Hi, I work for a marketing company and one of our clients wants to host a community event at a local park next July. We are anticipating about 1500 people (which isn't much more than a complete guess to be honest) and in addition to some games and entertainment they want to provide food and beverages to everyone that comes. I have personally done some BBQ competitions in the past and "catered" decent sized events for friends and family so I have a pretty good understanding of food safety, health department requirements etc. I am just having trouble figuring out the logistics of everything on this scale. We are going to serve hot dogs, burgers, pasta salad, ice cream or Italian ice, popcorn, and fresh squeezed lemonade.
My biggest concern is proper storage. I am looking at renting a freezer trailer from an ice company since I am estimated somewhere in the vicinity of 3000lbs of ice needed so storing the ice is not a problem, but nothing else can go in that. I am trying to figure out the best and most inexpensive way to keep 25 10lb boxes of frozen burgers and 20 3 gallon tubs of ice cream frozen as well as 60 lbs of hot dogs and 13 30lb tubs of salad cold. I don't think 150qt coolers would even be plausible as I would need so many of them. I am considering possibly just building a couple of large insulated crates out of wood, foam insulation, and plastic paneling. Are there any other viable options I am overlooking?
I am also trying to figure out the most economical way to hold the cooked burgers and dogs prior to going into chafers for holding. Does anyone have any idea approximately how many cooked 1/4lb patties would fit into a hotel pan? I already have one cambro and trying to figure out how many more I would need. And does anyone have any experience with the sterno heated holding cabinets? If they are decent I would probably prefer to go that route due to cost.
We have done this on a much smaller scale (~150 people total throughout the day) in the clients parking lot and just did hot dogs. Every year though we have had a problem with condensation forming inside the bags of rolls due to the humidity and temperature changes between when we start setting up and as the day goes on. Again using coolers really wouldn't be plausible as we will need around 3000 rolls, does anyone have any suggestions how to deal with that?
I am looking at getting a 5 or 6 foot charcoal grill, but can anyone possibly give me an estimate on the amount of charcoal I may go through?
Lastly (at least for now), can anyone help out with estimating how much of condiments I will need (relish, mayo, ketchup, mustard)?
Sorry for all of the questions, but they need a complete proposal and budget within the next week and these few points are pretty much all that I have left to figure out. I'd also be open to any other suggestions on anything that anyone thinks I may be overlooking.