Rom--Hear, hear to the resurgence of food culture. It's slow, but at least happening in a limited way in many areas and perhaps a little more in many others.
Yes, j, the bird's-eye view flattens everything out. Disappointing.
Paul--Yup, two friends having a joint birthday party. They asked me to do it and wanted a quote. Because of this thread I decided to plan the menu and figure up the quote as I would normally so I could report on my process, despite deciding to give them the whole thing as my gift.
Craig-- It's essentially one of the sauces I often do for salmon but with grated cuke (salted and strained to remove excess water first) added. Yogurt with mayo and a little sour cream, Dijon, lemon (I use powdered zest), crushed green peppercorns, dill, white pepper. Then the cuke added.
Al--I am both. Though I cook at home of course, the majority of my for-hire food is elsewhere. This means I end up using a wide variety of equipment in a wide variety of kitchen settings. Makes for interesting (and sometimes frustrating) approaches to events.
Rita--I did a few things Thursday evening and all else on Friday.
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I base my billing on the time I think will be involved (which is what makes small parties much more expensive on a per person basis than large parties). For many smaller parties I compensate by doing food that requires significantly less time (it's far easier, e.g., to do fast a la minute pan sauces for a party of 4 or 6 than a party of 30 and, of course, easier to cook items like grilled tri-tip, lamb sirloin, duck breast, etc., that require fairly short times on the grill, relatively short rests, and quick slicing and plating (I always plate for parties less than 12 and nearly always for parties up to 16).
I figure into the mix the fact that I will be working alone. There are times when I will have help serving but that's usually it.
In addition to the time I think will be involved I add the food costs. Though I give the client a single figure it is a combination of time (@ $55/hour for most hours for most parties; higher for some of the hours if they will be especially intense) and the cost of the food. Food costs include everything and that means I charge for a bottle of sherry vinegar even if I am using only a few tablespoons, a bag of onions even if I'll use just three. This does two things: First, I will overbuy some items in order to have a selection from which to choose; second, the excess (which I keep) covers, in a way, the items I use from my pantry or carry with me when I am on the road--spices, herbs, dried peppers, that sort of thing.
I sketch out a menu in my head with several variations but I know pretty much that those variations will come in (money-wise) at roughly the same cost. If there are 'exotic' possibilities that would be more costly then I figure in those higher costs. From shopping regularly I have a good idea of what costs are likely to be and simply total these costs in my head. I round everything up and if I need to ballpark I ballpark on the high side. Nothing can kill profit faster than underestimating costs--or the time involved. For items like basic produce--onions, romaine, tomatoes, etc.--I ballpark on the high side a single figure that will be high enough to more than cover all and allow me to overbuy where needed. E.g., I bought $7.50 worth of beautiful tomatoes in case I changed my mind on any item and dedcided to replace one with something requiring more tomatoes but didn't in the end. The 5 remaining tomatoes: part of my profit. For high-end produce items--chanterelles, fresh hearts of palm, raspberries--I'll add a figure on top of my basic produce figure.
For this party I estimated $250 for food and 10 hours labor for a quote of $800. I estimated time like this: for the butt, 3 hours (1 prep, 1 cook, 1 finish); 1 hour for each app except the salmon (a total of 4 hours); 1 hour for the salmon; sides at 2 hours total.
The food estimate: $70 for butts, $30 salmon, $45 shrimp, $45 produce, $15 butter and oil, $10 filo/flour/sweeteners (I always buy 2 pkgs even though I figured on needing less than one--you can lose 30-50% of a filo pkg if it thaws and sticks; didn't happen so the extra pakg is profit); $10 yogurt/crema/milk; $10 cheap wine. This $235 total I rounded up to $250.
Actual figures: I got a better price than expected on the butts and spent $40 and they were huge. I knew I would not need 3 after all the apps but I cooked three and kept the smallest one for my freezer (profit). I got decent prices on salmon and 21-25 shrimp so the total for all food excluding spices/herbs/pantry stuff was $210. Actual hands-on hours were 11.5 (not including the reheating/set-up time at the party which normally I bill for but was making that a freebie as I was also a guest and these are close friends; if this wasn't the case I would have added 1.5 hours to the original quote). The actual time of 11.5 hours, though longer than the 10 I used for the quote, worked out fine as I built in enough overage to compensate. I have a whole butt, a hunk of salmon, excess tomatoes, plantains, cheap wine, onions, garlic, a few fruits, yogurt, etc., here at the house so, adding that in, I think I did all right.
How and why I decided to make this menu, where I figured in flexibility in process and result, and what changes I made and why in another post soon.