Barbecue checklist for planning the day

A barbecue needs more than meat, charcoal and a grill. You need a clear guest count, dietary information, enough chilled drinks, safe grill placement and a backup plan for rain. This checklist puts the work in a useful order, from invitations and reservations to food preparation and setting up the site. Use it to avoid the details that are often left until the last hour, such as cooling drinks, checking power and keeping meat refrigerated.

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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
Register sign-ups
Collect dietary requirements
Determine the final number of guests
Reserve barbecues
Reserve tents
Check the weather forecast
Create Site Layout
2 people
Check the shopping list
Do non-perishable shopping
2 people
Buy fresh groceries
2 people
Chill drinks
2 people
Wash and cut vegetables
3 people
Prepare salads
2 people
Prepare marinades and sauces
2 people
Keep meat refrigerated
Collect materials
2 people
Inspect the grounds
2 people
Set up tents
4 people
Set up tables and chairs
4 people
Place barbecues safely
3 people
Set out tableware and cutlery
2 people
Set up buffet tables
3 people
Hang lighting
2 people
Connect the music

Event

Take meat out of refrigeration
2 people
Welcome guests
2 people
Serve welcome drinks
2 people
Light the barbecues
3 people
Prepare salads and side dishes
2 people
Grill meat and vegetables
4 people
Serve food
3 people
Restock the buffet
2 people
Refill drinks
2 people
Empty trash bins
2 people
Serve coffee and tea
2 people

Aftercare

Store leftovers in the fridge
2 people
Let barbecues cool down
2 people
Clear tables and chairs
4 people
Wash dishes
3 people
Sort and remove waste
3 people
Clean the grounds
3 people
Take down tents
4 people
Store materials dry
2 people
Return borrowed materials
2 people

What to bring

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

Furniture

Party tentsqty 2
Tablesqty 6
Chairsqty 50
Beer tablesqty 4
Buffet tablesqty 3
Tablecloth clipsqty 24

Tableware

Reusable platesqty 60
Reusable bowlsqty 30
Reusable cutleryqty 60
Drinking glassesqty 60
Coffee cupsqty 30
Serving plattersqty 12

Kitchen

Serving spoonsqty 12
Salad serversqty 6
Cutting boardsqty 4
Chef's knivesqty 4
Mixing bowlsqty 6
Aluminum traysqty 20

Equipment

Barbecuesqty 3
Coolersqty 4
Food warmersqty 4
Coffee machinesqty 2
Kettlesqty 2
Extension cordsqty 3
Power stripsqty 3

Lighting

String lightsqty 4
Battery lanternsqty 6

Decorations

Buntingqty 6
Table candlesqty 24
Lanternsqty 8

Cleaning

Waste binsqty 6
Dishpanqty 2
Spongesqty 6
Dish brushesqty 3
Litter pickersqty 2

Catering

Groceries

Tips

Confirm the final guest count before buying fresh food or arranging tables and chairs. Collect dietary requirements at the same time, so vegetarian, allergy-friendly or other alternatives are planned rather than improvised.
Reserve barbecues and party tents early if you need several units or weather cover. Check the forecast again before the event, then adjust the layout instead of waiting until guests arrive.
Buy non-perishable supplies first and leave fresh groceries until closer to the barbecue. Chill drinks several hours ahead; coolers are much less useful when filled immediately before serving.
Prepare salads, chopped vegetables, marinades and sauces before setup begins. Keep raw meat refrigerated until it goes onto the barbecue, and use separate boards and serving utensils for cooked food.
Create the site layout before moving furniture and equipment. Place barbecues on a stable, safe surface away from tents and seating, then check extension cords, lighting and lanterns before it gets dark.

Frequently asked questions

How much food should I buy for a barbecue?: Plan the quantities from the confirmed guest count, allowing for main portions plus salads, bread and sauces. Add roughly 10% extra for an informal barbecue, especially if guests arrive hungry or the meal is the main event.
When should I start preparing for a barbecue?: Send invitations and arrange rentals several weeks ahead if you need tents, tables or multiple barbecues. Do the final guest count a few days before, shop for fresh food shortly before the event and begin setup several hours before guests arrive.
How early should drinks be chilled for a barbecue?: Put drinks in coolers or a refrigerator several hours before serving so they are cold when guests arrive. Prepare extra ice or cooling space before setup; drinks placed in a crowded cooler take longer to chill.
How do I keep meat safe at an outdoor barbecue?: Keep raw meat refrigerated until it is needed and do not leave it in the sun or at room temperature during setup. Use separate utensils and serving platters for raw and cooked food, and serve cooked items promptly.

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.