Auction barbecue checklist

An auction barbecue needs two plans running together: the meal and the auction. Start by fixing the date and location, then collect and register auction items before sending invitations. Guest numbers affect food, seating, bidding cards and payment handling, so set a registration deadline and record dietary requirements early. In the final week, prepare auction materials, buy supplies in stages and check the weather. On the day, allow time for tents, tables, the barbecue and item displays before guests arrive.

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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

Confirm date and location
Collect auction items
2 people
Register auction items
2 people
Send invitations
2 people
Process registrations
Collect dietary requirements
Make reservations
Draw up auction rules
2 people
Determine auction order
2 people
Create auction numbers
2 people
Number bid cards
2 people
Prepare auction signs
2 people
Record payment method
Check the shopping list
2 people
Do non-perishable shopping
2 people
Buy fresh groceries
2 people
Chill drinks
2 people
Portion meat and vegetables
3 people
Prepare salads
3 people
Label auction items
2 people
Check the weather forecast

Event

Inspect the grounds
2 people
Build party tents
4 people
Set up tables and chairs
4 people
Set up the barbecue
3 people
Connect gas cylinders
2 people
Connect power and lighting
2 people
Set up the buffet and bar
3 people
Set out tableware and cutlery
2 people
Hang up decorations
3 people
Set up auction table
2 people
Display auction items
3 people
Light the barbecue
2 people
Welcome guests
3 people
Distribute bid cards
2 people
Serve snacks
3 people
Lead the auction
3 people
Prepare barbecue dishes
4 people
Refill buffet
3 people
Refill drinks
2 people
Record Payments
2 people
Distribute auction items
2 people
See off guests
2 people

Aftercare

Collect waste
3 people
Wash dishes and glassware
3 people
Clean the barbecue
2 people
Clear tables and chairs
4 people
Take down party tents
4 people
Clean the grounds
3 people
Store auction proceeds securely
2 people
Inventory materials
2 people
Return rented materials
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

Platesqty 70
Dessert platesqty 60
Cutlery setsqty 70
Drinking glassesqty 80
Wine glassesqty 50
Coffee cupsqty 50
Serving plattersqty 12
Serving utensilsqty 12

Equipment

Gas barbecuesqty 2
Gas cylindersqty 4
Coolersqty 4
Coffee urn
Kettleqty 2
Extension cordsqty 3
Power stripsqty 4
Portable speaker
Wireless microphone

Auction materials

Auction hammer
Cash register
Guestbookqty 2
Auction table runnersqty 2
Raffle standsqty 30
Bidding signsqty 60
Lottery cardsqty 30
Price listsqty 4
Pen setsqty 6

Decorations

Buntingqty 6
Tableclothsqty 10
Menu boardsqty 4
Table decorationsqty 8

Kitchen

Cutting boardsqty 6
Chef's knivesqty 4
Mixing bowlsqty 8
Barbecue tongsqty 6
Aluminum baking traysqty 6
Oven mittsqty 4
Meat thermometersqty 2
Lightersqty 4

Cleaning

Waste binsqty 6
Bucketsqty 3
Mopsqty 3
Broom setsqty 2
Hand soap dispensersqty 3

Lighting

String lightsqty 6
Work lightsqty 2

Catering

Groceries

Tips

Set the registration deadline at least 7 days before the barbecue. Use the final guest count to plan chairs, plates, glasses, meat, vegetables and dietary alternatives rather than estimating on the morning.
Register every auction item before publishing the auction order. Give each item a label and matching entry in the price list, and keep the bidding signs, bid cards and auction numbers together at the auction table.
Buy non-perishable goods several days ahead, then buy fresh groceries 1–2 days before the event. Portion meat and vegetables in advance, and keep salads covered and chilled until serving.
Check the forecast and inspect the grounds 24 hours before guests arrive. If tents are needed, assemble them early enough to secure the space before setting up tables, chairs and buffet equipment.
Choose and test the payment method before opening registration. Check the cash register, guestbook and any power needs for the microphone, speaker, coffee urn and gas barbecues at least 2 hours before the start.

Frequently asked questions

How far in advance should I plan an auction barbecue?: Fix the date and location at least 4–6 weeks ahead. Collect auction items and send invitations early, then close registrations about 7 days before the event so you can finalize food, seating and auction materials.
How many auction items do I need for an auction barbecue?: There is no fixed number, but register every item before the event and assign it a clear auction number. As a practical planning point, allow around 3–5 minutes per item, including bidding and payment notes, when estimating the auction length.
When should I buy food for an auction barbecue?: Buy non-perishable food and drinks several days in advance. Buy fresh groceries 1–2 days before the barbecue, chill drinks beforehand and portion meat and vegetables on the day before where food-safety conditions allow.
How early should I set up an auction barbecue?: Start the physical setup at least 3 hours before guests arrive. Put up party tents first if needed, then arrange tables and chairs, set up the barbecue and auction table, and leave at least 30 minutes for a final equipment and payment check.

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