Alumni barbecue checklist: what to arrange and when

An alumni barbecue needs more than food and a grill. You have to coordinate registrations, dietary requirements, seating, shelter, cold drinks and the handover from setup to reception. Use this checklist to work backwards from the barbecue date: confirm the venue first, collect guest details before buying food, and leave enough time for cooking and setup. The final checks cover gas, music, lighting, name badges and a clear welcome point for arriving alumni.

Organize this event for free with Lizzt

The plan, step by step

Every task with its own sub-checklist, in the order you'll actually need them.

Preparations

Confirm date and location
2 people
Reserve venue
Draft invitations
2 people
Send invitations
2 people
Process registrations
Collect dietary requirements
Confirm registrations
Determine menu and quantities
2 people
Check barbecue and gas
2 people
Create a music playlist
Prepare name badges
2 people
Do the shopping
3 people
Chill drinks
2 people
Wash and cut vegetables
3 people
Make salads and side dishes
3 people
Portion meat and vegetarian items
2 people
Set up tables and chairs
4 people
Build party tents
4 people
Set up the barbecue
3 people
Set up buffet tables
3 people
Lay out crockery and cutlery
2 people
Hang decorations
2 people
Test music and lighting
2 people
Set up the reception table
2 people

Event

Welcome guests
3 people
Serve welcome drinks
2 people
Refill drinks
2 people
Refill snacks
2 people
Light the barbecue
2 people
Prepare barbecue dishes
4 people
Serve barbecue dishes
3 people
Keep the buffet and tables clean
2 people
Serve coffee and tea
2 people
Announce the final round

Aftercare

Collect waste
3 people
Safely turn off the barbecue
2 people
Wash dishes and cutlery
3 people
Dismantle furniture
4 people
Clean the venue
4 people
Return materials
2 people
Store leftover groceries
2 people

What to bring

Grouped the way you'd shop for it, with quantities.

Furniture

Party tentsqty 2
Foldable tablesqty 8
Folding chairsqty 60
Buffet tablesqty 3
High tablesqty 4

Tableware

Reusable platesqty 70
Reusable bowlsqty 60
Reusable drinking glassesqty 100
Reusable wine glassesqty 40
Cutlery setsqty 70
Serving spoonsqty 10
Small bowlsqty 12

Catering

Groceries

Equipment

Gas barbecuesqty 2
Gas cylindersqty 4
Coolersqty 6
Ice spoonsqty 3
Coffee machinesqty 2
Kettlesqty 2
Bluetooth speakersqty 2
Extension cordsqty 4
Power stripsqty 4

Kitchen

Cutting boardsqty 6
Chef's knifeqty 6
Mixing bowlsqty 8
Serving plattersqty 12
Barbecue tongsqty 6
Aluminum traysqty 12
Ice packsqty 20

Decorations

Name badgesqty 60
Tableclothsqty 8
Buntingqty 8
Balloonsqty 50
Balloon pumpqty 2
Tapeqty 4

Lighting

LED light stringsqty 6
Battery lanternsqty 6

Cleaning

Broomsqty 2
Trash binsqty 6
Mop setsqty 2
Spongesqty 8
Cleaning glovesqty 6

Other

Ropeqty 2
Scissorsqty 3
Markersqty 2
Registration formsqty 70

Tips

Confirm the date and venue before sending invitations, then set a registration deadline that gives you at least 7 days to check numbers, dietary requirements and menu quantities.
Plan food and drinks from the confirmed registration list, not from the invitation count. For the first hour, allow roughly 2–3 drinks per guest, then adjust the total for the rest of the event.
Check the gas barbecues, gas cylinders and power requirements several days before the barbecue. Test the Bluetooth speakers, extension cords and power strips before guests arrive, not during setup.
Prepare cold drinks, salads, cut vegetables and portioned meat or vegetarian items in advance. Keep chilled food in coolers with ice packs until it is ready to go on the buffet or barbecue.
Create one arrival point with the registration list and name badges. Set up tables, chairs, party tents, buffet tables and the reception table before the first guest arrives, then test music and lighting with the final layout.

Frequently asked questions

How far in advance should I send alumni barbecue invitations?: Send invitations about 4–6 weeks before the barbecue and set the registration deadline at least 10–14 days before it. That leaves time to confirm attendance, dietary requirements and food quantities before shopping.
How much food and drink do I need for an alumni barbecue?: Base the menu on confirmed registrations and allow 2–3 drinks per guest during the first hour. Add vegetarian portions and dietary alternatives from the registration list, and buy chilled items close enough to the event that they can stay cold.
When should I set up the barbecue and buffet?: Start the physical setup around 2–3 hours before guests arrive. Put up party tents, arrange tables and chairs, set up the buffet, lay out reusable crockery and cutlery, and test the gas barbecue before the welcome table opens.
What do people often forget for an alumni barbecue?: Commonly missed items are gas cylinders, ice, serving spoons, name badges and enough power connections for speakers and lighting. Check these 2–3 days beforehand, and keep a final equipment check for the day itself.

Start this plan in Lizzt

Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.