What to Buy for an Auction Barbecue

An auction barbecue needs more than meat, drinks and a grill. You also need serving equipment, cooling space, auction materials, power supplies and enough seating for guests who may stay for several hours. This shopping list covers the practical items behind the food service and bidding process, including numbered bid cards, price lists, a cash register and a wireless microphone. Check quantities against your guest count before shopping, then separate non-perishable items from fresh groceries so nothing is bought too early.

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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

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
- Beef burgers - 60 pieces
- Fresh bratwursts - 60 pieces
- Chicken skewers - 50 pieces
- Vegetarian burgers - 15 pieces
- Vegetable skewers - 20 pieces
- Corn cobs - 25 pieces
- Hamburger buns - 70 pieces
- White rolls - 60 pieces
- Vegetarian sandwiches - 20 pieces
- Herb butter - 1.5 kilograms
- Mixed green salad - 4 kilograms
- Pasta salad - 4 kilograms
- Potato salad - 4 kilogram
- Cucumbers - 8 pieces
- Tomatoes - 3 kilograms
- Red onions - 1 kilogram
- Bell peppers - 2 kilograms
- Mushrooms - 2 kilogram
- Arugula - 500 grams
- Baby potatoes - 5 kilograms
- Baguettes - 10 pieces
- Garlic sauce - 3 bottles
- Barbecue sauce - 3 bottles
- Ketchup - 3 bottles
- Mayonnaise - 3 jars
- Mustard - 2 jars
- Satay sauce - 2 kilograms
- Hamburger sauce - 2 bottles
- Salt - 1 pack
- Black pepper - 1 jar
- Paprika powder - 1 jar
- Garlic powder - 1 jar
- Italian herbs - 1 jar
- Olive oil - 2 bottles
- Lemon juice - 2 bottles
- Herb butter - 1 kilogram
- Paprika chips - 4 bags
- Plain chips - 4 bags
- Peanuts - 2 kilograms
- Grapes - 3 kilograms
- Apples - 30 pieces
- Still water - 8 bottles
- Carbonated water - 6 bottles
- Cola - 8 bottles
- Cola Zero - 6 bottles
- Sinas - 6 bottles
- Iced tea - 6 bottles
- Beer - 6 crates
- Alcohol-free beer - 2 crates
- Rosé - 8 bottles
- White wine - 6 bottles
- Red wine - 6 bottles
- Coffee - 2 packs
- Tea - 2 boxes
- Sugar - 2 kilograms
- Milk - 6 liters
- Oat milk - 3 liters
- Ice cubes - 15 kilograms
- Napkins - 250 pieces
- Aluminum foil - 4 rolls
- Cling film - 2 rolls
- Baking paper - 2 rolls
- Paper towels - 8 rolls
- Toilet paper - 24 rolls
- Trash bags - 4 rolls
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Hand soap - 3 bottles
- Kitchen gloves - 2 boxes

Tips

Plan at least one plate, dessert plate, cutlery set and drinking glass per guest, plus 10% extra for breakages, dropped items and second servings. Add wine glasses and coffee cups only if those drinks are being served.
Allow two to three drinks per person for the first hour, then roughly one drink per person per additional hour. Use coolers with enough capacity to chill drinks before guests arrive; do not rely on the barbecue area as storage.
Match gas barbecue capacity to the serving window rather than buying ingredients first. Buy the gas cylinders at the same time as the barbecues and test the connections before the event, ideally 24 hours ahead.
Prepare one complete auction station: auction hammer, cash register, guestbook, bidding signs, lottery cards and price lists. Number bid cards and create auction numbers before guests arrive so registration does not delay the first lot.
Check power requirements for the coffee urn, kettle, speaker and wireless microphone. Bring extension cords and power strips that reach the setup safely, and keep a backup serving plan if the weather prevents tents or outdoor equipment from being used.

Frequently asked questions

What do I need for an auction barbecue?: Plan for barbecue equipment and gas cylinders, food and drinks, plates, cutlery, glasses, serving platters and utensils. You will also need auction materials such as bid cards, bidding signs, price lists, a cash register, a guestbook and an auction hammer, plus seating and shelter for the guest count.
How many plates and glasses do I need for a barbecue auction?: Start with one dinner plate, dessert plate and drinking glass per guest, then add 10% spare. For 50 guests, that means at least 55 of each core item; add wine glasses and coffee cups separately if those drinks are on the menu.
How much gas do I need for a barbecue event?: The amount depends on the number and size of gas barbecues and how long food is served, so check each barbecue’s consumption before buying. Have every gas cylinder on site at least 24 hours before guests arrive and test the equipment then.
When should I buy the food and auction supplies?: Buy non-perishable food, drinks and auction supplies several days ahead. Buy fresh groceries as close to the event as practical, chill drinks the day before, and finish portioning meat and vegetables before guests arrive.

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