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Started By
Message
Input on a Fundraiser Chili Contest
Posted on 2/28/20 at 3:00 pm
Posted on 2/28/20 at 3:00 pm
I want to propose a Chili Cook-Off as a fundraiser to the Dads’ Club at my girls’ school, but I want my ducks in a row before I do so. It would be a first time event (reason for limited time and scope and for allowing off-site preparation), so competitors would probably be a dozen or two parents of the kids at the school. Probably netting less than $1000, but I would want it to be well-done.
I would appreciate any thoughts the Board may have on my preliminary ideas. Thanks in advance.
Chili Contest Fundraiser
Chili Categories
Beef
Chicken
Pork
Other Meat
Vegan/Vegetarian
Admissions
No cost (free) to enter contest area
Tickets
Purchase Tickets for Chili/Side/Snack/Drink
Exchange Tickets at Team tables and Snack Bar
$.50 per individual ticket (12 for $5 or 25 for $10)
Ticket purchase includes one spoon, empty Cup, empty Bowl (re-use)
Prices for Tasting (Chili/Side/Snack)
1 ticket per Cup (1oz)
3 tickets per Bowl (4oz)
For Drinks, see below
Team Composition
Team Name
Must include one adult minimum
1-4 persons per team
Each Team may place one Entry each in any number of Categories
Team Responsibilities
Must provide one volunteer for each hour of the contest
Must keep own Entries warm (crock pot, hot plate, etc.)
Must collect Tickets for each Cup or Bowl tasted
Responsible for cost of own Entries and Sides
Items Provided by Contest
Tasters, cups and spoons
Napkins
One electrical outlet
Entries
Entry fee $5 per Chili Category per Team
One gallon batch minimum per Category
NOT store-bought (honor system)
Recipe may be provided\shared, but not required
One Ticket box per Entry on Display Table (to determine Popularity)
Entry Preparation
Entries MAY be prepared off-site, in whole or in part
Sides
NOT “free,” Tickets required
Example: Beans, Rice, Homemade Salsa, etc
Each Team encouraged (not required) to provide non-Entry Sides
Display Table
Half Table per entry (One table max per team)
Must include one ticket box per Entry
May have sign with Team name
May use space as a work area
Work Area (behind display table)
No extra work tables provided by Contest
Team may bring work table(s) (not required)
Contest Day Schedule
0900-1000 Site setup
1000-1200 Team setup and cooking
1100 Site opens to public for tasting
1200-0100 Judging and continued tasting
0200 End of day
Snack Bar
TOPPINGS
Dairy - cheddar, cotija, sour cream
Produce - onion, tomato, jalepeño, chives, guacamole
Salsa - red, green
BREADS
Breads - Saltines (10/ticket), tostadas(6-8/ticket), tortillas (2/ticket)
PAPER BOAT
free with Bread item
1 Ticket otherwise (to carry other items)
Drink Bar
Bottled Water (2 tickets)
Soft Drinks (3 tickets) or smaller cans for 2?
Public Awareness
Local Radio PSAs?
Social Media (FB page, hashtags, etc)
Signs at Pickup and drop-off
Email list
Dojo or similar?
Judging Panels
3-Judge panel for each Category
5-Judge panel for Overall
Each Category panel picks one Judge for Overall panel
Judging Procedure
Categories judged in sequence, smallest to largest
All judging tasted without Sides or Snacks
Secret written ballot per Entry
Each Judge rates each Entry from 0-10
Highest average score wins
Recommendation: tiny spoon taste per entry!!!
Judging Large Categories
If Category has >10 Entries, add’l round of top 3 (side by side)
If Category has >25 Entries, round of 10 then top 3 (side by side)
Judging Overall Champions
Each round of judging will involve five Entries
After Overall Champion is selected, next place from same Category replaces it
After 2nd place is chosen, same
Prizes
Certificates prepared by students (plus sponsored prizes)
Popularity, top in category and top 3 overall
Champions, same
Sponsors
For prizes (e.g. 2-entree meal for Category or 4-entree for overall)
For supplies (e.g. Costco sign for providing cups or samplers)
For Snacks (e.g. Fiesta or Kroger for Salsa or Guacamole)
I would appreciate any thoughts the Board may have on my preliminary ideas. Thanks in advance.
Chili Contest Fundraiser
Chili Categories
Beef
Chicken
Pork
Other Meat
Vegan/Vegetarian
Admissions
No cost (free) to enter contest area
Tickets
Purchase Tickets for Chili/Side/Snack/Drink
Exchange Tickets at Team tables and Snack Bar
$.50 per individual ticket (12 for $5 or 25 for $10)
Ticket purchase includes one spoon, empty Cup, empty Bowl (re-use)
Prices for Tasting (Chili/Side/Snack)
1 ticket per Cup (1oz)
3 tickets per Bowl (4oz)
For Drinks, see below
Team Composition
Team Name
Must include one adult minimum
1-4 persons per team
Each Team may place one Entry each in any number of Categories
Team Responsibilities
Must provide one volunteer for each hour of the contest
Must keep own Entries warm (crock pot, hot plate, etc.)
Must collect Tickets for each Cup or Bowl tasted
Responsible for cost of own Entries and Sides
Items Provided by Contest
Tasters, cups and spoons
Napkins
One electrical outlet
Entries
Entry fee $5 per Chili Category per Team
One gallon batch minimum per Category
NOT store-bought (honor system)
Recipe may be provided\shared, but not required
One Ticket box per Entry on Display Table (to determine Popularity)
Entry Preparation
Entries MAY be prepared off-site, in whole or in part
Sides
NOT “free,” Tickets required
Example: Beans, Rice, Homemade Salsa, etc
Each Team encouraged (not required) to provide non-Entry Sides
Display Table
Half Table per entry (One table max per team)
Must include one ticket box per Entry
May have sign with Team name
May use space as a work area
Work Area (behind display table)
No extra work tables provided by Contest
Team may bring work table(s) (not required)
Contest Day Schedule
0900-1000 Site setup
1000-1200 Team setup and cooking
1100 Site opens to public for tasting
1200-0100 Judging and continued tasting
0200 End of day
Snack Bar
TOPPINGS
Dairy - cheddar, cotija, sour cream
Produce - onion, tomato, jalepeño, chives, guacamole
Salsa - red, green
BREADS
Breads - Saltines (10/ticket), tostadas(6-8/ticket), tortillas (2/ticket)
PAPER BOAT
free with Bread item
1 Ticket otherwise (to carry other items)
Drink Bar
Bottled Water (2 tickets)
Soft Drinks (3 tickets) or smaller cans for 2?
Public Awareness
Local Radio PSAs?
Social Media (FB page, hashtags, etc)
Signs at Pickup and drop-off
Email list
Dojo or similar?
Judging Panels
3-Judge panel for each Category
5-Judge panel for Overall
Each Category panel picks one Judge for Overall panel
Judging Procedure
Categories judged in sequence, smallest to largest
All judging tasted without Sides or Snacks
Secret written ballot per Entry
Each Judge rates each Entry from 0-10
Highest average score wins
Recommendation: tiny spoon taste per entry!!!
Judging Large Categories
If Category has >10 Entries, add’l round of top 3 (side by side)
If Category has >25 Entries, round of 10 then top 3 (side by side)
Judging Overall Champions
Each round of judging will involve five Entries
After Overall Champion is selected, next place from same Category replaces it
After 2nd place is chosen, same
Prizes
Certificates prepared by students (plus sponsored prizes)
Popularity, top in category and top 3 overall
Champions, same
Sponsors
For prizes (e.g. 2-entree meal for Category or 4-entree for overall)
For supplies (e.g. Costco sign for providing cups or samplers)
For Snacks (e.g. Fiesta or Kroger for Salsa or Guacamole)
This post was edited on 2/28/20 at 3:07 pm
3
Posted on 2/28/20 at 3:43 pm to AggieHank86
Lotta work to net just a grand.
Re using same spoon/bowl may be environmentally friendly, but it is unsanitary. Spoon goes in mouth, goes back into bowl. Communal serving spoon likely touches bowl when it is filled again. Buy paper or compostable bowls if you want to reduce waste. Paper gooods represent pennies, don’t spread germs to save $20.
Five different categories for only 12-24 expected entrants? Too too many categories. You need three, at most. Veg, meat (any meat), and poultry.
Too many fiddly ticket items, with the crackers and bread, etc. It’s nickel and dime PITA to handle and portion that stuff. Why not just make the entry a flat fee for visitors and have everything available all-you-can eat in tasting sizes? Four or five taster sizes equals a bowl anyway.
And seriously, charging someone 1 ticket for a paper boat to carry items? Cheap. I’d rather just give you $20 at the door and not hand over a ticket every freaking time I need a napkin.
Novelty entries by community groups with strong followings will help to drive traffic: principal of the school, local mayor or police chief, priest, pastors from various churches, local firefighters, Scoutmaster, any local celebrities or restaurateurs, etc. Don’t launch to the general public until you’ve secured entry commitments from a half dozen prominent participants. You need to use their names/participation as part of your marketing hook.
Re using same spoon/bowl may be environmentally friendly, but it is unsanitary. Spoon goes in mouth, goes back into bowl. Communal serving spoon likely touches bowl when it is filled again. Buy paper or compostable bowls if you want to reduce waste. Paper gooods represent pennies, don’t spread germs to save $20.
Five different categories for only 12-24 expected entrants? Too too many categories. You need three, at most. Veg, meat (any meat), and poultry.
Too many fiddly ticket items, with the crackers and bread, etc. It’s nickel and dime PITA to handle and portion that stuff. Why not just make the entry a flat fee for visitors and have everything available all-you-can eat in tasting sizes? Four or five taster sizes equals a bowl anyway.
And seriously, charging someone 1 ticket for a paper boat to carry items? Cheap. I’d rather just give you $20 at the door and not hand over a ticket every freaking time I need a napkin.
Novelty entries by community groups with strong followings will help to drive traffic: principal of the school, local mayor or police chief, priest, pastors from various churches, local firefighters, Scoutmaster, any local celebrities or restaurateurs, etc. Don’t launch to the general public until you’ve secured entry commitments from a half dozen prominent participants. You need to use their names/participation as part of your marketing hook.
This post was edited on 2/28/20 at 3:51 pm
Posted on 2/28/20 at 3:47 pm to AggieHank86
That's complicated for under a grand.
Posted on 2/28/20 at 4:02 pm to Gris Gris
quote:I agree.
That's complicated for under a grand.
Thank you both for taking a moment. Upvotes for both of you.
I envision it as Year One of a long-term event that would grow larger each year. I also am hopeful that Year One would be larger than this, but I do not want to make the mistake of planning thru rose-colored lenses.
It is a school that has a very large percentage of parents who are just not very involved ... with about a dozen sets of parents carrying most of the water. We are always looking for ideas that might get other parents interested and involved.
We want people to attend even if they do not spend any money at all. That is why I want free admission.
A lot of the demographic is fairly poor, so “all you can eat” is an invitation to actually LOSE money on the fundraiser. This is also the reason I have so-low an entry fee. I want the poor folks to be comfortable participating as contestants as well. I am trying to strike a balance with LOTS of variables.
I went back and forth on re-using the cups and utensils. If we keep the cost per taste low, we lose money by spending a couple of extra cents per taste on fresh cups. Sanitation WILL probably override that concern in the end.
Giving-away the sides would have two problems. If provided by the Teams, it means we just would not have many of them because it would increase the cost for folks that I do NOT want to exclude financially. If the Dads’ Club pays for them from proceeds and do not try to recoup costs, again we make zero money.
Lots of mines in this field.
This post was edited on 2/28/20 at 4:39 pm
Posted on 2/28/20 at 4:19 pm to hungryone
quote:Valid point.
Five different categories for only 12-24 expected entrants? Too too many categories. You need three, at most. Veg, meat (any meat), and poultry.
I kind of expect that the Dads’ Club members who enter the contest will likely enter in three or four Categories. I would do four, for instance.
If we have 20 teams and three entries per team, we are looking at 60 pots of chili. My guess would be something like
20 beef
15 poultry
15 pork
5 other meat
5 veggie
This post was edited on 2/28/20 at 4:21 pm
Posted on 2/28/20 at 4:27 pm to AggieHank86
If you have a minimum of involved parents and a relatively poor school, then this is a completely misguided approach, IMHO. Making a gallon of meat centric chili is not cheap, and it requires time. Working class poor people don’t necessarily have time to whip out a gallon of chili if the head of household is working shifts, caring for other kids, etc. This approach loads the costs of operating the fundraiser onto the parents, rather than the Dads Club fronting the costs (like if the club did, say, a fish fry before a school event).
I’d rethink the approach. Can your Dads Club do a lunch or dinner before a compulsory school event or special activity? Like a spaghetti dinner before the school play, band concert, or variety show? This way, busy parents can get dinner for the family relatively cheaply and then go to the activity, esp if you can get the ingredients for the meal donated.
Or have the Dads Club find a gig that allows them to raise money from outside the schools constituency. Manning a booth at a local festival, or working at a larger community fundraiser that nets the Dads Club a share of the profits. Don’t try to raise money from people who don’t have much.
$1,000 is just $20 from 50 people. You could ask for donations and raise the cash easier than throwing a fundraiser. Does the town have a Rotary Club? Rotarians often sponsor local organizations, maybe you could speak on the school’s needs to a local Rotary and raise some of the cash. Hell, if the Dads Club has a Venmo/PayPal, you might be able to raise the cash from former students in a couple of hours.
And then you can focus on creating an event for the school that builds community and parental involvement without making fundraising the focus. My BFF is a counselor at a poor school. The parents do a big fundraiser fish fry each year....I buy tickets to support it and ask her to give them out to needy students who otherwise wouldn’t get to attend due to poverty. “Belonging” type events can serve to further marginalize poor students who are unable to join in.
I’d rethink the approach. Can your Dads Club do a lunch or dinner before a compulsory school event or special activity? Like a spaghetti dinner before the school play, band concert, or variety show? This way, busy parents can get dinner for the family relatively cheaply and then go to the activity, esp if you can get the ingredients for the meal donated.
Or have the Dads Club find a gig that allows them to raise money from outside the schools constituency. Manning a booth at a local festival, or working at a larger community fundraiser that nets the Dads Club a share of the profits. Don’t try to raise money from people who don’t have much.
$1,000 is just $20 from 50 people. You could ask for donations and raise the cash easier than throwing a fundraiser. Does the town have a Rotary Club? Rotarians often sponsor local organizations, maybe you could speak on the school’s needs to a local Rotary and raise some of the cash. Hell, if the Dads Club has a Venmo/PayPal, you might be able to raise the cash from former students in a couple of hours.
And then you can focus on creating an event for the school that builds community and parental involvement without making fundraising the focus. My BFF is a counselor at a poor school. The parents do a big fundraiser fish fry each year....I buy tickets to support it and ask her to give them out to needy students who otherwise wouldn’t get to attend due to poverty. “Belonging” type events can serve to further marginalize poor students who are unable to join in.
Posted on 2/28/20 at 4:32 pm to hungryone
Good thoughts. Thanks.
Time availability was probably the major reason for allowing off-site preparation.
I was estimating a cost of about $25-$30 per gallon of chili, which I thought would be affordable. But you may well be right.
At a minimum, allowing smaller batches is an excellent idea.
Time availability was probably the major reason for allowing off-site preparation.
I was estimating a cost of about $25-$30 per gallon of chili, which I thought would be affordable. But you may well be right.
At a minimum, allowing smaller batches is an excellent idea.
This post was edited on 2/28/20 at 4:50 pm
Posted on 2/28/20 at 4:59 pm to AggieHank86
I will echo what others have already said.
I am on a cookoff committee for a very large event in New Orleans area. I am not shooting down your plans at all, just giving my opinion.
You are overcomplicating a first-year event. You need to keep it simple. Do one category, not 5. Add categories if the first year is a huge success.
If you want to do an optional lagniappe category you could do that but not make it mandatory.
The judging portion will be an absolute disaster if you have 5 categories. Keeping track of everything and making sure it's anonymous will be next to impossible. If you have 1 chili and 1 lagniappe your judging won't be as cumbersome to deal with.
You can't reuse bowls. Get the cheapest bowls known to man, just don't reuse the bowls.
I don't think a topping bar is a good idea. Will cost a lot and will be abused by people. If teams want to provide toppings they can add it at their booth/tent.
You should just charge a flat $15 to get you a wristband to get in the event. Kids 10 and under can be free. Less to worry about with money and tickets being exchanged. Less theft. Poeple will go to a friends booth and not give their tickets...
I also think you can bump up the entry fee. I understand people are providing the chili but it is a fundraiser. If you reduce the number of categories the team can increase the volume of chili they are making.
You could also think about renting some inflatables for kids. Could charge $5 for a wristband for that, would hope to cover the cost of the inflatables. You just want the parents to stay, not have their kids driving them crazy, and buy drinks.
You should absolutely charge extra for drinks though. Not sure if you are serving beer but drink sales are a big money maker.
Send fliers to your area police stations, and fire stations. Those people love these types of things. Send flier home with each student. Social media helps too. Have local TV reporter be a judge and see if they will promote the event.
Again, you really should try and simplify it as much as possible. Do it a few years to work out the kinks. If you want the event to succeed, you need to make money and make sure people want to come back next year. Overcomplicating it with a bunch of different categories, multiple judges, can just lead to disaster.
Forgot to mention, if you want to do something else to raise money, create a peoples choice category. Charge $1 per ticket at the gate, unlimited number you can purchase. Team with most tickets at end of event wins.
The end.
I am on a cookoff committee for a very large event in New Orleans area. I am not shooting down your plans at all, just giving my opinion.
You are overcomplicating a first-year event. You need to keep it simple. Do one category, not 5. Add categories if the first year is a huge success.
If you want to do an optional lagniappe category you could do that but not make it mandatory.
The judging portion will be an absolute disaster if you have 5 categories. Keeping track of everything and making sure it's anonymous will be next to impossible. If you have 1 chili and 1 lagniappe your judging won't be as cumbersome to deal with.
You can't reuse bowls. Get the cheapest bowls known to man, just don't reuse the bowls.
I don't think a topping bar is a good idea. Will cost a lot and will be abused by people. If teams want to provide toppings they can add it at their booth/tent.
You should just charge a flat $15 to get you a wristband to get in the event. Kids 10 and under can be free. Less to worry about with money and tickets being exchanged. Less theft. Poeple will go to a friends booth and not give their tickets...
I also think you can bump up the entry fee. I understand people are providing the chili but it is a fundraiser. If you reduce the number of categories the team can increase the volume of chili they are making.
You could also think about renting some inflatables for kids. Could charge $5 for a wristband for that, would hope to cover the cost of the inflatables. You just want the parents to stay, not have their kids driving them crazy, and buy drinks.
You should absolutely charge extra for drinks though. Not sure if you are serving beer but drink sales are a big money maker.
Send fliers to your area police stations, and fire stations. Those people love these types of things. Send flier home with each student. Social media helps too. Have local TV reporter be a judge and see if they will promote the event.
Again, you really should try and simplify it as much as possible. Do it a few years to work out the kinks. If you want the event to succeed, you need to make money and make sure people want to come back next year. Overcomplicating it with a bunch of different categories, multiple judges, can just lead to disaster.
Forgot to mention, if you want to do something else to raise money, create a peoples choice category. Charge $1 per ticket at the gate, unlimited number you can purchase. Team with most tickets at end of event wins.
The end.
Posted on 2/28/20 at 5:20 pm to SmokedBrisket2018
quote:Voice of experience is greatly appreciated.
SmokedBrisket2018
Posted on 2/29/20 at 12:52 am to AggieHank86
How large is the town? If you add inflatables and some music, you might have a chance at pulling in people not associated with the school. In a town of any size with entertainment options, ppl not associated with the school aren’t gonna attend a chili cookoff held in the school cafeteria.
Posted on 2/29/20 at 2:25 am to AggieHank86
quote:
If we have 20 teams and three entries per team
Might want to temper your expectations
You're saying these people aren't that involved and now you expect them to make 3 different types of chili?
Posted on 2/29/20 at 5:27 am to Powerman
I will echo what was said earlier. If you want this to be a success Annual event, you have to have the right people participating to begin with. As mentioned, community leaders should be involved to bring their fan base, but I would also add, Doctors and Lawyers bring rich friends that will make it an event that is Cool to attend. This will spark conversation and desire to attend the next time. Also as mentioned earlier, try to get dr offices and lawyers offices involved. For it to be a successful reoccurring event, you have to make people talk about wanting to go back.
Also, liquor helps.
Also, liquor helps.
Posted on 2/29/20 at 5:48 am to Jibbajabba
If your town has a "celebrity" see if they will come as MC or ??? ... see if they will donate their time.
Posted on 2/29/20 at 6:13 am to Powerman
quote:This referenced only the members of the Dad’s Club, who are those who are already carrying the water. My thought was that the involved Dads would probably step up here, too.quote:Might want to temper your expectations
If we have 20 teams and three entries per team
You're saying these people aren't that involved and now you expect them to make 3 different types of chili?
Maybe not.
Posted on 2/29/20 at 8:28 am to AggieHank86
I’m an avid home cook with a part time food business, regular job, and no kids, and I’d balk at making three gallons of chili for a fundraiser. That’s several hours of work, either immediately prior or make ahead. And if making ahead, how many people have the storage space to properly quick chili three gallons of chili, even as separate batches? The last thing you need is mass food poisoning.
You also get into some food safety liability issues with food prepared offsite and served to the general public. You really need to check with your local health office, the hosting venue (if not the school), as well as the school’s risk management office if they’re listed as an official sponsor. Depending on where you are, there might be a fundraiser/one time event/special event exemption, or you might have to get a permit.
You also get into some food safety liability issues with food prepared offsite and served to the general public. You really need to check with your local health office, the hosting venue (if not the school), as well as the school’s risk management office if they’re listed as an official sponsor. Depending on where you are, there might be a fundraiser/one time event/special event exemption, or you might have to get a permit.
Posted on 2/29/20 at 10:15 am to hungryone
Thanks again for your thoughts. Wanted you to know that the downvote is not from me.
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