How much food should I buy? *Updated*

[jackie011]

I'm in charge of buying food for our neighborhood picnic this weekend. There are 60 homes, mostly families with 2+ kids. There are some older retirees, some newlyweds without children, etc. We did not ask people to RSVP. (I wasn't in charge of the invite)

How much food would you buy? The neighborhood pres said to plan on 60 people, but I think that's low. The neighborhood is providing hot dogs, hamburgers, buns, and drinks. Neighbors are asked to bring side or dessert depending upon their house #. I hate being the one to buy food for group events! I always stress about not having enough food.

Update: I'm never doing this again!!

I spent 2 hours on Saturday buying most of what we needed. Had to make arrangements with MIL to watch DS because DH was out of town, again. Then, I had to go out on Sunday to buy all of the things I couldn't buy at Costco. I beg DH & FIL to grill the meat ahead of time (both said they didn't want to do it because they were OOT and not sure when they were getting back on Sunday). I load up my car, load up DH's car, drive everything down the street. A few people were already there, as someone had ordered a bounce house. I start unloading everything, while people just stand there watching me. Finally, one guy offers to help, thankfully. I set everything up, while DS screams in his car seat because he wants to get out, but as soon as he gets out he'll run, so I wanted to wait for DH to help with him.

Half an hour passes and the HOA Pres finally shows up. He mingled for a bit and then I ask him if he's going to kick this off, as no one is touching the food. He introduces himself, encourages the people to start eating, and then thanks the chick who arranged (you know, called a rental company and had it delivered) the effing bounce house. DH said that he wished he'd taken a picture of my face at that point. I told him to eat fast because we weren't sticking around much longer. DS was running non-stop and trying to climb in to other people's wagons. He was way too little for the wild jumpers in the bounce house. I was, needless to say, over ALL of it. I'm tempted to resign my HOA position immediately, instead of waiting until our meeting in the spring.
I believe there were 55 adults and an unknown number of kids because they were all in and out of the bounce house. I bought food for 75, and there was still plenty when we left. I've asked friends in other neighborhoods and it sounds like most have them pre-paid and catered, so I will suggest that in the future. For someone else to coordinate, of course.

[ECB]

Why do you think that's low? Our party is this weekend too and very similar in set up. We have 200 houses, though, and I'd say that about 40 - 50 people show up. Is this an annual party? Is he working from the attendance at past parties?

[jackie011]

I figured if half the homes attend- 30 houses. Most of those homes have 2 adults, so let's say 50 adults. Then, of those 30 homes, let's say 20 have kids, so add in at least 20 kids, but easily more.., and that's where my stress sets in. So unknown!

We had a picnic two years ago, before the neighborhood was completed, and had more like 40 homes. I think we easily had 60 people at that point.

I talked with a friend who lives in a nearby neighborhood and she said they have theirs catered by a grocery store. People have to pay in advance and commit- I'll suggest we do that next time.

[ECB]

Ah, gotcha. Yeah, if you had 60 people last time and the neighborhood wasn't even finished yet, I'd probably plan on 100. to be safe.

But as far as "how much" to get - ugh. I'd plan on at least 1 burger per adult, 1 hot dog per kid, and then obviously have extra of each for people who eat more than 1 or the people who "cross over"

[boiler717]

I'd plan on 100. Average of 3 people per house and 50% attendance. You might be able to get by with 75 if people are bringing heavy sides.

[VillainV]

Do you have any way to gauge interest? Have been been talking enthusiastically? What time of day is it?

I think 60-75 people is probably reasonable, depending on what else might be going on that families are committed to, or if it's at nap time or whatever.

[DarcyLongfellow]

That sounds like a nightmare! How in the world should you have even a clue how much to buy?

Where is the money coming from? Are people expected to pay a set amount when they come, or is the money coming out of a general neighborhood HOA fund?

If it's from a general neighborhood fund, I'd be tempted to way over buy. Figuring that all these people paid into it, so there should be food for them on the off chance they came. Then I'd plan for a lot of leftovers -- maybe some way for people who do come to bring "to go" boxes home?

[jackie011]

Updated, mainly to vent

[sjh722]

Gah. I would have been super annoyed. Sorry!

[Deleted]

Ugh...Thats annoying.