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Permalink Reply by Mark Jackson on June 8, 2010 at 5:32am

There is a lot of factors to consider. I would think about what size drinks. If you are going to do large drinks with lots of milk that will be a problem. I would do just 8 or 12 ounce drinks if possible. Also for your menu are you going to offer hot chocolates or steamers if there are children present. If you are part of a planned event and you are set up to do drinks starting at a specific time you may get behind, actually you will if they all come at once. Are you offering tea, that will be tough using your machine. What about brewed coffee, iced drinks etc. These are all things you can have prepped and ready to go.

When we did catering to answer your question we used to go one machine for every fifty people but we usually did it based on a 2 hour minimum so we could spread things out some.

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Permalink Reply by Mitch Buckner - Bella Caffe on June 8, 2010 at 6:11am

This will also depend on the speed of the barista. I personally handle 2 drinks a minute (12oz single caps with flavors which is perfect for weddings & parties where people are happy with sweeter dessert type drinks). Generally I do 2 hour events (occassionaly shorter or longer) so with a 2 hour event at 2 drinks a minute I can handle 240 drinks with 1 machine. I also factor in the 75%/75% rule. Basically you can usually expect 75% of the people invited to a wedding to show up & of that 75% only 75% will drink your coffee. Now thats not an exact & believe me, it can backfire! I have had weddings that have ended up with a whole lot more people showing up than planned. I've also had parties where yes, only 75% of the crowd got drinks, but then 20% of those people ended up with 2nds. So basically, I consider a 2 hour event at 300 people my max. Another thing to keep in mind is what else is at the party. Is there going to be an open bar? If so, you'll serve fewer drinks because alot of people end up drink. I was once hired to cater a party for 300 people & the host set me up next to the alcohol (cash) bar. Most people drank alcohol & those that didnt, assumed we where charging since the bar was. We told people it was free but in the end only served 20 drinks!! I was still paid 1200.00 because thats what I was hired for (not my usual rate but I've got 1 venue that gets 4.00 a head no matter the size). So, if theres an alcohol bar you can expect to serve even fewer drinks. I've personally only catered 2 parties with multiple machines & those where more at the request (and checkbook) of the host. Both parties could have easily been handled with 1 machine. Another thing to consider is the clientele. If its an overly elderly group, you'll be having more people wanting "plain ole folgers" In this case, you might be pulling alot of americanos which do more damage to recovery time than anything. At these parties, I try to work out something that allows me to brew a few pots of coffee & keep them on hand for those people you cant talk into a a speciality drink. That will work better than pulling alot of hot water out of your boiler. Also make sure your menu is simple & easy to read. One of the biggest time stealers is people in line not knowing what they want because theres too many choices or the menu isnt easy to understand. If you keep it simple (have maybe 4 speciality drinks & then your usual Cappuccino, Mocha, Latte) you'll be fine. Then if you've got a customer taking their time start making your best seller & just give it to them. Hey its free & they'll love it (and the people behind them will love you).

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Permalink Reply by Mitch Buckner - Bella Caffe on June 8, 2010 at 6:15am

Oh yeah, one thing in catering/concessions business; Lines Beget Lines. If you've got a line you'll keep a line. If you just have a few tricklers come over to the bar, you wont serve much. I personally want a huge line because when Im hired to serve, I want to serve both for my benefit & the hosts benefit. If they see alot of people up at the coffee bar, they'll know it was a hit & well worth the Money & they'll tell all their friends. Plus those people in line will see how much of a hit it is & hire you for their events. Almost all of my catering gigs come from gigs I've worked in the past & they saw me there or their friend hired me. If you have noone getting drinks the host & guests will think its a flop. So you dont want to double up machines to try to keep the lines down. You only want to double up machines if you cant serve every person there in the alloted time you where hired for. If you're going fast enough & still have a line its no big deal. They see you're turing out the drinks its just such a hit that everyone in the room wants drinks & 2nds (and sometimes 3rds & 4ths!)

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Permalink Reply by Kylee on June 8, 2010 at 8:39am

Thank you so much for your replies, Mark and Mitch. They were a HUGE help. Mitch, good point about the line.

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