Barbecue checklist: what to arrange and when
A barbecue needs more planning than buying meat and lighting the grill. This checklist takes you from guest registrations and dietary requirements to weather checks, deliveries, setup and serving. It also covers the details that are often left too late, such as chilling drinks, labelling special meals and creating a safe place for the barbecue. Work through the plan in order so the food, seating and equipment are ready before guests arrive.
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
Check the weather forecast
Confirm deliveries
Check the shopping list
Do the shopping
2 people
Chill the meat and salads
2 people
Label diet meals
Inspect the grounds
2 people
Set up tables
3 people
Set up chairs
2 people
Set up party tent
4 people
Hang lighting
2 people
Place barbecue safely
2 people
Set out charcoal and kindling
Set up buffet tables
3 people
Set out tableware and cutlery
2 people
Set out salads and bread
2 people
Chill drinks
2 people
Event
Welcome guests
2 people
Serve welcome drinks
2 people
Light the barbecue
2 people
Grill meat and vegetables
3 people
Restock the buffet
2 people
Refill drinks
2 people
Empty trash bins
Serve coffee and tea
2 people
See off guests
2 people
Aftercare
Safely extinguish barbecue
2 people
Clear away food and drinks
3 people
Wash dishes
2 people
Clear tables and chairs
3 people
Take down the party tent
4 people
Clean the grounds
3 people
Check materials
2 people
Return rented materials
2 people
What to bring
Grouped the way you'd shop for it, with quantities.
Furniture
- Party tentqty 2
- Foldable tablesqty 6
- Chairsqty 45
- Buffet tablesqty 3
- Tableclothsqty 8
Tableware
- Dinner platesqty 50
- Dessert platesqty 50
- Knivesqty 50
- Forksqty 50
- Spoonsqty 50
- Drinking glassesqty 50
- Wine glassesqty 40
- Coffee cupsqty 40
- Serving plattersqty 10
- Serving tongsqty 6
- Serving spoonsqty 6
Equipment
- Barbecuesqty 2
- Coolersqty 4
- Coffee machinesqty 2
- Kettlesqty 2
- Extension cordsqty 3
Kitchen
- Cutting boardsqty 4
- Kitchen knivesqty 4
- Aluminum traysqty 12
- Barbecue tongsqty 4
- Oven mittsqty 4
- Thermos flasksqty 4
- Ice packsqty 12
Decorations
- Table décorqty 8
- Buntingqty 6
Lighting
- String lightsqty 6
- LED lanternsqty 8
Cleaning
- Waste binsqty 6
- Waste sorting binsqty 3
- Washing-up tubsqty 3
- Hand broomsqty 2
- Litter pickersqty 2
- Mopsqty 2
- Bucketsqty 3
- Hand soap dispensersqty 3
Catering
- Groceries
Tips
- Check registrations and dietary requirements several days before shopping, then label special-diet meals before they reach the buffet. This prevents last-minute questions when the grill is busy.
- Check the weather forecast at least 48 hours before the barbecue. If rain is possible, confirm that the party tent, tables and lighting can be set up safely rather than waiting until guests arrive.
- Plan one chilled drinks area and start cooling drinks before the first guest arrives. Keep ice packs available for coolers, especially if salads and drinks will stay outside for several hours.
- Place the barbecue well away from the party tent, tables and seating, with clear space around it for the person grilling. Set out charcoal, kindling, barbecue tongs and oven mitts together before lighting it.
- Set up the buffet before cooking starts, including serving platters, tongs, spoons, plates and cutlery. Keep extra food ready to restock the buffet instead of putting every dish out at once.
Frequently asked questions
- How far in advance should I organise a barbecue?
- Send invitations around 2 to 3 weeks ahead and ask guests to register by a clear deadline. Check dietary requirements and final numbers several days before shopping.
- How much food do I need for a barbecue?
- For a typical adult, plan roughly 300 to 400 g of uncooked meat or vegetables for the main meal, plus salads, bread and sides. Add extra if the barbecue is the only substantial meal or lasts more than 3 hours.
- When should I set up a barbecue party?
- Allow about 2 hours for tables, chairs, the party tent, lighting, buffet equipment and a safe barbecue area. Finish setup before guests arrive, then chill drinks and put out salads and bread shortly before serving.
- How many drinks should I buy for a barbecue?
- Allow 2 to 3 drinks per person for the first hour, then about 1 drink per person per hour. Include water and non-alcoholic options, and chill them several hours before the barbecue.
Start this plan in Lizzt
Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.
Organize this event for free with LizztOrganize for free and invite your contacts!