Barbecue Contest Checklist

A barbecue contest needs more than grills and good meat. You have to lock in the format, rules, teams and judging process before invitations go out, then coordinate food safety, equipment and the site on the day. This checklist puts those jobs in a workable order, from confirming the venue and suppliers to setting up cooking stations, judging tables, drinks and waste points. It also highlights details that are easy to leave until the last minute, such as printed jury forms, chilled ingredients and weather cover.

Organize this event for free with Lizzt

The plan, step by step

Every task with its own sub-checklist, in the order you'll actually need them.

Preparations

Set competition format
Confirm location and date
Draw up competition rules
2 people
Assign judges
Reserve suppliers
Send invitations
2 people
Process registrations
Collect dietary requirements
Confirm team assignments
Order trophy cups
Test cook and decide on the menu
3 people
Prepare race cards
2 people
Print the jury forms
Check the weather forecast
Do the shopping
3 people
Chill meat and dairy
2 people
Chill drinks
2 people
Check materials
2 people
Inspect venue
2 people
Set up tables and chairs
4 people
Set up party tents
4 people
Set up competition stations
4 people
Set up barbecue equipment
3 people
Check fire safety
2 people
Set up the buffet and drinks station
3 people
Set up the jury table
2 people
Set up registration desk
2 people
Divide ingredients among teams
4 people
Hang up decorations
2 people
Test sound and lighting
2 people

Event

Welcome teams and jury
3 people
Register participants
2 people
Explain the competition rules
Give the start signal
Stock the cooking stations
3 people
Refill drinks
2 people
Serve snacks
3 people
Check temperatures
2 people
Serve jury portions
3 people
Restock the buffet
2 people
Collect jury forms
Add up the scores
2 people
Announce the winners
Handle the final round of drinks
2 people
Collect waste along the way
2 people

Aftercare

Let barbecues cool down safely
3 people
Collect tableware and materials
4 people
Store leftovers refrigerated
2 people
Clear tables and chairs
4 people
Clean the venue
4 people
Wash dishes
3 people
Take out the trash
2 people
Clean equipment
3 people
Return materials
2 people
Distribute leftover food
2 people

What to bring

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

Furniture

Party tentsqty 2
Foldable tablesqty 10
Beer tablesqty 6
Chairsqty 50
High tablesqty 4
Waste binsqty 6

Tableware

Reusable platesqty 60
Reusable bowlsqty 50
Reusable glassesqty 80
Cutlery setsqty 60
Serving plattersqty 12

Equipment

Barbecuesqty 8
Gas barbecue
Cooking thermometersqty 8
Coolersqty 6
Extension cordsqty 4
Power stripsqty 3
Bluetooth speaker
Fire extinguishersqty 2
Fire blanketsqty 2
Water barrelsqty 2

Kitchen

Cutting boardsqty 12
Chef's knivesqty 8
Barbecue tongsqty 8
Spatulasqty 8
Mixing bowlsqty 10
Measuring cupsqty 4
Aluminum traysqty 40
Ice cube traysqty 4

Decorations

Buntingqty 6
Contest banner
Tableclothsqty 12
Name badgesqty 60

Lighting

String lightsqty 4
LED lampsqty 6

Cleaning

Washing-up tubsqty 3
Cleaning bucketsqty 3
Cleaning brushesqty 4

Catering

Groceries

Tips

Set the contest format and rules before opening registration. Decide how teams submit entries, how judging works and what time each round starts, then use the same information on invitations and race cards.
Confirm judges and team assignments at least 7 days before the contest. Print one jury form per judging station plus a few spare copies, and keep the final team list with the registration desk.
Check refrigeration capacity before shopping. Raw meat and dairy must stay cold throughout transport and setup, so prepare enough cool boxes and ice for the full period before cooking begins.
Inspect every grill, gas connection, extension cable and power strip before guests arrive. Test thermometers as well, and keep cooking stations separated from buffet tables and public walkways.
Set up weather protection and waste points before the first team unloads. Put tents over the judging and eating areas, place bins where people naturally pass, and check the forecast again on the morning of the contest.

Frequently asked questions

How far in advance should I plan a barbecue contest?: Start at least 6 to 8 weeks ahead. Confirm the venue, date, format, suppliers and judges first; send invitations once the rules and team capacity are fixed.
How many judges do I need for a barbecue contest?: Plan for at least 2 judges per judging station, plus one coordinator if several rounds run at once. Print one form per judge for every category and keep 10% extra copies.
When should I buy the meat and dairy for a barbecue contest?: Buy perishable ingredients as close to the event as practical, usually 1 day before or on the morning itself. Keep them chilled immediately and do not leave raw meat at room temperature for more than 2 hours.
How early should the barbecue contest setup begin?: Allow 3 to 4 hours for setup before the first cooking time. Tables, tents, grills, power, safety checks, cooking stations, buffet and drinks should all be ready before teams arrive.

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.