Barbecue Contest Checklist

A barbecue contest needs more than grills and meat. You need a confirmed venue, registered participants, clear rules, judges, a schedule and enough cold storage before the first team arrives. This checklist puts the work in order, from booking the competition site to setting up safe workstations and serving drinks. It also covers details that are easy to leave too late, such as dietary information, jury forms, power checks and refrigerated meat storage.

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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

Reserve competition venue
Invite participants
2 people
Process registrations
Collect dietary requirements
Send competition rules
Confirm judges
Order prizes
Check power supply
2 people
Reserve barbecues
Check cooling capacity
2 people
Create the match schedule
Print Jury Forms
Print participant list
Do the shopping
3 people
Store meat refrigerated
2 people
Prepare vegetables
3 people
Set out sauces
2 people
Collect materials
3 people
Clean the venue
2 people
Set up tables and chairs
4 people
Set up party tents
4 people
Set up barbecues safely
3 people
Set up workstations
3 people
Fill coolers
2 people
Chill drinks
2 people
Set up buffet
3 people
Set up the jury table
2 people

Event

Receive participants
3 people
Brief participants
2 people
Start the match round
2 people
Check fuel and safety
2 people
Restock the buffet
3 people
Refill drinks
2 people
Serve the judges' tastings
3 people
Collect audience votes
2 people
Check scores
2 people
Announce the winners
2 people
Store leftovers refrigerated
2 people

Aftercare

Let barbecues cool down
2 people
Collect waste
4 people
Wash dishes
3 people
Clear tables and chairs
4 people
Clean the venue
3 people
Check materials
2 people
Return borrowed items
2 people

What to bring

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

Furniture

Party tentsqty 2
Beer tablesqty 6
Folding chairsqty 50
Buffet tablesqty 3
Judges' table
Work tablesqty 8

Equipment

Barbecuesqty 8
Gas cylindersqty 4
Extension cordsqty 3
Power stripsqty 4
Coolersqty 6
Core thermometersqty 6
Kitchen scalesqty 4

Kitchen

Cutting boardsqty 12
Chef's knives and meat knivesqty 12
Mixing bowlsqty 10
Pliersqty 12
Spatulasqty 10
Brushesqty 8
Aluminum traysqty 30
Heat-resistant glovesqty 8
Measuring cupsqty 6

Tableware

Platesqty 80
Cutlery setsqty 80
Drinking glassesqty 100
Coffee cupsqty 40
Serving plattersqty 20
Pouring jugsqty 8

Decorations

Competition bannersqty 3
Tableclothsqty 12
Participant signsqty 12
Trophiesqty 3
Name badgesqty 80

Lighting

String lightsqty 6
Outdoor lightsqty 4

Cleaning

Waste binsqty 6
Waste sorting binsqty 4
Cleaning spongesqty 12
Dish brushesqty 6
Bucketsqty 6
Broom setsqty 3
Asbestos-resistant binsqty 3

Catering

Groceries

Tips

Confirm the venue, power supply and barbecue setup at least 2–3 weeks before the contest. Check where gas cylinders, extension cords and power strips can be used safely, rather than solving connections during setup.
Close registrations before you create the match schedule. Collect dietary requirements at the same time, then send the competition rules early enough for participants to prepare and ask questions.
Plan refrigeration before buying the meat. Check the cooling capacity, prepare enough coolers and keep the meat refrigerated until it is issued to teams; do not rely on a last-minute delivery or a few household refrigerators.
Print the participant list and jury forms before event day, and prepare one judges’ table with the required writing space. Printing these documents on the morning itself leaves no margin for changes or missing names.
Set up in a fixed order on the day: tables and chairs first, then tents, workstations, safely positioned barbecues, coolers and drinks. Allow at least 60–90 minutes for setup so teams are not waiting while equipment is still being moved.

Frequently asked questions

How far in advance should I organize a barbecue contest?: Start venue and equipment arrangements at least 3–4 weeks before the contest. Confirm participants, judges, rules and prizes no later than 2 weeks ahead, then finalize the schedule after registrations close.
How much refrigerated storage do I need for a barbecue contest?: Measure the meat and other perishable food before shopping, then provide enough cooler or refrigerator space to keep everything cold throughout preparation. Check the cooling capacity at least 3 days before the event, not when the food arrives.
When should barbecue contest rules be sent to participants?: Send the rules at least 7 days before the contest. Include the schedule once registrations are closed, and keep a printed participant list and spare copies of the rules at the venue.
How long does it take to set up a barbecue contest?: Allow 60–90 minutes for a basic setup, and more time if several barbecues or competition workstations are involved. Set up tents, tables and chairs first, then equipment, coolers, drinks and judging materials.

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.