When to worry about number of registrations

82's BBQ · 05-16-2012, 09:46 PM

At what point should an organizer get concerned about the number of registered teams for an event?

BBQchef33 · 05-16-2012, 10:02 PM

In my experience.. 2-3 weeks out they should scramble.

alot of teams wait till the last 30 days to sign up.. its frustrating to organizers, but everyone likes to hold their money as long as possible. sometimes a phone call that says, "Im in but will send $$ asap" will relieve some stress. :)

trolleytime · 05-16-2012, 10:42 PM

As an organizer, I will agree with our Grand Poobah about teams waiting until the last minute and needing to scramble. Last year, our contest was sitting at 18 teams about 3 weeks out. I had a few teams politely inform me if I didn't hit 25 teams they would go elsewhere or not even show up. It would be a lie if I said I wasn't stressing out. 2 weeks out I went from 18 to 27 teams and the week of I went from 27 to 42.

It is frustrating as an organizer but since I also cook periodically at contests in my area, I am able to see it from both sides and yes I have waited until the last minute to enter into a contest. I will probably start really stressing out in September.

D. Moore
Organizer, Bordertown Bash-Fort Smith AR

swamprb · 05-17-2012, 05:01 AM

Would you consider free entry fee for the first 15 teams for a first year $10K event begging for cooks an act of desperation??

roksmith · 05-17-2012, 05:47 AM

I see the issue from both sides as I compete and serve on an organizer committee.
As a competitor, I can't afford to send $250 bucks out to all of the contests I plan on attending early, but as an organizer, I realize that you have to get your numbers as early as you can. This year, we had 3 teams who verbaled a month ago, who have now backed out and left us scrambling to pick up 3 more teams to hit our 25.
Our KCBS rep tells me waiting until the last moment is the norm this year, but that doesn't help much if you hit your deadline and are still a couple of teams short.

Funtimebbq · 05-17-2012, 09:30 AM

We have organizers who offer an "early bird" entry fee which usually ends about a month before the contest. It has helped get teams to sign up and to draw other teams once they have seen the minimum team counts have been met.

Benny

RX2006JE · 05-17-2012, 09:46 AM

I would agree with the earlybird discount. I always take advantage of those offers.

carlyle · 05-17-2012, 09:48 AM

We use early discounts, and it has been very worthwhile in getting teams to sign up earlier that they would otherwise.

We are phasing in electronic registration also, and that helps.

Even so, you get down to the last minute with some teams.

EarlyBird · 05-17-2012, 11:15 AM

I LOVE Early Bird discounts

carlyle · 05-17-2012, 12:11 PM

And I love teams that register early.
Makes the job of matching the correct number of judges to teams a lot easier.

wyocurt · 05-17-2012, 12:34 PM

Early bird specials seem to get a lot of entry's right away. I use as many as i can.

82's BBQ · 05-17-2012, 07:31 PM

Thanks everyone for the reassurance. In case you have an open weekend to fill, Danville IL is having a competition on Sept 28-29.

U2CANQUE · 05-17-2012, 07:47 PM

Quote:

Originally Posted by roksmith

I see the issue from both sides as I compete and serve on an organizer committee.
As a competitor, I can't afford to send $250 bucks out to all of the contests I plan on attending early, but as an organizer, I realize that you have to get your numbers as early as you can. This year, we had 3 teams who verbaled a month ago, who have now backed out and left us scrambling to pick up 3 more teams to hit our 25.
Our KCBS rep tells me waiting until the last moment is the norm this year, but that doesn't help much if you hit your deadline and are still a couple of teams short.

Maybe the team that was associated with letting the organizers know things should have said something about going to the fairgrounds, maybe not removing any music, beer, etc...etc.....that have helped them get money in the past......but, hey, when you do 7 contests I am sure that it makes you a pro in consulting........unfortunately it is you that guided the organizers......and it will be the last year that the contest happens.........
It is really a matter of fact that most teams in the area do not want anything to do with you as a organizer.........it happens when you believe that you are more than the contest....IMO
\

Crash · 05-18-2012, 03:38 AM

I 100% agree with the others that have taken advantage of the Early Bird discounts. $50 bucks is $50.

I think more organizers should employ this tactic to get more teams to sign up early.

DawgPhan · 05-18-2012, 08:39 AM

Quote:

Originally Posted by U2CANQUE

Maybe the team that was associated with letting the organizers know things should have said something about going to the fairgrounds, maybe not removing any music, beer, etc...etc.....that have helped them get money in the past......but, hey, when you do 7 contests I am sure that it makes you a pro in consulting........unfortunately it is you that guided the organizers......and it will be the last year that the contest happens.........
It is really a matter of fact that most teams in the area do not want anything to do with you as a organizer.........it happens when you believe that you are more than the contest....IMO
\

ouch.

05-16-2012, 09:46 PM	#1
82's BBQ Full Fledged Farker Join Date: 01-21-12 Location: Danville, IL	When to worry about number of registrations At what point should an organizer get concerned about the number of registered teams for an event?

05-16-2012, 10:02 PM	#2
BBQchef33 Grand Poobah and Site Admin Join Date: 08-11-03 Location: Long Island, NY Name/Nickname : Phil	In my experience.. 2-3 weeks out they should scramble. alot of teams wait till the last 30 days to sign up.. its frustrating to organizers, but everyone likes to hold their money as long as possible. sometimes a phone call that says, "Im in but will send $$ asap" will relieve some stress. :) __________________ Site Administrator and Grand PooBah CBJ with a Fuzzy Blue Hat, 18 Foot Competition Trailer, Customized Klose BYC, Custom Built Shirley built to feed our Veterans(A.K.A "Abrams"), 1 Double Barreled Lang 84, 1 Heavily Modified Bionic Bandera, 1 Custom Super Medium Stickburning Spicewine w/stoker, 2 XL BGE, 1 Mini BGE, 2 Pit Barrel Cookers, 3 WSMs, 3 Weber Kettles, an NB Hondo, A Modified Brinkman Horizontal, DCS 48" Grill, a Broilmaster P3, a Blackstone 36 and 17, a covered, pellet pooping FEC100, and our duck died. :( News Flash: "A mans worth is judged by the weight of his integrity " You know your getting older when you choose your cereal for the fiber, not the toy Smoke on KC. WWW.BBQ-BRETHREN.COM

05-17-2012, 05:01 AM	#4
swamprb somebody shut me the fark up. Join Date: 10-27-06 Location: Bothell WA	Would you consider free entry fee for the first 15 teams for a first year $10K event begging for cooks an act of desperation?? __________________ Brian - Left Hand Smoke BBQ PNWBA 2010 Team of the Year BGE's/WSM's/Pellet Pro WSM/BWS Gater/BDS Clones/Cookshack 008/Weber Performer w EZ-Que/Cajun Bandit/Rib-O-Lator Test Pilot/La Caja China/BBQ Guru/Weber 1000 RK Drum Coffee Roaster Follow Left Hand Smoke on Facebook!http://www.facebook.com/pages/Left-H...462391?sk=wall KCBS CBJ/PNWBA CBJ www.pnwba.com

05-17-2012, 05:47 AM	#5
roksmith is one Smokin' Farker Join Date: 04-21-09 Location: Marietta, Ohio	I see the issue from both sides as I compete and serve on an organizer committee. As a competitor, I can't afford to send $250 bucks out to all of the contests I plan on attending early, but as an organizer, I realize that you have to get your numbers as early as you can. This year, we had 3 teams who verbaled a month ago, who have now backed out and left us scrambling to pick up 3 more teams to hit our 25. Our KCBS rep tells me waiting until the last moment is the norm this year, but that doesn't help much if you hit your deadline and are still a couple of teams short. __________________ 4000 sq inch Wood Burner named Brutus - KCSB member/judge# 32129

05-17-2012, 09:48 AM	#8
carlyle is one Smokin' Farker Join Date: 10-06-10 Location: Owatonna, MN	We use early discounts, and it has been very worthwhile in getting teams to sign up earlier that they would otherwise. We are phasing in electronic registration also, and that helps. Even so, you get down to the last minute with some teams. __________________ Carlyle, KCBS, CBJ, Organizer ( Judge Chair)

05-16-2012, 10:42 PM	#3
trolleytime Is lookin for wood to cook with. Join Date: 12-12-09 Location: Fort Smith, AR	As an organizer, I will agree with our Grand Poobah about teams waiting until the last minute and needing to scramble. Last year, our contest was sitting at 18 teams about 3 weeks out. I had a few teams politely inform me if I didn't hit 25 teams they would go elsewhere or not even show up. It would be a lie if I said I wasn't stressing out. 2 weeks out I went from 18 to 27 teams and the week of I went from 27 to 42. It is frustrating as an organizer but since I also cook periodically at contests in my area, I am able to see it from both sides and yes I have waited until the last minute to enter into a contest. I will probably start really stressing out in September. D. Moore Organizer, Bordertown Bash-Fort Smith AR

05-17-2012, 09:30 AM	#6
Funtimebbq Full Fledged Farker Join Date: 11-19-09 Location: Whittier, CA	We have organizers who offer an "early bird" entry fee which usually ends about a month before the contest. It has helped get teams to sign up and to draw other teams once they have seen the minimum team counts have been met. Benny

05-17-2012, 09:46 AM	#7
RX2006JE On the road to being a farker Join Date: 07-16-09 Location: Anniston, AL	I would agree with the earlybird discount. I always take advantage of those offers.

05-17-2012, 11:15 AM	#9
EarlyBird On the road to being a farker Join Date: 09-25-06 Location: Overland Park, Ks	I LOVE Early Bird discounts __________________ Chris -- Early Bird BBQ "I love the smell of hickory at sunrise"

05-17-2012, 12:11 PM	#10
carlyle is one Smokin' Farker Join Date: 10-06-10 Location: Owatonna, MN	And I love teams that register early. Makes the job of matching the correct number of judges to teams a lot easier. __________________ Carlyle, KCBS, CBJ, Organizer ( Judge Chair)

05-17-2012, 12:34 PM	#11
wyocurt On the road to being a farker Join Date: 08-21-11 Location: La Quinta Ca	Early bird specials seem to get a lot of entry's right away. I use as many as i can. __________________ [B]Cowboys Smokin' Hot BBQ[/B] [B]Curt - head Chef[/B] Stick cooker FEC 100 wsm 22.5 RMBBQA Member CBBQA cbj #63452:-P

05-17-2012, 07:31 PM	#12
82's BBQ Full Fledged Farker Join Date: 01-21-12 Location: Danville, IL	Thanks everyone for the reassurance. In case you have an open weekend to fill, Danville IL is having a competition on Sept 28-29.

05-18-2012, 03:38 AM	#14
Crash is One Chatty Farker Join Date: 10-29-08 Location: Kailua, HI (Oahu)	I 100% agree with the others that have taken advantage of the Early Bird discounts. $50 bucks is $50. I think more organizers should employ this tactic to get more teams to sign up early. __________________ Crash - HIBarbeque.com