Barbecue dinner checklist: what to arrange and when

A barbecue dinner runs smoothly when the guest count, food and outdoor setup are settled before cooking starts. Use this checklist to work backwards from serving time: confirm dietary requirements, reserve the barbecue and tents, then shop and prep the food. On the day, allow time to build the tents, arrange tables, fill the coolers and light the barbecue before guests arrive. The plan also leaves room for refilling salads, bread and drinks during dinner.

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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

Send invitations
Process registrations
Collect dietary requirements
Confirm number of guests
Reserve barbecue
Reserve party tents
Check the weather forecast
Do the shopping
2 people
Check meat and vegetarian options
2 people
Wash and cut vegetables
2 people
Prepare salads
2 people
Marinate the meat
Fill coolers
2 people
Set out tableware and cutlery
2 people
Set up tables and chairs
3 people
Build party tents
3 people
Set up the barbecue
2 people
Hang lighting
2 people
Set up the buffet and drinks table
2 people
Set out plates and cutlery
2 people

Event

Welcome guests
2 people
Serve aperitifs and snacks
2 people
Light the barbecue
2 people
Grill meat and vegetables
3 people
Refill salads and bread
2 people
Serve dishes
2 people
Refill drinks
2 people
Serve coffee and tea
Serve dessert
2 people
Cool leftover food
2 people

Aftercare

Collect waste
3 people
Wash dishes and cutlery
3 people
Safely extinguish barbecue
2 people
Clear tables and chairs
3 people
Take down party tents
3 people
Clean the venue
3 people
Check materials
2 people
Return borrowed items
2 people
Distribute leftover food

What to bring

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

Furniture

Party tentsqty 2
Foldable tablesqty 6
Folding chairsqty 36
Buffet tablesqty 2
Drinks table

Tableware

Dinner platesqty 40
Dessert platesqty 40
Cutlery setsqty 40
Water glassesqty 40
Wine glassesqty 30
Coffee cupsqty 30
Serving spoonsqty 8
Serving plattersqty 8

Equipment

Gas barbecuesqty 2
Gas cylindersqty 2
Coolersqty 4
Extension cordsqty 3
Power stripsqty 3

Kitchen

Cutting boardsqty 4
Chef’s knives and bread knivesqty 4
Mixing bowlsqty 5
Barbecue tongsqty 4
Barbecue spatulasqty 2
Meat thermometersqty 2
Aluminum traysqty 8
Ice packsqty 12

Decorations

Tableclothsqty 8
Napkin holdersqty 6

Lighting

String lightsqty 4
Battery lanternsqty 4

Cleaning

Waste binsqty 4
Bucketsqty 2
Spongesqty 6
Dish brushesqty 2
Floor squeegeesqty 2
Hand broomsqty 2
Dustpan and brushqty 2

Catering

Groceries

Tips

Confirm the final guest count and dietary requirements at least 3–5 days before shopping. This gives you time to adjust meat, vegetarian options and salad quantities rather than discovering missing portions on the day.
Check the weather forecast 48 hours before the dinner and again on the morning itself. If rain is possible, build the party tents early and make sure tables, seating and the buffet fit underneath.
Finish chopping vegetables, preparing salads and marinating the meat several hours before guests arrive. Keep prepared food chilled in coolers with ice packs until it is ready to serve.
Set up the barbecue, gas cylinder and cooking tools before the welcome drinks begin. Allow at least 30 minutes for the barbecue to be ready and for the first coals or burners to reach cooking temperature.
Plan drinks and ice for the whole evening, not just the arrival period. Fill the coolers before guests arrive, keep water visible on the drinks table and place serving platters, tongs and meat thermometers beside the barbecue.

Frequently asked questions

How much food do I need for a barbecue dinner?: For a main meal, plan roughly 250–350 g of meat or vegetarian alternatives per adult, plus salads, bread and vegetables. Add about 10% extra if guests are likely to stay for several hours or if children and adults are sharing the same food.
How many drinks should I buy for a barbecue dinner?: Allow two to three drinks per person for the first hour, then about one drink per person per hour. Provide water throughout and add extra ice so chilled drinks do not run out before dinner is served.
When should I start preparing a barbecue dinner?: Begin guest and dietary-requirement checks 3–5 days ahead, then shop and reserve equipment once the final number is known. On the day, start food preparation at least 4 hours before serving and set up the outdoor area 2 hours before guests arrive.
How long before dinner should I light the barbecue?: Light a gas barbecue about 20–30 minutes before grilling so it can preheat properly. Start earlier if you need to cook several batches or if the barbecue must be set up, connected to a gas cylinder or tested first.

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