Barbecue buffet checklist for a smooth day

A barbecue buffet needs more than meat and a grill. Start with the guest list and dietary requirements, then work through quantities, equipment, shopping and setup in that order. Buy non-perishables and drinks ahead of time, but leave fresh meat and vegetables until close to the event. On the day, allow time to chill drinks, prepare salads, label allergens and position the barbecues safely 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

Compile guest list
Send invitations
Process registrations
Collect dietary requirements
Determine menu and quantities
2 people
Reserve a party tent
Check barbecues
Inventory tableware and furniture
Finalize shopping list
2 people
Buy drinks and non-perishables
2 people
Buy non-food supplies
Pick up the party tent
2 people
Buying fresh meat and vegetables
2 people
Chill drinks
2 people
Marinate the meat
2 people
Wash and cut vegetables
2 people
Prepare salads
2 people
Portion desserts
Clearly label allergens
Clean the restroom
Clean the grounds and terrace
2 people
Set up party tent
3 people
Set up tables and chairs
3 people
Set up buffet and drink tables
2 people
Place barbecues safely
2 people
Hang up decorations
2 people
Set out tableware and cutlery
2 people
Set out salads and sauces
2 people
Place buffet labels

Event

Light the barbecues
2 people
Welcome guests
2 people
Serve aperitifs and snacks
2 people
Grill meat and vegetables
3 people
Serve the barbecue buffet
3 people
Refill drinks
2 people
Restock the buffet
2 people
Collect used dishes
2 people
Serve coffee and tea
Replace waste bins as needed
Extinguish barbecues
2 people
Cover food and drinks
2 people

Aftercare

Take down tables and chairs
3 people
Take down the party tent
3 people
Wash dishes
2 people
Clean the barbecues
2 people
Empty and clean coolers
Sort and remove waste
2 people
Clean the grounds and terrace
2 people
Store leftover food
Return the party tent
2 people
Return borrowed materials
2 people

What to bring

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

Furniture

Party tentqty 2
Tablesqty 6
Buffet tablesqty 2
Chairsqty 45
Bar stoolsqty 6

Tableware

Dinner platesqty 50
Dessert platesqty 50
Bowlsqty 45
Cutlery setsqty 50
Drinking glassesqty 60
Wine glassesqty 40
Coffee cupsqty 30
Serving plattersqty 12
Serving plattersqty 8
Serving spoonsqty 10
Serving tongsqty 6

Equipment

Barbecuesqty 2
Coolersqty 4
Coffee maker
Kettle
Core thermometersqty 2
Extension cordsqty 3
Power stripsqty 3
Bluetooth speaker

Kitchen

Cutting boardsqty 4
Chef’s knives and bread knivesqty 6
Mixing bowlsqty 5
Barbecue tongsqty 4
Barbecue brushesqty 2
Aluminum serving traysqty 10

Decorations

Tableclothsqty 8
Buntingqty 6
LED light stringsqty 4
Buffet labelsqty 15

Lighting

LED lanternsqty 6

Cleaning

Bucketsqty 2
Dish brushesqty 3
Dustpan and brushqty 2
Fire blanket

Catering

Groceries

Tips

Ask for dietary requirements when guests register, not the day before. Use the responses to set aside suitable dishes and label allergens clearly at the buffet.
Check the number and condition of barbecues, tables, chairs and tableware at least 7 days ahead. Also test extension cords, power strips, the coffee maker and kettle if they will be used.
Buy drinks and non-perishable supplies several days in advance, then schedule fresh meat and vegetables for the day before or the morning of the barbecue. This prevents last-minute shopping and keeps fresh food in good condition.
Chill drinks in coolers before guests arrive rather than filling them when the buffet opens. Keep separate serving areas for food and drinks so queues do not form around the grills.
Set up the party tent, tables, buffet and drink tables before cooking starts. Place barbecues on a stable, safe surface away from the tent fabric, seating and guest traffic, and keep core thermometers and separate barbecue utensils nearby.

Frequently asked questions

How far in advance should I plan a barbecue buffet?: Start the guest list, invitations and equipment check at least 2 weeks ahead. Confirm registrations and dietary requirements 7 days before, then finalize quantities and the shopping list.
When should I buy food for a barbecue buffet?: Buy drinks, disposable or non-food supplies and other non-perishables several days ahead. Buy fresh meat and vegetables the day before or on the morning of the event, depending on storage and opening hours.
How much time do I need to set up a barbecue buffet?: Allow at least 2 to 3 hours before guests arrive for the tent, tables, chairs, buffet, drinks and grills. Add extra time if furniture or the party tent still needs collecting.
How do I keep a barbecue buffet safe?: Place each barbecue on a stable surface with clear space around it, away from the tent and seating. Keep raw and cooked food separate, use core thermometers, and label allergens before serving.

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