Barbecue Course Checklist

A barbecue course needs more preparation than a regular cookout: participants must have clear workstations, ingredients must be portioned, and every grill needs a safe setup. Confirm the date, venue and equipment first, then manage registrations and dietary requirements before buying food. In the final 24 hours, chill drinks, prepare sauces and salads, label meat and vegetables, and check deliveries. Use the checklist below to keep setup calm and leave enough time for a safety briefing before cooking starts.

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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

Confirm date and location
Reserve BBQs and supplies
Send invitations
Process registrations
Collect dietary requirements
Finalize the participant list
Create lesson plan and recipes
2 people
Set up workstations
2 people
Check deliveries
Do the shopping
2 people
Cool Meat and Vegetables
2 people
Prepare sauces and marinades
2 people
Wash and cut vegetables
3 people
Prepare salads
2 people
Portion and label meat
2 people
Set up tables and chairs
3 people
Set up workstations
3 people
Set up BBQs safely
2 people
Connect charcoal and gas
2 people
Set out tableware and cutlery
2 people
Chill drinks
2 people
Conduct a safety check
2 people

Event

Receive participants
2 people
Serve coffee and the welcome drink
2 people
Give safety instructions
2 people
Demonstrate BBQ techniques
2 people
Guide participants during preparation
4 people
Light the BBQs
2 people
Guide grilling results
4 people
Serve dishes
3 people
Refill drinks
2 people
Serve dessert and coffee
2 people
See participants off
2 people

Aftercare

Safely chill food leftovers
2 people
Let the BBQs cool down
2 people
Sort and dispose of waste
3 people
Wash dishes and cutlery
3 people
Clean the venue
3 people
Store materials dry and complete
2 people
Return borrowed materials
2 people

What to bring

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

Furniture

Party tentqty 2
Tablesqty 6
Chairsqty 30
High tablesqty 3

Tableware

Reusable platesqty 35
Reusable bowlsqty 35
Reusable cupsqty 45
Cutlery setsqty 35
Serving plattersqty 12
Pouring jugsqty 6

Equipment

Gas barbecueqty 2
Charcoal barbecueqty 2
Gas cylindersqty 2
Coolersqty 4
Coffee maker
Kettleqty 2
Extension cordsqty 3
Batteriesqty 12

Kitchen

Barbecue tongsqty 8
Spatulasqty 6
Meat thermometersqty 6
Chef's and carving knivesqty 8
Cutting boardsqty 8
Mixing bowlsqty 8
Aluminum grill traysqty 12
Kitchen apronsqty 12
Heat-resistant glovesqty 6
Measuring cupsqty 4
Serving tongsqty 6

Lighting

LED lampsqty 6

Cleaning

Waste binsqty 4
Handwashing station
Bucketsqty 3
Broomsqty 2
Floor squeegeesqty 2
Spongesqty 6
Tea towelsqty 12
Fire extinguisherqty 2
Fire blanketqty 2

Catering

Groceries

Tips

Confirm the venue and barbecue equipment at least 2–3 weeks before the course. Check that you have enough grills, gas cylinders or charcoal, tables, chairs and covered workspace for every workstation.
Close registrations 5–7 days before the course and use the final participant list to calculate ingredients, tableware and workstation capacity. Ask for dietary requirements before you finalize the recipes.
Do the main shopping 1–2 days ahead, then cool meat and vegetables promptly. Prepare sauces, marinades and salads in advance, but keep raw meat portioned, labelled and refrigerated until needed.
Set up each workstation at least 60 minutes before participants arrive. Place cutting boards, knives, mixing bowls, tongs, spatulas, gloves and thermometers where they will be used, rather than making one shared pile.
Complete the grill safety check before the welcome drink is served. Keep gas and charcoal equipment stable, route extension cords away from walkways, and give safety instructions before anyone starts cooking.

Frequently asked questions

How far in advance should I plan a barbecue course?: Confirm the date, location and barbecue equipment 2–3 weeks ahead. Send invitations early enough to close registrations 5–7 days before the course, giving you time to finalize food quantities and dietary requirements.
What should I prepare the day before a barbecue course?: Prepare sauces, marinades, salads and washed or cut vegetables the day before. Portion and label meat, check deliveries, chill drinks and make sure all equipment and tableware are ready.
How long before the start should I set up the barbecue course?: Allow at least 60 minutes for tables, workstations, grills, tableware and drinks. Complete the safety check before participants arrive so the welcome drink and instructions are not delayed.
How much food and equipment do I need per participant?: Plan one clearly assigned workstation for each small cooking group, with access to cutting boards, knives, bowls, tongs and a meat thermometer. Calculate food from the confirmed participant list and add about 10% extra for tasting, spills and uneven portions.

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