Barbecue afternoon checklist

A barbecue afternoon runs more smoothly when the practical work is finished before guests arrive. Start with the guest list and dietary requirements, then plan quantities, check the barbecue and gas, and arrange tables, chairs and weather cover. On the day, keep meat and vegetarian food separate, chill drinks early, and set up the buffet before lighting the barbecue. This checklist covers the details that are easy to leave until the last minute, including waste stations, lighting and safe barbecue placement.

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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

Compile the guest list
Send invitations
Process registrations
Collect dietary requirements
Check the weather forecast
Determine menu and quantities
2 people
Check barbecue and gas
Reserve tables and chairs
Check the shopping list
Do the shopping
2 people
Chill drinks
2 people
Store meat and vegetarian products
Wash vegetables
2 people
Prepare salads
2 people
Set out barbecue sauce and dressings
Set out tableware and cutlery
2 people
Check venue and garden
2 people
Prepare waste stations
Set up tables and chairs
3 people
Set up party tent
3 people
Place barbecue safely
2 people
Fill coolers
2 people
Set up buffet tables
2 people
Set out bread and salads
2 people
Hang lighting
2 people
Set up music
Restock handwashing and toilet area

Event

Light the barbecue
2 people
Welcome guests
2 people
Serve drinks
2 people
Serve snacks
2 people
Grill meat and vegetables
3 people
Serve barbecue dishes
2 people
Refill drinks
2 people
Replenish the buffet and tables
2 people
Collect waste
Serve coffee and tea
Serve dessert
2 people
See off guests
2 people

Aftercare

Let the barbecue cool down
Clear away food and drinks
2 people
Wash dishes
2 people
Take down tables and chairs
3 people
Take down the party tent
3 people
Clean the barbecue
2 people
Clean the garden and patio
2 people
Take out the trash
Check and store the materials
2 people
Return borrowed materials

What to bring

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

Furniture

Tablesqty 6
Chairsqty 36
Party tent
Buffet tablesqty 2
Tableclothqty 6

Tableware

Reusable platesqty 40
Reusable bowlsqty 40
Reusable glassesqty 50
Coffee cupsqty 30
Forksqty 40
Knivesqty 40
Spoonsqty 40
Serving spoonsqty 8
Serving plattersqty 8
Serving boardsqty 4

Equipment

Barbecueqty 2
Gas cylinderqty 2
Coolersqty 4
Coffee maker
Kettle
Portable speaker

Kitchen

Cutting boardsqty 4
Chef's knifeqty 3
Barbecue tongsqty 4
Barbecue brushesqty 2
Aluminum traysqty 12
Serving tongsqty 6
Measuring cupsqty 2
Thermos flasksqty 2

Decorations

Buntingqty 3
Table décorqty 6

Lighting

String lightsqty 3
LED lampsqty 6

Cleaning

Waste binsqty 4
Bucketsqty 2
Mopsqty 2
Hand brush and dustpanqty 2
Washing-up tubsqty 2
Reusable cleaning clothsqty 12

Safety

Fire extinguisher
Fire blanket
Heat-resistant glovesqty 2

Catering

Groceries

Tips

Confirm dietary requirements before finalising the menu, then buy separate ingredients and serving utensils for vegetarian food. This avoids a last-minute supermarket trip and reduces cross-contamination.
Check the barbecue and gas at least 2 days before the afternoon. Do not wait until guests arrive to discover that the cylinder is empty or the barbecue needs cleaning.
Chill drinks for several hours before serving and fill the coolers just before guests arrive. Keep meat and vegetarian products covered and refrigerated until they are needed.
Set up tables, chairs, the buffet and the party tent before cooking starts. Leave a clear working route between the barbecue, coolers and serving tables so guests do not crowd the cooking area.
Place the barbecue on a stable, clear surface away from the party tent, tables and hanging lighting. Set out waste stations and hang lighting before dusk, when moving equipment becomes harder.

Frequently asked questions

How far in advance should I plan a barbecue afternoon?: Send invitations and collect dietary requirements at least 2 weeks ahead. Finalise menu quantities and check seating about 3 to 5 days before, then shop and prepare food as close to the event as practical.
How much food do I need for a barbecue afternoon?: Plan the menu by guest count, including separate vegetarian portions and extra salad or bread for unexpected appetites. Confirm the final number of guests 2 to 3 days before shopping so quantities match registrations.
When should I set up a barbecue afternoon?: Allow 2 to 3 hours for tables, chairs, the party tent, buffet, coolers, waste stations and decorations. Finish the layout before guests arrive, then prepare the barbecue and food in stages rather than setting everything out at once.
How do I keep barbecue food safe outdoors?: Keep meat and vegetarian products refrigerated until cooking and use separate boards and utensils. Do not leave perishable food in the sun; replenish serving platters in small batches, ideally every 30 to 60 minutes.

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