Anniversary barbecue checklist

An anniversary barbecue needs more than meat and a grill. You need a clear count of guests, dietary requirements, enough seating, a weather backup and a setup order that keeps food safe and guests comfortable. Start with invitations and registrations, then arrange the barbecue and furniture before buying food. On the day, chill drinks, prepare salads and marinades, set up the buffet and drinks station, and light the barbecue in time for the first guests.

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The plan, step by step

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

Preparations

Send invitations
Process registrations
Collect dietary requirements
Reserve barbecue
Reserve furniture
Determine menu and quantities
2 people
Check the weather forecast
Check the shopping list
2 people
Do non-perishable shopping
2 people
Collect materials
2 people
Buy fresh groceries
2 people
Chill drinks
2 people
Marinate meat and vegetables
2 people
Set out tableware and cutlery
2 people
Set up tables and chairs
3 people
Build party tents
4 people
Set up barbecue and worktables
3 people
Hang lighting
2 people
Hang decorations
2 people
Prepare salads and sauces
3 people
Set out vegetables and bread
2 people
Set up the buffet and drinks station
2 people
Check toilets and waste points

Event

Light the barbecue
2 people
Welcome guests
2 people
Serve aperitifs and snacks
2 people
Grill meat and vegetables
3 people
Restock the buffet
2 people
Refill drinks
2 people
Clear away dishes
2 people
Serve dessert and coffee
2 people
Operate music and lighting
See off the last guests
2 people

Aftercare

Store food safely
2 people
Collect waste
3 people
Let the barbecue cool down
Clear tables and chairs
3 people
Wash the dishes and kitchenware
3 people
Clean the venue
3 people
Remove decorations and lighting
2 people
Check and pack materials
2 people
Return borrowed materials
2 people

What to bring

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

Furniture

Party tentsqty 2
Foldable tablesqty 6
Folding chairsqty 45
Buffet tablesqty 2
High tablesqty 3

Tableware

Dinner platesqty 50
Dessert platesqty 50
Glassesqty 60
Coffee cupsqty 45
Knivesqty 50
Forksqty 50
Serving spoonsqty 12

Equipment

Barbecuesqty 2
Coolersqty 4
Bluetooth speakersqty 2
Extension cordsqty 3
Power stripsqty 3
Lightersqty 3

Kitchen

Cutting boardsqty 4
Chef's knifeqty 3
Serving plattersqty 10
Mixing bowlsqty 5
Scissorsqty 2
Aluminum foilqty 2

Decorations

Buntingqty 6
Balloonsqty 50
Tableclothsqty 8
Menusqty 6

Lighting

String lightsqty 4
LED lampsqty 8
Battery lanternsqty 4

Cleaning

Waste binsqty 4
Washing-up tubsqty 3
Spongesqty 6
Hand broomsqty 2

Catering

Groceries

Tips

Set a firm RSVP deadline at least 10 days before the barbecue. Use the final guest count to calculate food, seating, tableware and dietary alternatives instead of guessing on the day.
Reserve the barbecue, tables, chairs and party tents as soon as the date is confirmed, ideally 3–4 weeks ahead. Outdoor furniture and shelter are easy to overlook when several events use the same suppliers.
Check the weather forecast twice: once 7 days before and again the evening before. If rain or strong wind is likely, decide where the tents, buffet tables, coolers and guests will go before setup starts.
Split shopping into two rounds. Buy non-perishable items and drinks several days ahead, then buy fresh groceries 1–2 days before; chill the drinks and marinate meat and vegetables on the day before.
Begin physical setup about 3 hours before guests arrive. Put out tables, chairs, tableware, lighting and decorations first, then prepare the buffet and drinks station, check toilets and waste points, and light the barbecue shortly before serving.

Frequently asked questions

How far in advance should I plan an anniversary barbecue?: Send invitations 3–4 weeks before the date and set the RSVP deadline at least 10 days ahead. Reserve the barbecue, furniture and party tents when you confirm the date, especially for a larger guest list.
How much food do I need for an anniversary barbecue?: Use the confirmed guest count and plan about 300–400 g of main food per adult, including meat and vegetables, plus salads, bread and sauces. Add separate quantities for dietary requirements rather than treating them as last-minute substitutions.
When should I buy food for a barbecue?: Buy non-perishable food and drinks several days in advance. Buy fresh groceries 1–2 days before the event, marinate meat and vegetables the day before, and keep chilled food cold until it goes onto the barbecue.
How early should I set up for an anniversary barbecue?: Allow at least 3 hours for setup. This covers tables and chairs, party tents, lighting, decorations, barbecue worktables, the buffet, drinks station, toilets and waste points before guests arrive.

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.