What you need for an alumni barbecue

An alumni barbecue needs more than meat, buns and drinks. Plan food around your confirmed guest count, including vegetarian portions and dietary requirements, then check the practical items that keep serving moving. You will need chilled drinks, buffet equipment, reusable tableware, barbecue fuel and enough seating. This list also covers commonly forgotten items such as ice, name badges, extension cords and serving utensils, so you can shop and set up without last-minute runs to the store.

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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
- Beef burgers - 60 pieces
- Chicken skewers - 60 pieces
- Pork satay - 50 pieces
- Barbecue sausages - 50 pieces
- Vegetarian burgers - 20 pieces
- Vegetarian skewers - 20 pieces
- Hamburger buns - 70 pieces
- Baguettes - 10 pieces
- Herb butter - 8 tubs
- Baby potatoes - 8 kilograms
- Corn cobs - 30 pieces
- Zucchini - 8 pieces
- Bell peppers - 12 pieces
- Mushrooms - 3 kilogram
- Red onions - 3 kilogram
- Lettuce - 8 heads
- Cucumbers - 8 pieces
- Tomatoes - 4 kilogram
- Potato salad - 6 kilogram
- Pasta salad - 6 kilogram
- Mixed salad - 5 kilograms
- Feta - 1 kilogram
- Olives - 1 kilogram
- Hummus - 2 kilograms
- Mayonnaise - 3 bottles
- Ketchup - 3 bottles
- Garlic sauce - 3 bottles
- Barbecue sauce - 3 bottles
- Mustard - 2 bottles
- Salt - 1 pack
- Black pepper - 1 jar
- Paprika powder - 1 jar
- Olive oil - 2 liters
- Lemon juice - 1 bottle
- Paprika chips - 4 bags
- Plain chips - 4 bags
- Mixed nuts - 2 kilograms
- Still water - 8 bottles
- Carbonated water - 6 bottles
- Cola - 8 bottles
- Cola Zero - 6 bottles
- Sinas - 5 bottles
- Iced tea - 5 bottles
- Alcohol-free beer - 3 cases
- Beer - 5 crates
- Rosé - 8 bottles
- White wine - 6 bottles
- Red wine - 4 bottles
- Coffee - 2 packs
- Tea - 2 boxes
- Milk - 4 liters
- Oat milk - 2 liter
- Sugar - 1 kilogram
- Lemons - 2 kilograms
- Ice cubes - 15 kilograms
- Chocolate cookies - 6 packs
- Fresh fruit - 6 kilogram
- Trash bags - 3 rolls
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Dish soap - 2 bottles
- Hand soap - 4 bottles
- Disinfectant wipes - 4 packs

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

Plan around two to three drinks per person for the first hour, then about one drink per person for each additional hour. Buy extra non-alcoholic options if guests will be outside for several hours.
Allow at least one vegetarian main portion per five guests unless your registrations show a different ratio. Keep vegetarian items on separate trays and use separate barbecue tongs.
Provide one reusable plate, bowl, drinking glass, wine glass and cutlery set per guest, plus roughly 10% extra. For 40 guests, that means 44 of each frequently used item.
Chill drinks several hours before guests arrive and prepare at least two coolers if the group is large. Ice packs and an ice spoon are easier to manage than loose ice at a buffet.
Check the barbecue and gas before shopping day, and keep a spare gas cylinder available if the barbecue will run for more than three hours. Test extension cords, power strips, speakers and coffee equipment before setup.

Frequently asked questions

What food do I need for an alumni barbecue?: Use the confirmed registration count to calculate portions, and include vegetarian items and all collected dietary requirements. As a starting point, plan one main barbecue portion per guest, side dishes for every guest, and 10% extra for unexpected attendees or larger appetites.
How many drinks should I buy for an alumni barbecue?: Plan two to three drinks per person for the first hour and one drink per person for every following hour. For a four-hour barbecue with 40 guests, that is approximately 200 to 280 drinks, with a balanced selection of alcoholic and non-alcoholic options.
How much tableware do I need for 40 barbecue guests?: Prepare at least 44 reusable plates, bowls, drinking glasses, wine glasses and cutlery sets for 40 guests, allowing 10% extra. Add serving spoons, small bowls and serving platters so guests do not need to use personal cutlery at the buffet.
When should I buy and prepare barbecue supplies?: Buy groceries and check gas, coolers and tableware at least one day before the barbecue. Chill drinks several hours ahead, wash and cut vegetables on the day, and set out the buffet and tableware before guests arrive.

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