Barbecue contest checklist: plan the day without last-minute gaps

A barbecue contest needs more than grills and meat. You have to lock down the rules, teams, judging process and timetable before you buy food or assign equipment. This checklist takes you from location and permissions to chilled drinks, prepared ingredients and safe grill placement. Use it to keep the competition fair, give judges what they need and make setup manageable on the day.

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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

Draw up the competition rules
2 people
Reserve competition venue
Send invitations
2 people
Invite the judges
Process registrations
Collect dietary requirements
Assign competition teams
2 people
Confirm jury participation
Create the match schedule
2 people
Check permits
Check material stock
2 people
Finalize shopping list
2 people
Make race numbers
2 people
Print score sheets
Do the shopping
3 people
Chill drinks
2 people
Wash and cut vegetables
3 people
Set out sauces and seasonings
2 people
Store meat refrigerated
2 people
Collect tableware and cutlery
2 people
Check the venue and surface
2 people
Build party tents
4 people
Set up tables and chairs
4 people
Mark off competition areas
2 people
Place barbecues safely
3 people
Set up the cooking and serving area
3 people
Set up judges' table
2 people
Hang decorations and signage
2 people
Install handwashing station
2 people
Prepare safety equipment
2 people
Prepare coffee and tea
2 people

Event

Receive and register teams
3 people
Give the competition briefing
2 people
Guide teams to competition lanes
2 people
Light the barbecues
4 people
Welcome the audience
2 people
Serve side dishes and sauces
3 people
Refill drinks
2 people
Serve jury portions
3 people
Collect waste and empty packaging
2 people
Collect and total scores
2 people
Announce the winners
2 people
See off guests
2 people

Aftercare

Let barbecues cool down
3 people
Store food safely
2 people
Wash dishes and cutlery
3 people
Clear tables and chairs
4 people
Take down party tents
4 people
Sweep the venue
3 people
Take waste to the collection point
2 people
Clean and dry materials
3 people
Inventory materials
2 people
Return borrowed materials
2 people

What to bring

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

Furniture

Party tentsqty 3
Tablesqty 10
Chairsqty 50
Beer benchesqty 8
Tablecloth clipsqty 24

Equipment

Barbecuesqty 6
Meat thermometersqty 8
Coolersqty 8
Extension cordsqty 3
Coffee machinesqty 2
Kettlesqty 2
Speakersqty 2

Kitchen

Cutting boardsqty 8
Chef's knivesqty 6
Barbecue tongsqty 12
Serving spoonsqty 10
Mixing bowlsqty 8
Serving plattersqty 12
Aluminum traysqty 30
Measuring cupsqty 4

Tableware

Reusable platesqty 60
Reusable bowlsqty 60
Reusable cupsqty 100
Cutlery setsqty 70
Coffee cupsqty 50
Judging cupsqty 80

Decorations

Party flagsqty 6
Race numbersqty 12
Direction signsqty 8
Chalkboardsqty 4
Waterproof markersqty 12

Lighting

String lightsqty 6
LED lampsqty 8

Safety

Fire extinguishersqty 3
Buckets of fire waterqty 4
Heat-resistant glovesqty 8
First aid kitsqty 2

Cleaning

Waste binsqty 8
Cleaning bucketsqty 3
Mopsqty 3
Broom setsqty 3
Dustpan and brushqty 3

Catering

Drink dispensersqty 3
Thermos flasksqty 4
Ice packsqty 24
Competition cupsqty 3
Prize tablesqty 2
Kitchen timersqty 6
Cash register case
Groceries

Tips

Write the rules before sending invitations, including categories, turn-in times, scoring criteria and tie-breaks. Give teams the final version at least 7 days before the contest so nobody arrives with different assumptions.
Confirm every team, judge and dietary requirement no later than 3 days beforehand. Use the final headcount to finish the shopping list, divide teams and calculate seating, serving ware and drinks.
Create a timed schedule with separate deadlines for setup, team check-in, cooking, judging and awards. Print one copy for the coordinator, place another at the information point and mark teams with competition numbers.
Check the site and equipment 1 day before setup. Test power access and extension reels, inspect the ground beneath the barbecues, and make sure tents, tables, coolers and thermometers are available before food arrives.
Keep raw meat refrigerated until teams need it and separate it from prepared vegetables, sauces and serving platters. Put chilled drinks out before guests arrive, but keep enough cooler space for food throughout the contest.

Frequently asked questions

How far in advance should I plan a barbecue contest?: Start at least 4 weeks ahead if you need to reserve a location, invite judges and recruit teams. Finalise the schedule, rules and shopping list during the last 7 days.
When should barbecue contest rules be sent to teams?: Send the complete rules at least 7 days before the event. Confirm any changes in writing no later than 3 days before cooking starts.
How many drinks should I plan per person at a barbecue contest?: Allow 2 to 3 drinks per person for the first hour, then about 1 drink per person per hour. Add water and keep a separate reserve for judges, teams and helpers.
When should I prepare the food for a barbecue contest?: Wash and cut vegetables, portion sauces and organise serving supplies on the day of the contest, ideally 2 to 4 hours before guests arrive. Keep meat refrigerated until it is needed.

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.