Barbecue demonstration checklist

A barbecue demonstration needs more than meat, grills and a guest list. You need time to collect dietary requirements, confirm attendance, chill food safely and test the cooking setup before guests arrive. This checklist puts the work in a sensible order, from choosing the demo menu and reserving the venue to preparing ingredients, positioning the barbecues and setting up reception, drinks and seating. Use it to avoid last-minute fuel deliveries, missing serving equipment and unsafe grill placement.

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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

Create a demo menu
2 people
Reserve the demonstration venue
Send invitations
Process registrations
Collect dietary requirements
Arrange fuel deliveries
Confirm registrations
Check the shopping list
2 people
Do the shopping
2 people
Store meat and vegetables chilled
2 people
Prepare sauces and marinades
2 people
Wash and cut vegetables
2 people
Portion the meat
2 people
Apply marinades
2 people
Set out tableware and supplies
2 people
Set up party tent
3 people
Set up tables and chairs
3 people
Place barbecues safely
2 people
Connect gas cylinders and charcoal
2 people
Place fire extinguishers
Prepare demonstration tools
2 people
Set out ingredients
3 people
Chill drinks
2 people
Set up the coffee and tea station
2 people
Set up the reception table

Event

Welcome guests
2 people
Explain the program and safety rules
Demonstrate the barbecue
2 people
Serve snacks and dishes
3 people
Prepare diet meals separately
2 people
Refill drinks
2 people
Collect tableware and waste
2 people
Give the final demo round
2 people
See off guests
2 people

Aftercare

Switch Off Barbecues
2 people
Cool food safely
2 people
Clear tables and chairs
3 people
Clean barbecues and tools
2 people
Wash dishes
2 people
Clean the venue
3 people
Dispose of waste
2 people
Take down the party tent
3 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 45
Buffet tablesqty 3
Waste binsqty 4

Tableware

Platesqty 60
Dessert platesqty 50
Cutlery setsqty 60
Glassesqty 60
Coffee cupsqty 30

Equipment

Gas barbecueqty 2
Charcoal barbecue
Coolersqty 3
Cooking thermometersqty 3
Power stripsqty 3
Extension cordsqty 3

Kitchen

Cutting boardsqty 6
Chef's utensil setsqty 3
Serving plattersqty 8
Serving utensilsqty 8
Aluminum traysqty 12
Mixing bowlsqty 6
Measuring cupsqty 3
Kitchen scalesqty 2
Paper towel holdersqty 3

Decorations

Menusqty 6
Name badgesqty 45
Tableclothsqty 8

Safety

Fire extinguishersqty 2
Heat-resistant glovesqty 4
Barrier tapeqty 2

Cleaning

Dishpanqty 2
Dish brushesqty 3
Trash binsqty 4

Lighting

String lightsqty 4
Outdoor lightsqty 3

Catering

Groceries

Tips

Set the menu before sending invitations. Include the dishes you will demonstrate, then collect dietary requirements during registration so substitutions can be planned rather than improvised on the day.
Confirm registrations before buying food. Use the final headcount to check quantities, portion the meat and vegetables, and allow time to keep perishable ingredients chilled until preparation and service.
Arrange fuel deliveries early and check the grill setup before guests arrive. Gas cylinders and charcoal should be ready, while barbecues need clear spacing, fire extinguishers and heat-resistant gloves nearby.
Complete most food preparation in advance. Wash and cut vegetables, prepare sauces and marinades, portion the meat and apply marinades ahead of the demonstration so the live session focuses on cooking rather than basic prep.
Set up separate zones for reception, demonstration, drinks, coffee and tea, and waste. Put out menus and name badges at the reception table, then check plates, cutlery, glasses and serving utensils before opening the doors.

Frequently asked questions

How far in advance should I plan a barbecue demonstration?: Reserve the venue and send invitations at least 3 to 4 weeks before the event. Set a registration deadline about 7 days ahead so you can confirm numbers, dietary requirements, shopping quantities and fuel needs.
How much food should I buy for a barbecue demonstration?: Base the shopping list on confirmed registrations, not invitation numbers. As a starting point, allow about 250 to 350 g of raw meat per adult when vegetables, side dishes and tasting portions are also served, then adjust for the menu.
When should I prepare meat and vegetables for a barbecue demonstration?: Wash and cut vegetables, prepare sauces and marinades, and portion the meat the day before where food-safety controls allow. Keep meat and vegetables chilled, and take out only the quantities needed for each demonstration stage.
How should I set up barbecues safely for a demonstration?: Position gas and charcoal barbecues on stable, non-combustible surfaces with clear space around them and away from the party tent, tables and seating. Connect gas cylinders and charcoal before guests arrive, and place fire extinguishers and heat-resistant gloves within immediate reach.

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.