You probably want to go through the PNWBA.

[swamprb]

Gary-

Prize money will draw in the Northwest and British Columbia teams. One of the problems is the date, which is the same weekend as the Oregon State Fair BBQ Championship in Salem which last year had something like $25,000 in prize money and is a Jack Daniels qualifier. So think minimum $5000 or more.

But Lyndens location is close enough to draw in teams from the Vancouver BC and Bellingham area cooks, so its not out of the question. Some are worried about too many comps and not enough teams to compete with the busy schedule at hand, so don't give up hope- keep in touch with the PNWBA and check out any of the upcoming comps in Seattle, Duval or the Skagit/Whatcom Counties.

[JD McGee]

There are several "logistical costs" for the hosting city in addition to prize money. Here is some info I was given as a guideline for putting on a one or two day comp. Good luck!

One Day Cookoff
Generally one day events have prize money of $1,000 - $5,000 (sometimes more).
Two day events generally have anywhere from $3,000 to $10,000 or more.
Prize money is provided by sponsor or sponsors of the event. The PNWBA does not provide services to find prize money or sponsors for the events.
Competitors generally cook the following items:
Chicken, Ribs, Tri-Tip

4th item is negotiable – Salmon, sausage, wings, or some other sponsored item.
Cooks would need to arrive onsite no later than 6 am and the event would go until about 5 or 6pm or so.
Schedule would look something like this
5 - 6 am – Load in / Set up
7 am – Meat inspection
12 Salmon
1 Tri-Tip
2 Chicken
3 Ribs
Approx 4:30 (or later) - Awards
Or
1
2
3
4
Approx 5:30 (or later)
Facilities needed onsite:
10 X 12 (better if 10 x 15) per cooking team
Large trailer pits may need extra room ( 15 x 15 or 15 x 20)
Site must provide water access to cooks
Restrooms or port-a-potty
Ash disposal (metal garbage cans with lids are best)
Grease water disposal
Provides location for judging – either a tent 10 x 20 or 20 x 20 or place to put up a 10 x 20 tent or place inside a building – must have power access
Provides tables and chairs for judging areas (4 – 8 ft tables) with chairs (may need more depending on number of teams.
Gift bag for cooks (optional) depends on your sponsorship
Purchase trophies & Ribbons (sometimes PNWBA can do this depending on the number of entries to the event.)
Pacific Northwest BBQ
Can Collects entry fees if needed ($50 – 75 per cook-off depending on estimated expenses)
Advertises the event in our newsletter and website and contacts local newspapers with event information.
Provides Certified BBQ Head Judge
Provides Certified BBQ Judges or does small judging class if no certified judges are available in your area.
Teams bring their own tents, BBQ’s, meat (unless a sponsor is procured for some items), charcoal, washing stations, tables, chairs, etc.

Two Day Cookoff
Two day events generally have anywhere from $2,500 to $15,000 or more.
Prize money is provided by sponsor or sponsors of the event.
Competitors must cook the following items:
Chicken, Ribs, Pork Shoulder (Boston Butt), and Brisket
Special additional (optional) categories can include: – sausage, wings, or appetizer, dessert, chili or some other sponsored item.
Arrival approx 10 am – 5 pm 1st day (depends on if you have an anything but or other extra category on the 1st day)
Schedule would look something like this
10 am – 12 start setup and load in
Meat Inspection at 12
Special category turn-in 5 or 6 pm
7 pm Team Potluck or Sponsored dinner
2nd Day
11 Pork Butt
12 Briskett
1 Chicken
2 Ribs
Approx 4 or 4:30 - Awards
Or
12 Pork
1 Briskett
2 Chicken
3 Ribs
Awards at 5:00 or 5:30
Facilities needed onsite:
10 X 15 (10 x 20 is preferred) Large pits may need a little more 20 x 20 ( per cooking team
Water available to cooks
Restrooms or port-a-potty
Ash disposal (metal garbage cans with lids are best)
Grease water disposal
Grey Water disposal
Provides location for judging – provide a 10 x 20 or 20 x 20 tent or place inside.
MUST have power access for juding -- It is also nice to have power for teams if possible..
Provides tables and chairs for judging areas (4 – 8 ft tables) with chairs (or more depending on number of teams attending)
Gift bag for cooks and Judges (optional) depends on your sponsorship
Parking for vehicles
RV parking if possible and tent camping if possible
Security overnight (PNWBA can also provide if arranged)
Sponsor / Event organizer get all information on health permits necessary and work with any vendors for the event.
Pacific Northwest BBQ usually handles the following but not always
Collects entry fees ($120 - 165 per cook-off depending on estimated expenses)
Advertises the event in our newsletter and website and contacts local newspapers with event information.
Purchase trophies (sometimes the sponsor does this depending on sponsorship etc)
Provides Certified BBQ Head Judge
Provides Certified BBQ Judges (or can give judging class if needed)
Provides materials for judging (water, crackers, plates, etc)
Teams bring their own tents, BBQ’s, meat (unless a sponsor is procured for some items), charcoal, washing stations, tables, chairs, etc.
We can also just sanction and provide a head judge for the event. For this we ask $300 sanctioning fee and travel and lodging expenses for the head judge. PNWBA will put registration form on our site, advertising in our newsletter and mail out form to all on our mailing list. The event organizer does all of the rest.