Barbecue checklist: what to arrange and when

A barbecue is easier to run when you work backwards from serving time. Confirm guest numbers and dietary requirements first, then arrange grills, gas, seating, shelter and tableware before you shop. On the day, keep meat refrigerated, chill the drinks and leave enough time to prepare salads, vegetables, bread and sauces. This checklist also covers the jobs people often leave too late, such as testing lights, checking gas connections and preparing for rain.

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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
Confirm number of guests
Reserve an extra barbecue
Check the weather forecast
Check the shopping list
Do the shopping
2 people
Chill drinks
2 people
Keep meat refrigerated
Check tableware
Test light strings
Clear the garden and patio
2 people
Clean the toilet
Set up tables
2 people
Set up chairs
2 people
Set up party tent
3 people
Set up the barbecue
2 people
Connect gas cylinders
2 people
Hang string lights
2 people
Set the tables
2 people
Set up the buffet
2 people
Prepare salads
2 people
Cut vegetables
2 people
Set out bread and sauces
Set out the welcome drink

Event

Preheat the barbecue
2 people
Welcome guests
2 people
Serve drinks
2 people
Grill meat and vegetables
3 people
Refill buffet
2 people
Refill drinks
Collect waste
Serve coffee and tea
Safely turn off the barbecue
2 people

Aftercare

Store leftovers in the fridge
2 people
Wash dishes
2 people
Clear tables and chairs
2 people
Take down the party tent
3 people
Clean the venue
2 people
Take out the trash
Clean the barbecue
2 people
Return materials

What to bring

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

Furniture

Party tent
Tablesqty 5
Chairsqty 30
Buffet tablesqty 2
High tablesqty 3

Tableware

Platesqty 40
Bowlsqty 30
Glassesqty 50
Coffee cupsqty 30
Cutlery setsqty 40
Serving plattersqty 10
Serving tongsqty 6

Decorations

Tableclothsqty 7
Buntingqty 4
Table décorqty 8
Lanternsqty 6

Equipment

Gas barbecuesqty 2
Gas cylindersqty 2
Gas pressure regulatorsqty 2
Coolersqty 3
Ice packsqty 12
Coffee maker
Kettlesqty 2
Extension cordsqty 3
Power stripsqty 3

Kitchen

Cutting boardsqty 4
Chef's knivesqty 4
Barbecue tongsqty 4
Barbecue brushesqty 2
Aluminum traysqty 20

Lighting

String lightsqty 4
Outdoor lightsqty 4

Cleaning

Washing-up bowlsqty 2
Dish brushesqty 3
Cleaning bucketsqty 2
Trash binsqty 4

Catering

Groceries

Tips

Confirm the final guest count at least 3 days before the barbecue. Use it to check food quantities, seating, plates, glasses and whether one barbecue will be enough.
Check the weather forecast 48 hours beforehand and decide whether the party tent is needed. If rain is possible, set it up before guests arrive rather than waiting for the first shower.
Test the gas barbecues, gas cylinders and pressure regulators the day before. Never leave the gas connection check until guests are already waiting for food.
Start chilling drinks at least 4 hours before serving, using coolers and ice packs if the refrigerator cannot hold everything. Keep raw meat refrigerated until it goes onto the grill.
Allow 60–90 minutes before arrival for garden clearing, toilet cleaning, tables, chairs, lighting, buffet setup and table setting. Prepare salads, cut vegetables, and set out bread and sauces during that window.

Frequently asked questions

How far in advance should I send barbecue invitations?: Send invitations 2–3 weeks before the barbecue, especially if it is on a weekend. Ask guests to confirm by a clear date, then collect dietary requirements before you finalise the shopping list.
When should I buy food for a barbecue?: Buy non-perishable items 2–3 days ahead and fresh meat as close to the barbecue as practical, ideally the day before. Keep all meat refrigerated until preparation and cooking.
How much time do I need to set up a barbecue?: Allow at least 90 minutes for a full setup with tables, chairs, a party tent, lights, the buffet and tableware. Add extra time if you need to connect gas cylinders or clear the garden and patio.
How many barbecues do I need for my guests?: For a larger group, reserve an extra barbecue so food does not wait in batches on one grill. Check the final guest count and expected cooking time at least 3 days before the event.

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