Barbecue Championship checklist: what to arrange and when

A Barbecue Championship needs more than grills and meat. You have to coordinate competition teams, judges, rules, registrations, scoring and a clear match schedule before guests arrive. Food safety also needs a plan: keep meat and vegetarian products chilled, prepare sauces and salads separately, and check core temperatures during cooking. Use the checklist in order, then allow extra time for tents, tables, labelled competition stations and printed score sheets on the day.

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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
2 people
Draw up competition rules
2 people
Invite the judges
Send invitations
2 people
Recruit competition teams
2 people
Process registrations
Collect dietary requirements
Make reservations
Assign teams and jury
2 people
Publish the match schedule
Order prizes and certificates
Check permits and safety rules
2 people
Check the weather forecast
Check the shopping list
2 people
Do the shopping
3 people
Keep meat and vegetarian products chilled
2 people
Prepare sauces and marinades
3 people
Prepare vegetables and salad
3 people
Set out desserts and bread
2 people
Check materials
2 people
Print participant list
Print score sheets
Label the competition tables
2 people
Cordon off the area
3 people
Build party tents
4 people
Set up tables and chairs
4 people
Place barbecues safely
4 people
Hang lighting
2 people
Set up the buffet and bar
3 people
Prepare competition materials
2 people
Fill coolers
3 people
Prepare the jury table
2 people

Event

Light the barbecues
4 people
Receive participants
3 people
Opening and introduction
2 people
Supervise competition events
4 people
Bring dishes to the jury
3 people
Serve buffet dishes
4 people
Refill drinks
2 people
Empty trash bins
2 people
Collect scores
2 people
Calculate the winners
2 people
Handle prize ceremony
3 people
Serve the last round
3 people

Aftercare

Safely extinguish barbecues
4 people
Collect tableware
3 people
Clear tables and chairs
4 people
Sort and remove waste
3 people
Clean the grounds
4 people
Clean the kitchen and bar
3 people
Store materials dry
3 people
Return rental items
2 people
Distribute leftover food
2 people

What to bring

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

Furniture

Party tentsqty 3
Foldable tablesqty 12
Chairsqty 90
Buffet tablesqty 4
Judges' table
Folding barsqty 2

Equipment

Barbecue grillsqty 8
Gas cylindersqty 6
Gas pressure regulatorsqty 6
Core thermometersqty 8
Coolersqty 8
Extension cordsqty 6
Power stripsqty 6

Kitchen

Cutting boardsqty 12
Chef and serving knivesqty 16
Mixing bowlsqty 12
Measuring cupsqty 4
Kitchen tongsqty 16
Serving spoonsqty 12
Aluminum barbecue traysqty 120
Heat-resistant glovesqty 12
Aluminum foilqty 8
Food storage containersqty 24

Tableware

Reusable platesqty 120
Reusable bowlsqty 100
Reusable cupsqty 180
Cutlery setsqty 120
Coffee cupsqty 50
Serving plattersqty 20
Serving platters for the juryqty 32

Decorations

Competition table signsqty 16
Route arrowsqty 12
Tableclothsqty 16
Buntingqty 8
Prizes and medalsqty 12

Lighting

String lightsqty 6
Battery lanternsqty 8

Cleaning

Waste binsqty 8
Waste sorting binsqty 4
Bucketsqty 6
Spongesqty 12
Dish brushesqty 6
Broom and dustpanqty 4
Mopsqty 4
Paper towel dispensersqty 4

Catering

Groceries

Tips

Set the date, location and competition rules before sending invitations. Give teams a firm registration deadline so you have time to assign teams, judges and competition tables.
Invite judges early and publish the match schedule after registrations close. Print one participant list and enough score sheets for every judging round, plus a few spare copies.
Check gas cylinders, pressure regulators, grills, extension cords and power strips before setup day. Test the equipment together rather than discovering a missing connection when cooking starts.
Buy chilled meat, vegetarian products and other perishables as late as practical, then move them into coolers immediately. Keep raw and ready-to-eat ingredients separate, and use core thermometers throughout the competition.
Check the weather forecast shortly before the event and finish the practical setup before guests arrive. Build the party tents, cordon off the area, label each competition table and place the judges’ table where scores can be recorded without crowding.

Frequently asked questions

How far in advance should I organise a Barbecue Championship?: Start at least 6 to 8 weeks before the event. Confirm the location, rules, judges and invitations first, then close registrations early enough to publish the schedule and order prizes and certificates.
How many judges do I need for a Barbecue Championship?: Plan the judging panel around the number of teams and competition rounds, with enough judges to assess each assigned table consistently. Confirm the judges several weeks ahead and print one score sheet per judge for every round.
When should I buy the meat for a Barbecue Championship?: Buy chilled meat and vegetarian products as close to the event as practical, usually on the day before or the day itself depending on storage and opening hours. Keep everything chilled in coolers until it is needed, and check core temperatures during cooking.
When should I set up the competition area?: Complete the main setup before participants arrive, allowing at least 2 to 3 hours for tents, tables, grills, power, labels and safety barriers. Keep printed participant lists and score sheets ready at the registration or judges’ table.

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