Expert: Kay Cole - 7/6/2010

Question
I am planning an Open House at our work facility for approximate. 144 employees and their families.  Not all will come.  This event is in early August.

I need to know how many Hot dogs, individual bags of chips, bottles of mustard, ketchup and relish pop and water.  I would estimate high as we must not run out of anything.  Can you help?

Answer
Hi ~

First of all, you need to arrive at your estimated number of adults and children to plan for...you may have some history of how many employees participate in these type events, that will be helpful to you.

If I were you...although you can estimate...I would do a paycheck stuffer to invite them to the event..and, also ask that they sign your rsvp sheet posted in a break room or entrance...whatever works - I suggest steering clear of letting people call or email you (other than maybe your boss!) and let the sheet do the work for you...you can just run  a total at bottom

Name                # of adults %26 kids over 14                # of children  14 %26 Under    # of children under 5

If you prefer to just estimate - perhaps arrive at an estimate of the percentage of stick-in-the-muds that you have - let's say 25% (which includes those non-sticks that just cannot come due to illness, attitude, etc. which puts you at 108 employees...you know better than I  about how many of your people are married with families...but, an unmarried woman might bring a boyfriend and his kids - is that possible...anyway, I would figure at least 2.5 people per employee - that is my guess - nothing scientific about it...a pure guess (for more accuracy, do the rsvp list deal) - but, that should cover an employee that comes solo and the guy that has 5 kids...

We are now at 270 people...since it is hot dogs - an inexpensive item and you do not want to run low...I would figure on 300 people using the guess method noted above.  

Is it a one time thru the line sort of thing? Or, an afternoon long event where folks might go back later?  I would estimate 2 to 2.5 per person on the hot dogs... one bag of chips per person, plus a few extras - just in case -

Sam's use to have some packs of mustard, ketchup and relish in squirt bottles sold with all three in one unit that were perfect for this type event...I would not suggest big units that you have to transfer to a serving bowl...a mess - plus trouble for you. Again, I am guessing (an educated guess, though) that each of those fairly large bottles could handle 50 people...so, figure with your final number and then, buy one more of each!!!

I hope that these thoughts help you! Let me know if I can be of further assistance or if you need someone to bounce some idea off of!  K - ps, with the number of kids known - you might consider a little goody bag for the children.