Barbecue Clinic checklist: what to arrange and when

A Barbecue Clinic needs more than meat, grills and a guest list. You need time to collect dietary requirements, chill food and drinks, prepare marinades, and set up safe workstations before people arrive. This checklist puts the work in a practical order, from registrations and shopping to venue checks, grill setup and serving. Use it to see what needs booking early, what can be prepared the day before, and what must be checked on site.

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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
Check participant list
Reserve barbecue supplies
Check venue and power
2 people
Check the weather forecast
Inform the confirmed participants
Check the shopping list
2 people
Do the shopping
3 people
Store meat and fish chilled
2 people
Wash and cut vegetables
3 people
Prepare marinades
2 people
Marinate meat and fish
2 people
Prepare salads
3 people
Set out bread and side dishes
2 people
Chill drinks
2 people
Bring materials to the venue
3 people
Build party tents
4 people
Set up tables and chairs
3 people
Set up clinic workstations
3 people
Place barbecues safely
3 people
Set out fire extinguishers
Check charcoal and gas
2 people
Lay out crockery and cutlery
2 people
Distribute ingredients per workstation
3 people
Place name cards and program

Event

Light the barbecues
3 people
Receive participants
2 people
Serve welcome drinks
2 people
Give safety instructions
2 people
Give barbecue use instructions
2 people
Demonstrate herbs and marinades
2 people
Assist participants with grilling
4 people
Serve snacks and side dishes
3 people
Refill drinks
2 people
Keep cooked food warm
2 people
Serve the main course
4 people
Serve dessert and coffee
3 people
Guide the final grill round
3 people
See participants off
2 people

Aftercare

Package food chilled
2 people
Let barbecues cool down
2 people
Collect and sort waste
3 people
Wash dishes and cutlery
3 people
Clean workstations
3 people
Clear tables and chairs
3 people
Take down party tents
4 people
Sweep and inspect the venue
2 people
Return materials
3 people
Return borrowed materials
2 people
Process leftover food
2 people

What to bring

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

Furniture

Party tentqty 2
Tablesqty 6
Chairsqty 36
Buffet tablesqty 2

Tableware

Platesqty 40
Bowlsqty 40
Cutlery setsqty 40
Drinking glassesqty 50
Coffee cupsqty 40

Kitchen

Cutting boardsqty 8
Chef's knivesqty 8
Mixing bowlsqty 8
Serving plattersqty 10
Serving tongsqty 8
Aluminum traysqty 30
Kitchen scaleqty 2
Meat thermometersqty 4
Barbecue tongsqty 8
Barbecue brushesqty 4
Spatulasqty 6
Grill basketsqty 4
Potholdersqty 8

Equipment

Gas barbecuesqty 3
Charcoal barbecue
Gas cylindersqty 4
Coolersqty 4
Food warmersqty 4
Thermos flasksqty 4
Extension cordsqty 4
Power stripsqty 3
Bluetooth speaker

Safety

Fire extinguishersqty 2
Heat-resistant glovesqty 4
First aid kit

Lighting

String lightsqty 4
Battery lanternsqty 4

Decorations

Name badgesqty 40
Program formsqty 40

Cleaning

Waste binsqty 4
Washing-up tubsqty 3
Spongesqty 8
Cleaning clothsqty 12

Catering

Groceries

Tips

Collect registrations and dietary requirements before you finalise the shopping list. This prevents a vegetarian, allergy-friendly or other special portion from being discovered after the food has been bought.
Check the venue, power supply and weather forecast several days ahead. Gas barbecues, extension cords, party tents and lighting all depend on what the site can safely support.
Prepare marinades, salads and cut vegetables before setup day where possible, then keep meat and fish chilled until they are needed. Do not leave perishable food at room temperature while building the workstations.
Set up the barbecue area before laying out the buffet. Place each barbecue securely, keep gas cylinders and charcoal away from walkways, and put fire extinguishers where staff can reach them immediately.
Allow a separate setup block for tables, chairs, clinic workstations, crockery and serving tools. Guests should not be waiting while you assemble tents, connect equipment or search for tongs and thermometers.

Frequently asked questions

How far in advance should I send invitations for a Barbecue Clinic?: Send invitations at least 3 to 4 weeks before the clinic. Close registrations several days before shopping so you can check the final participant list and dietary requirements.
What should I prepare the day before a Barbecue Clinic?: Prepare marinades, wash and cut vegetables, make salads where suitable, and chill drinks. Keep meat and fish refrigerated and confirm that the shopping list, equipment and venue arrangements are complete by the end of the day.
How much setup time does a Barbecue Clinic need?: Allow at least 2 to 3 hours before guests arrive for tents, tables, chairs, workstations, barbecues, safety equipment and food service. Add extra time if power connections or several barbecue stations need testing.
When should I check the weather for a Barbecue Clinic?: Check the forecast about 5 to 7 days ahead, then check it again on the morning of the clinic. This gives you time to confirm party tents, adjust the layout and inform participants about any practical changes.

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