Barbecue Contest Checklist

A barbecue contest needs more than grills and meat. You need a clear format, confirmed competitors, written rules and judges who know how scoring works. Food preparation, cold storage and station setup also have to happen in the right order, especially when several teams cook at once. Use this checklist to organise entries, equipment, serving areas and safety checks without leaving key jobs until the last hour.

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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

Set competition format
2 people
Invite participants
Open registration
Send competition rules
Process registrations
Collect dietary requirements
Finalize the participant list
Confirm judges
Print the jury forms
Arrange prizes and medals
Check the shopping list
2 people
Do the shopping
2 people
Store meat refrigerated
2 people
Wash and cut vegetables
2 people
Prepare Sauces and Marinades
2 people
Prepare desserts and salads
2 people
Chill drinks
2 people
Fill coolers
2 people
Check the venue
2 people
Build party tents
4 people
Set up tables and chairs
3 people
Set up competition stations
3 people
Place barbecues safely
3 people
Set out fire extinguishers
Set up the buffet and drinks station
3 people
Set out tableware and cutlery
2 people
Set up judges' table
2 people
Place name tags
2 people

Event

Receive participants
3 people
Explain the competition rules
Distribute ingredients
3 people
Light the barbecues
4 people
Stock the competition stations
2 people
Supervise the competition
3 people
Refill drinks
2 people
Serve salads and side dishes
3 people
Serve jury snacks
2 people
Collect judging forms
Add up the scores
2 people
Announce the winners
Present prizes
2 people
Serve the last drinks round
2 people
Let barbecues cool down
2 people

Aftercare

Collect waste
3 people
Collect tableware and materials
3 people
Take down tables and chairs
4 people
Take down party tents
4 people
Wash dishes
3 people
Clean the barbecues
2 people
Clean the venue
3 people
Sort materials
2 people
Chill leftover food
2 people
Take waste to the collection point
2 people
Return borrowed items
2 people

What to bring

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

Furniture

Party tentsqty 2
Tablesqty 8
Chairsqty 60
Buffet tablesqty 3
Judges' table
Waste binsqty 4

Tableware

Dinner platesqty 70
Dessert platesqty 60
Cutlery setsqty 70
Drinking glassesqty 70
Coffee cupsqty 30
Serving plattersqty 12
Serving tongsqty 8
Serving spoonsqty 6

Equipment

Barbecuesqty 6
Coolersqty 4
Cooking thermometersqty 6
Kitchen timersqty 6
Extension cordsqty 2
Coffee maker
Kettlesqty 2

Kitchen

Cutting boardsqty 8
Chef's knifeqty 6
Mixing bowlsqty 6
Measuring cupsqty 3
Aluminum traysqty 20
Oven mittsqty 6
Grill tongsqty 8
Grill brushesqty 4
Ice packsqty 20

Competition equipment

Jury formsqty 20
Name badgesqty 60
Markersqty 12
Prizesqty 3
Medalsqty 12
Bib numbersqty 12

Safety

Fire extinguishersqty 2
Bucketsqty 4
Heat-resistant glovesqty 6

Decorations

Buntingqty 6
Tableclothsqty 8
Competition postersqty 4

Lighting

String lightsqty 6

Cleaning

Washing-up bowlsqty 3
Dish brushesqty 4
Microfiber clothsqty 12
Trash binsqty 4

Catering

Groceries

Tips

Close entries before you finalise the participant list. Collect dietary requirements at registration, then send the rules to every competitor before the contest day so questions do not delay the start.
Prepare sauces, marinades, salads and desserts ahead of time, but keep meat chilled until it is needed. Put drinks in coolers with ice or frozen packs early enough for them to become properly cold.
Set out one clearly marked station for each competing team and leave room around every barbecue. Check extension cables, gloves, thermometers and timers before cooking begins rather than discovering missing equipment during judging.
Give judges printed forms and confirm the judging table before the first turn-in. Keep serving platters, tongs and serving spoons separate from preparation equipment to reduce confusion at the buffet.
Treat fire safety as part of the site setup: place fire extinguishers before lighting any barbecue, keep fuel and cables away from heat, and make sure tents and tables do not block access routes.

Frequently asked questions

How far in advance should I organise a barbecue contest?: Open registrations at least 3 to 4 weeks before the event. Finalise competitors, judges, dietary requirements and the shopping list no later than 7 days beforehand.
How much food and drink do I need for a barbecue contest?: For the first hour, plan on 2 to 3 drinks per person, then about 1 drink per person per hour. Buy food according to the confirmed participant and guest count, adding roughly 10% for unexpected portions.
When should I set up the barbecue contest site?: Begin tables, chairs, tents and cooking stations at least 3 hours before cooking starts. Put chilled food and drinks in coolers 1 to 2 hours before service, depending on their starting temperature.
What safety equipment is needed for a barbecue contest?: Place at least one suitable fire extinguisher where it is visible and reachable from the cooking area, and check every barbecue before use. Keep a clear access route of about 1 metre around hot equipment and separate cables from heat and walkways.

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.