Barbecue is one of the easiest ways to feed a crowd. It travels well, it holds well, and most guests are happy to see it on the table. A little planning up front makes the day go smoothly, whether you are feeding 15 coworkers or 150 wedding guests. This guide walks through the decisions in the order most people make them.
1. Set the Date and an Estimated Guest Count
Your date and guest count shape every other decision, so start there. You do not need an exact number yet. A close estimate is enough to request a quote and check availability. Keep a running count as RSVPs come in and share the final number with your caterer as soon as you have it.
Popular dates book up first. Weekends in late spring and summer are especially busy because of weddings, graduations and family reunions. We recommend booking at least 3 to 4 weeks ahead, and earlier for a large event or a busy weekend.
2. Decide on a Service Style
Most barbecue catering falls into one of two styles.
- Drop-off catering keeps things simple. The food arrives ready to serve, and you or your hosts handle the setup and serving. It works well for office lunches, casual parties and events where you already have help.
- Full-service catering takes more off your plate. It suits weddings, larger gatherings and events where you would rather spend your time with your guests.
Stampede Barbecue offers both. Tell us about your event when you request a quote and we will let you know which option fits best.
3. Choose Your Meats
Two meats cover most events well. Three give guests more variety at larger gatherings. Brisket and pulled pork are the most popular pairing because they suit different tastes. Brisket is rich and beefy, and pulled pork is mild and works well on a roll. Sausage, turkey and ribs round out the options.
For help with quantities, see our guide to how much BBQ to order per person.
4. Pick Your Sides
Two or three sides are plenty for most events. A good mix includes something creamy, something fresh and something hearty. Mac ’n’ cheese, coleslaw and BBQ beans are a reliable combination. Potato salad and green beans are also popular with barbecue.
5. Set a Budget
Barbecue catering is usually priced per person. Our packages run from $25.75 to $34.50 per person, and each one includes your choice of smoked meats and homemade sides, plus dinner rolls and our BBQ sauce. Custom menus are priced to order. You can use the estimator on our catering page to get a rough food total before you request a quote.
Remember to budget for the other parts of your event as well, such as the venue, drinks, rentals and desserts.
6. Share Dietary Needs Early
If any guests have allergies or dietary restrictions, mention them when you book. That gives your caterer time to plan around them. We can accommodate a variety of dietary needs, and it is easiest to work them out at the start.
7. Plan the Serving Area
A buffet line moves faster when guests can reach it from both sides. Put plates at the start, meats next, then sides, rolls and sauce, with napkins and utensils at the end. Set drinks on a separate table so the food line keeps moving.
Food safety matters when food sits out for a while. The USDA recommends keeping hot food at 140 degrees or warmer and not leaving perishable food out for more than two hours, or one hour when it is above 90 degrees outside.
8. Confirm the Details
A week or so before the event, confirm the final guest count, the menu, the arrival time and the address with your caterer. Make sure someone at the venue knows when the food is arriving and where it should go.
Request a Quote
Stampede Barbecue caters events of 15 guests or more across Southeastern Pennsylvania, including Reading, Wyomissing, Berks County, Chester County and Lancaster County. Takeout is available for smaller groups. Send us your date and guest count through the catering page and we will get back to you within 24 business hours with pricing and availability.
For more on specific events, see our pages on wedding catering, corporate catering and office lunches and birthday and private party catering.