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Local festival newbie.. Help please!!!

post #1 of 31
Thread Starter 

I am 2 weeks a way from doing my first local festival. I'm worried about making too many cupcakes and investing a lot of money into to a display and not recouping my investment. Also I have never done a display like this, any advice is very much appreciated. 

 

Background:

The festival is advertising on the radio they are expecting 30,000 people over 3 days. I have chosen 17 flavors to sell, plus several dummy cakes with edible images, and I'm making chocolates I have 8 different kinds of chocolates, plus some for display. Any thoughts? Am I being to ambitious? I'm GUESSING that only about 10% of the people attending will buy cupcakes for about 3000 cupcakes, is that accurate (my booth is in the food tent)? Additionally there is a decent sized fee if you take booth down before the end of the show. I'm worried about running out & I'm worried about have a heck of a lot left over.. icon_surprised.gif

 

I'm also still debating the pricing. I was thinking $2.50 each or 2 for $4. Is this too low?? 

 

Any and All advice is very much appreciated.

post #2 of 31
I would advise paring down your product selection quite a bit in terms of both number and variety, something like 500 cupcakes per day in 3-4 flavors. Have you worked out how long it will take you to make 3000 cupcakes, where you will store them, and how you will transport them?

Regarding pricing, how much does each cupcake cost, including ingredients, labor, and allocated overhead (insurance, license fees, etc.)? What is the market price for cupcakes in your area?
post #3 of 31

I would do basic flavors, vanilla, chocolate, red velvet and then do 2 or 3 specialty flavors.  17 selections for an event is a lot of work. 

No his mind is not for rent, to any god or government...

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No his mind is not for rent, to any god or government...

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post #4 of 31

KISS... Keep It Simple Stupid.. (not calling anyone stupid) just using the acronym... If you try and do too much nothing will be your best. Since this is your first event like this you need to make a good showing so choose your best flavors and concentrate on them.

post #5 of 31
Quote:
Originally Posted by HeathersHeaven View Post

I am 2 weeks a way from doing my first local festival. I'm worried about making too many cupcakes and investing a lot of money into to a display and not recouping my investment. Also I have never done a display like this, any advice is very much appreciated. 

 

Background:

The festival is advertising on the radio they are expecting 30,000 people over 3 days. I have chosen 17 flavors to sell, plus several dummy cakes with edible images, and I'm making chocolates I have 8 different kinds of chocolates, plus some for display. Any thoughts? Am I being to ambitious? I'm GUESSING that only about 10% of the people attending will buy cupcakes for about 3000 cupcakes, is that accurate (my booth is in the food tent)? Additionally there is a decent sized fee if you take booth down before the end of the show. I'm worried about running out & I'm worried about have a heck of a lot left over.. icon_surprised.gif

 

I'm also still debating the pricing. I was thinking $2.50 each or 2 for $4. Is this too low?? 

 

Any and All advice is very much appreciated.

 

Just curious if you have selected your menu yet? 

 

Best of luck

"When you look at a cupcake, you've got to smile." ~ Anne Byrn

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"When you look at a cupcake, you've got to smile." ~ Anne Byrn

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post #6 of 31
Thread Starter 

@havealittle I have. I'm making more flavors than people have suggested I make. My thinking is most have a similar cake base with different frostings. 

 

1. Classic Vanilla with Vanilla buttercream

2. Classic Chocolate with Chocolate buttercream

3. Mocha Latte

4. Caramel Apple with cream cheese frosting

5. Banana split with marshmellow frosting

6. Key Lime with cream cheese frosting (I live in FL)

7. PBnJ with PB buttercream 

8. Peanutbutter Cup 

9. Snowball

10. Cookies n cream

11. Maple Bacon

 

Any suggestions?

post #7 of 31
Thread Starter 

@ havealittle

 

I have chosen. What do you think? I have also decided to change my pricing a little, $3 each or 2 for $5. It just makes the change easier. And I priced local comeitition and a good average is $3 each.

 

 

Name Cake Frosting Garnish
  Vanilla Vanilla & Chocolate Buttercream Camo
Chocolate, Chocolate, Chocotale Chocolate Chocolate Buttercream Chocolate Chips
Mocha Latte Chocolate Coffee Chocolate Coffee Chocolate Covered Espresso Bean
PB&J Vanilla Peanut Butter Buttercream Strawberry Jelly
Strawberry Lemonade Strawberry Lemon Strawberry Lemon Buttercream  
Maple Bacon Vanilla Maple Buttercream Bacon
Cookies -n- Cream Vanilla with Oreo's Vanilla Crushed Oreo's
Key Lime Key Lime Key Lime Creamcheese Graham Crackers
Snowball Chocolate Marshmellow Coconut
Banana Split Banana Vanilla Marshmellow Chocolate Drizzle & a Cherry
Peanut Butter Cup Chocolate Peanut Butter Buttercream Mini Peanut Butter Cup
Caramel Apple Apple Cinnamon Creamcheese Caramel Drizzle
post #8 of 31

How did it go?

post #9 of 31

Yes how did it go. I'm doing my first event as well and I really like how you made the chart of the cupcakes, flavor and frosting.

post #10 of 31
Thread Starter 

It sucked REALLY REALLY bad.. For the amount of attendees I did alright just no people came. There were 2 competing events the same time locally & 1 was the exact same market. The flavor that sole the best was Triple Chocolate. It was Chocolate cake with Chocolate Frosting & chocolate ganache sauce drizzled. I also did a "Decorate your cupcake" with Classic Vanilla cupcakes the kids really enjoyed that. I did not limit the decorations to just the vanilla though some did put sprinkles & cherries on the chocolate also. Thanks for asking.

 

@cupncakes35 I hope your event is better attended than mine was.
 

post #11 of 31
Thread Starter 

The 2nd best seller was Peanut Butter Cup..

post #12 of 31

I am sorry to hear it did not go well!

 

How many people were at the event?

 

Do you have any pics?

 

How did you set up the "decorate your own"?

 

Did you take directions? Just on toppings?

 

I may be selling at a local farmers market in a few months and am looking for ideas.

 

Thanks!

post #13 of 31

Did you bring 3,000 cupcakes? How many did you sell?

post #14 of 31

Wow....sorry to hear....I have my festival on Saturday. I am having 6 cupcake flavors, 2 muffins, 3 cookies and then some quick breads. I am only going to bring 300 items total. (last year I did a festival and brought WAY to much product)  I have been back and forth on the menu, but yesterday I cut it back....this is a first year for this festival and although they are advertising heavily I just don't want to end up with a ton of leftovers. The higher volume items are cookies, because at my last festival we sold out of them...but everything else is bare numbers. I will post pictures and give everyone an update either Sunday or Monday. 

 

Good luck to everyone and don't give up.....take down some lesson notes and go back at it! :-)

 

Lisa

"When you look at a cupcake, you've got to smile." ~ Anne Byrn

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"When you look at a cupcake, you've got to smile." ~ Anne Byrn

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post #15 of 31
Quote:
Originally Posted by HeathersHeaven View Post

@ havealittle

 

I have chosen. What do you think? I have also decided to change my pricing a little, $3 each or 2 for $5. It just makes the change easier. And I priced local comeitition and a good average is $3 each.

 

 

Name Cake Frosting Garnish
  Vanilla Vanilla & Chocolate Buttercream Camo
Chocolate, Chocolate, Chocotale Chocolate Chocolate Buttercream Chocolate Chips
Mocha Latte Chocolate Coffee Chocolate Coffee Chocolate Covered Espresso Bean
PB&J Vanilla Peanut Butter Buttercream Strawberry Jelly
Strawberry Lemonade Strawberry Lemon Strawberry Lemon Buttercream  
Maple Bacon Vanilla Maple Buttercream Bacon
Cookies -n- Cream Vanilla with Oreo's Vanilla Crushed Oreo's
Key Lime Key Lime Key Lime Creamcheese Graham Crackers
Snowball Chocolate Marshmellow Coconut
Banana Split Banana Vanilla Marshmellow Chocolate Drizzle & a Cherry
Peanut Butter Cup Chocolate Peanut Butter Buttercream Mini Peanut Butter Cup
Caramel Apple Apple Cinnamon Creamcheese Caramel Drizzle

 

 

I love your menu too!!! :-) At last year festival I brought with me 12 flavors....this time around I am bringing my top 6 flavors....

"When you look at a cupcake, you've got to smile." ~ Anne Byrn

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"When you look at a cupcake, you've got to smile." ~ Anne Byrn

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