The Short Story:  Around 50 people is the "entry level" point where my services start to make sense.    I usually encourage the client NOT to hire me for Smaller events of 20-40 people.     With such a small headcount, you really don't get great "bang for the buck".     This might seem arrogant, but I actually recommend that you treat your guests to the local restaurant for $15-18/head!       

The Expanded Story:   If finances are not a constraint, then I will take a small job.     I have fun with smaller events, simply because I can "play" with menu items that don't lend themselves logistically to the larger gigs.    Culinary Fun!   

The problems start when hosts want an economy job to a small headcount.    Quotes have been met with pure disgust, which is exactly why I've taken the time to write this lengthy page.      The commonly held fallacy is that catering pricing is like Burger King pricing, where $5 feeds 1 person, $10 feeds 2 people, $15 feeds 3 people, and so on.    It just doesn't work like that in mobile catering.   There's a ton of work that happens BEFORE the operation feeds the first person.   In catering, it's more like $1300 feeds person 1-10, $1325 feeds 11-20, etc...       What follows is a detailed discussion about what's going on:

Small headcounts don't equate to less work.   The underlying theme is "90% of the work is the same for any sized party".    Also "It takes 10% more work to feed 90% more people".      Here's an analogy you might appreciate:     Ever cook a nice dinner for two people?    Where's the work?   It's in the house cleaning, menu planning, recipe finding, shopping (usually hitting a few places), cooking, table setting, meal serving, handling leftovers, dishwashing/cleanup, etc.   Now, what if another person gets added?   Since you're already doing all that work, the extra piece of chicken and extra place setting is almost negligible extra effort, isn't it?      This can be scaled up to the catering world.

Small jobs force considerably higher per/head costs.    Doing the math for a party of 30:    Crew members get roughly $200+/- for a day's labor.    Nowadays, I have to make $500 minimum just to take the job seriously, and surrender yet another day of my life to the catering world.     $23/head just covers the $700 salary and profit!     A basic menu can be about $10-$12/head in direct food/overhead costs (at least another $360).   A higher-end menu can easily stray to $18 head or beyond (at least another $540).     Adding it up:   Basic menu= $37/head. ($1100ish).    Higher-end menu=$41/head!!! ($1240ish).    Throw in some "unusual logistics" requiring a third staffer, or a mileage adjustment, and your small event has now easily broken the $1450 barrier.      Do you really want to pay $48.00/head for 30ppl??         Sounds high, and it is high...but that's what it takes to get a small job off the ground.     I actually feel guilty charging this...but I really have no choice.    Especially now that I've got plenty of work on my plate with large parties.

If your budget is $400 for a party of 30 people, you're not too far away from the actual food costs!     With that kind of budget, you're truly better off taking the crowd to a local restaurant that has a nice sized back room.    For $15-18/head, you can do quite nicely in a pleasant atmosphere, where inclement weather doesn't deal you a blow.   Maybe even get outdoor seating on a patio or something.   In a restaurant, you're not paying to have a whole kitchen moved to your location!       Another inexpensive approach is to order some trays of Lasagnas, Baked Ziti, Meatballs, and a 6' sub from a local Deli.   They can be hired to "drop off" the trays, set up the steamtables, and arrange the serving table.  (But they typically don't stay for the duration of the party).    Serve everything on disposable plates/cups/plasticware, and cleanup's a breeze.   All you might have to do is return the chafers the next day.     Because there's no onsite labor, your costs are minimized.    

There are certain "Economies of Scale" with large parties.    In a Restaurant, the "economy of scale" is already built in by the simple fact that the other 50-200 customers contribute to the overall financial picture, and the equipment is stationary. 

If you're not completely sick of reading this so far, this comparative list focuses on what's involved with running a party.

General:

-No matter what sized catering job, I still end up committing 30-50 man-hours to it.  

-I stress out just as much over large or small parties.  

-The administration (phone calls, emails, faxes, contracts, paperwork) is unaffected by headcount .

-My overhead to maintain the truck, three trailers, Sanitation certificate, web hosting, etc...all remains unaffected by headcount.

-Each party requires the same number of trips to the A&P, Costco, Produce Supplier, Butcher, Restaurant Supply Store, and maybe even the Home Depot.    (Sometimes 2 trips to the same store for forgotten items).   Whether I spend $25 or $500 at each place, really doesn't make a difference...the time to accomplish the mission (fighting crowds, fighting traffic) and the gas expended are responsible for the real costs, and is independent of the headcount.    

-At the party, I still burn thru a considerable amount of supplies.    The grill still burns the same amount of charcoal/propane, whether there's 5 burgers or 100 burgers.   I consume roughly the same number of sternos, tablecloths, garbage bags, foil trays, etc. 

-I still expend the same amount of gas to get to/from your party.   It still takes me the same amount of time and energy to hitch the trailer up, tow it, park it, clean & restock it, and put it away.

-My facilities take just as much of a "hit" for any sized event.

-My lights are on just as long, my electrical use remains constant, I still use similar poundage of ice (the ice machine still runs).

-At party's end, the same number of coolers still need to be scrubbed.  The same number of utensils and dishes still have to be washed, the same amount of laundry has to be done.

 -The business overhead doesn't evaporate temporarily because you only have 30 people.

-Even though I might be able to buy smaller quantities of things...when a bag or jar (of anything) get's opened...it's committed whether it gets used partially or not.   (i.e   even if one hot dog is cooked, and 7 remain...I still had to buy the package of dogs and the package of rolls, and have the right condiments onhand.    The leftovers have no salvage value afterwards, and cannot be reused for the next gig).   

-Also consider that small packages of consumer sized food products at the A&P offer no cost savings.   The real cost savings result from Commercial Sized Costco Quantities of things.   $4.00 for a package of 8 Hotdogs versus  $10.00 for a package of 50.

Equipment:   

Surprisingly, there's not much labor saved because the party is small.  In fact, I've found quite the opposite is true.   I end up working HARDER!   Here's why:

-I tend to hire less manpower (Myself and a well-trained assistant), simply to keep the costs acceptable.  But since much of the work is the same, the resultant is a higher task loading on us.   

-Regardless of headcount, the same food service apparatus must be deployed, set up, cleaned, packed up and maintained.. 

-The larger parties tend to be in places that are more convenient to loading/unloading, such as a parking lot or picnic grove.   The smaller parties tend to be in somebody's backyard on their deck.    Bottom line:   Much more Lifting/Moving/Lugging...usually over longer distances, and most likely along very inconvenient paths.    ("Unusual Logistics" fees may apply, to get proper manpower).

-Once I hook up the trailer, costs go up.  So for smaller parties, I try to get away with "Truck Only".    To do that, I find myself rooting thru the trailer to grab select equipment.     With everything stowed away under layers of crap in the trailer, this is monstrously laborious.  

-The degenerative disk in my back hurts just as much, if not more, after the smaller parties because I can't dump lifting tasks on anyone else.  I sweat more.

-Wear and Tear on all Equipment and Vehicles is independent of headcount.  (i.e. The truck gets dinged and damaged just as much).

In Summary:

As much as I'd love your business, and would love to cater your small party, please don't make the blind assumption that it'll be a small feat, or will be inexpensive.     If you are willing to make it worth my while financially, then by all means, give me a ring!      If you're looking to save yourself a ton of work at cut-rate prices, then you've got the wrong caterer!     With a small budget/small headcount you're far better off taking your guests to a the local restaurant, or have a deli do "drop off" catering service to your home.   Either choice will give you greater "bang for the buck".  

Thanks for your understanding and good luck with your event!   If you do decide to run it yourself, my advice on how to run your own party can be a good resource for you.

                                                                          EDDIE

Please Call (973) 627-2722 to Discuss Your Event.  Usually 6pm-10pm, Weeknights.  Please leave a Message otherwise.   Also be sure to mention the potential date(s), estimated headcount, location, and the nature of the event.     Thanks!

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