Barbecue checklist: what to arrange and when

A barbecue runs smoothly when guest numbers, food and equipment are settled before you light the grill. Send invitations early, collect dietary requirements and confirm the final headcount before buying meat, vegetarian options and drinks. In the last few days, check the weather, barbecue area, tables and coolers. On the day, keep chilled food refrigerated, prepare salads and sauces, and allow enough time to set up seating, lighting, waste stations and the buffet 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

Send invitations
Process registrations
Collect dietary requirements
Determine the final number of guests
Check the weather forecast
Check the barbecue area
2 people
Reserve barbecue grills and coolers
Check the shopping list
Do the shopping
2 people
Pick up meat and vegetarian products
2 people
Chill drinks
2 people
Store meat refrigerated
Wash vegetables
2 people
Prepare salads
2 people
Set out sauces and bread
Light the barbecue
2 people
Set up tables
3 people
Set up chairs
3 people
Set up party tent
4 people
Hang lighting
2 people
Set up buffet tables
2 people
Lay out crockery and cutlery
2 people
Place waste stations
Test the music

Event

Welcome guests
2 people
Serve welcome drinks
2 people
Serve snacks
2 people
Grill meat
3 people
Grill Vegetarian Products
2 people
Serve salads and side dishes
2 people
Refill drinks
2 people
Collect tableware
2 people
Serve dessert
2 people
See off the last guests
2 people

Aftercare

Clear away food and drinks
3 people
Safely extinguish barbecue
2 people
Collect waste
3 people
Wash dishes
2 people
Clean the venue
3 people
Wipe down tables and chairs
2 people
Take down the party tent
4 people
Clean equipment
2 people
Return borrowed items
2 people

What to bring

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

Furniture

Party tent
Beer tablesqty 6
Chairsqty 36
Buffet tablesqty 3
Tableclothqty 6
Stoolsqty 4

Equipment

Barbecueqty 2
Coolersqty 4
Extension cordsqty 3
Bluetooth speaker
Thermos flasksqty 3

Kitchen

Charcoal barbecue tongsqty 4
Meat thermometerqty 2
Cutting boardsqty 4
Chef's knivesqty 4
Mixing bowlsqty 6
Serving plattersqty 10
Serving tongsqty 6
Serving spoonsqty 6
Aluminum traysqty 10

Tableware

Platesqty 50
Dessert platesqty 40
Glassesqty 50
Coffee cupsqty 30
Cutlery setsqty 50
Coffee spoonsqty 30

Lighting

String lightsqty 4
LED lampsqty 6

Decorations

Table décorqty 6
Lanternsqty 8

Cleaning

Waste binsqty 4
Washing-up basinsqty 2
Spongesqty 6

Catering

Groceries

Tips

Confirm the final guest number at least 3 days before the barbecue. Use it to calculate meat, vegetarian products, bread, salads and drinks rather than shopping from the original invitation list.
Check the weather forecast 2 days before, then inspect the barbecue area for shelter, level ground and safe access. If rain is possible, arrange the party tent before the day itself.
Chill drinks several hours before guests arrive and keep meat refrigerated until it is needed. Coolers should be ready before shopping is finished, not after the barbecue has started.
Start setting up tables, chairs, the buffet and waste stations at least 90 minutes before arrival. Lay out plates, glasses, cutlery, serving utensils and sauces only after the cooking area is organised.
Light the barbecue early enough for the coals to become evenly hot, usually 30–45 minutes before cooking. Keep a meat thermometer, separate cutting boards and serving platters available so cooked food does not return to raw-food equipment.

Frequently asked questions

How far in advance should I send barbecue invitations?: Send invitations 2–3 weeks before the barbecue, especially if you need dietary information or people are travelling. Ask guests to respond at least 5 days before the event so you can confirm quantities.
When should I buy meat for a barbecue?: Buy fresh meat and vegetarian products 1 day before the barbecue, or on the day if that is the only way to keep them properly chilled. Store meat refrigerated until it goes on the grill and keep drinks in coolers separately.
How much time do I need to set up a barbecue?: Allow at least 90 minutes for tables, chairs, the party tent, lighting, buffet and waste stations. Light a charcoal barbecue 30–45 minutes before cooking so the coals are ready when guests begin eating.
How many drinks should I plan per person for a barbecue?: For the first hour, plan on 2–3 drinks per person, then roughly 1 drink per person per hour. Add water and non-alcoholic options, and chill more than you can fit in the refrigerator by using coolers.

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