I have been roped into volunteering to cater for 100 for an afternoon tea for a childrens charity.

I am aussie with a lot of cooking (not chefing) backaground. I am reasonably comfortable with the food stuff and service, but I have no idea about pricing so I don't screw myself.

Obviously I am not doing this for profit,( I am a stay at home mum who has catered some mom events for 30ish). They don't have a budget, just going to beg and scrap for anything I need to charge.

I am going to do things like lamingtons, scones, cupcakes with their logo on it, ribbon sandwiches, rice paper vege roll ups and some other things. I meet with their events co-ordinator in a couple of weeks and will give them a short list of things to choose from.

Their plan is to go with a seated meal and having all the food on the tables - I hope to convince them to have either stations or a buffet. I can't imagine putting enough food family _style_ onto tables for 100, I feel like it would be a mess and a lot more waste than a buffet.

I don't have a clue what they are doing for drinks yet, but I have a couple of months to work it all out. They usually don't do catered events that isn't a fund raiser, so this is just a one off for them and they don't want to spend much on service equipment etc. I haven't seen the facility and volunteers will be helping me on the day for the service. Another mum from my mothers group gave them my name..I don't look to do catering as a general rule.

Sooooo I would love to pick the brains of someone willing to work me through the financial side of things and anything else you think I have messed up or fogotten.

Thanksfor your thoughts

Lee

My first thought is working it as a "cost plus" deal. Give them an estimate and get half up front. Then show them your receipts at the end of the event and collect the rest of the cost and your pus factor. You said you are doing this job as a volunteer so it would seem the fairest way to do it for you and for them.

If not that, giving them a price before you have sat down with their coordinator and gotten all the details isn't wise. Get all the details. Have the EC walk you through the event from start to finish. Get an idea of what she expects.

Make a list in outline format covering all the details, highlighting your responsibilities. Details are important numbers of people, food, condiments, equipment, utensils, table ware, linen, paper even down to things like foil and plastic wrap. From there you make sub-lists. More of an ingredient list or shopping list, how much/many of what.

Then start plugging in prices. Account for 5%-10% extra for unexpected guest and then add a "fudge factor" percentage, for those things you may not be able to control or maybe 'forgot'.

Only then should you go back to the EC and talk price.


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Thanks for your idea...I didn't realise there was a word for it, but I did tell them I would submit my receipts and add in for my running around and cooking expenses...just did't know it was called cost plus.

I am all for the idea of some money up front as I plan to start cooking and freezing for it as soon as I get a menu from them out of my short list.

I will make sure I get it all in writing - I did send an email about insurance...not sure how that kind of things works, but figured if they were a charity, they would have insurance covering volunteers, so needed that sorted out too.

Thanks for the advice. Anything else you think of is more than welcome.

lee