When you choose a late April date for an outdoor event in Texas, consider that it might be a warm day. So, for the inaugural Big D BBQ Battle we knew we were going to need to provide water to our guests. And it needs to be iced.
Our first avenue was to ask for donations. With the North Dallas Chamber being a 501(c)(6) non-profit organization, we typically can ask for donations. This can work both in your favor and against you.
In the case of water, the Central Market location at Preston & Royal (literally across the street from the Chamber and a part of the San Antonio-based HEB chain) was more than generous providing thousands of bottles of water. All we had to do was pick it up and cite their donation. Thanks to Susan Janik at the location for arranging this important feature of the event. While they could provide us with meat or beans, this donation meant a lot to the success of this event.
Ice was a different story, however. We had no idea how to estimate amounts needed or costs. An online calculator told us we would need $3700 worth and thousands of pounds of ice for the expected crowd. This can’t be, I thought.
So I started calling.
Let’s put it this way, when you call saying you are from a Chamber, most think you are looking for a free handout. While I admit I was looking for an in-kind donation, I did have a budget to pay for things. But the conversation with the second ice company went something like this:
“Hello, this is (insert name here–this is to protect the innocent) ice company. May I help you?”
“Yes, this is Paul Maynard of the North Dallas Chamber and I’d like to speak with (insert name of contact here) about ice for an event.”
“One moment.” I swear 15 minutes passed until she returned.
She returns: “I’m sorry (contact’s name) is unavailable. May I take a message.”
“Please tell (contact’s name) that I want to place an order and pay cash for an event where I need to ice down 5500 bottles of water, 20 kegs of beer and 3000 pounds of meat for 2500 guests. Or please tell me now who I should be talking to. Thanks.”
“One moment.” 0.4 second elapses before my contact comes back on the line.
“This is (insert name here). How may I help you?”
Now to be fair to the company I eventually bought the ice from, I don’t think I’d take a freebie call, either. But it was interesting to see how fast I got served once I mentioned I was paying cash.
Ice, soft drinks and water are staples of an event like this. We had more than enough water and the ice is much more volume and much cheaper ($450) than I ever expected to need or pay.
The power of being direct.
Relentless
