Barbecue brunch checklist

A barbecue brunch combines breakfast items, lunch dishes and outdoor cooking, so the order of preparation matters. Confirm the final guest count and dietary requirements before shopping, then check the barbecue, gas, seating and shelter. Prepare salads, vegetables, marinades, bread and toppings ahead of time, while keeping meat and vegetarian products chilled. On the day, set up separate buffet, drinks and barbecue areas so guests can serve themselves safely and easily.

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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
Determine the final number of guests
Check barbecue and gas
Reserve a party tent
Arrange extra tables and chairs
Check the shopping list
Do the shopping
2 people
Chill drinks
2 people
Keep meat and vegetarian products chilled
2 people
Set out tableware and materials
2 people
Wash vegetables
2 people
Prepare salads
2 people
Marinate the meat
2 people
Set out bread and toppings
2 people
Set up tables and chairs
4 people
Set up party tent
4 people
Set up the barbecue and work table
3 people
Hang decorations
2 people
Set up the buffet and drinks table
3 people
Prepare coffee and tea
2 people
Light the barbecue
2 people
Carry out the final safety check
2 people

Event

Welcome guests
2 people
Restock the brunch buffet
2 people
Prepare barbecue dishes
3 people
Serve barbecue dishes
2 people
Refill drinks
2 people
Empty trash bins

Aftercare

Collect tableware
3 people
Safely extinguish barbecue
2 people
Clear tables and chairs
4 people
Wash dishes
3 people
Clean the venue
3 people
Take out the trash
2 people
Return rental items
2 people

What to bring

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

Furniture

Party tentqty 2
Tablesqty 6
Chairsqty 40
Buffet tablesqty 2
Work table

Tableware

Dinner platesqty 45
Breakfast platesqty 45
Glassesqty 60
Coffee cupsqty 40
Knivesqty 45
Forksqty 45
Spoonsqty 45
Serving spoonsqty 8
Small bowlsqty 12
Serving plattersqty 10
Pliersqty 4
Cutting boardsqty 4

Kitchen

Barbecueqty 2
Gas cylindersqty 4
Coolersqty 4
Hot traysqty 4
Coffee makerqty 2
Kettlesqty 2
Cutting knivesqty 4
Aluminum foilqty 2

Decorations

Tableclothsqty 6
Buntingqty 6
Table décorqty 6

Lighting

String lightsqty 4
Extension cordsqty 4

Cleaning

Waste binsqty 4
Bucketsqty 2
Broom setsqty 2
Mop setsqty 2

Catering

Groceries

Tips

Confirm the final guest count at least 5–7 days before the brunch. Use that number to adjust food, tableware, chairs and drinks rather than relying on early registrations.
Check the barbecue and gas cylinders 2–3 days beforehand, not on the morning itself. Make sure the barbecue works and that the cylinders are filled or replaced if needed.
Prepare salads, washed vegetables, marinades, bread and toppings the day before where possible. Keep meat and vegetarian products in separate coolers or containers until they go on the barbecue.
Set up the buffet, drinks table and barbecue work table as three separate zones. Leave enough space around the barbecue for the person cooking and keep serving utensils with the corresponding dishes.
Plan the final setup backwards from guest arrival: allow about 60 minutes for tables, chairs, the party tent, decorations and buffet, then complete a safety check before lighting the barbecue. Start coffee and tea shortly before guests arrive.

Frequently asked questions

How far in advance should I send barbecue brunch invitations?: Send invitations 3–4 weeks before the brunch and set the registration deadline for 7–10 days before it. This gives you time to confirm the final guest count, dietary requirements and equipment needs.
How much food do I need for a barbecue brunch?: Plan roughly 250–350 g of barbecue food per adult, alongside bread, spreads, salads and breakfast items. Add about 10% extra for popular dishes, and calculate vegetarian portions separately from the start.
When should I prepare the barbecue brunch food?: Wash vegetables, prepare salads and marinate meat the day before, then keep everything chilled. Set out bread, toppings and serving dishes 30–45 minutes before guests arrive, but do not leave meat unrefrigerated.
How much time do I need to set up a barbecue brunch?: Allow at least 60–90 minutes on the day for the party tent, tables, chairs, buffet, drinks, coffee equipment and barbecue area. Complete the safety check before lighting the barbecue and welcoming guests.

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