Barbecue drinks reception checklist

A barbecue drinks reception needs more than meat and cold drinks. You need a clear guest list, dietary information, shelter, chilled storage and a layout that keeps food, drinks and guests moving smoothly. Start with bookings and invitations, then confirm quantities and weather plans before shopping. On the day, keep meat refrigerated, prepare marinades and desserts ahead of time, and leave enough time to set up the barbecue, buffet, tables and drinks station.

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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
Create final guest list
Reserve barbecue
Reserve a party tent
Check the weather forecast
Determine the site layout
Check the shopping list
Do the shopping
2 people
Chill drinks
2 people
Store meat refrigerated
Wash vegetables
2 people
Make marinades
2 people
Marinate the meat
2 people
Prepare desserts
2 people
Set out tableware
2 people
Set up tables
3 people
Set up chairs
3 people
Set up party tent
4 people
Set up the barbecue
2 people
Hang lighting
2 people
Hang decorations
2 people
Set up the buffet
3 people
Set up the drinks station
2 people
Prepare salads and side dishes
2 people
Light the barbecue
2 people

Event

Set out the welcome drink
2 people
Welcome guests
2 people
Serve snacks
2 people
Refill drinks
2 people
Grill meat and vegetables
3 people
Serve barbecue dishes
2 people
Restock the buffet
2 people
Collect waste
Serve coffee and tea
2 people

Aftercare

Store leftovers refrigerated
2 people
Safely extinguish barbecue
2 people
Collect tableware
3 people
Clear tables and chairs
3 people
Take down the party tent
4 people
Wash dishes
2 people
Clean the venue
3 people
Take out the trash
2 people
Return borrowed items
2 people

What to bring

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

Furniture

Party tentqty 2
Tablesqty 6
Chairsqty 40
High tablesqty 4
Tableclothsqty 6

Tableware

Dinner platesqty 50
Dessert platesqty 50
Glassesqty 60
Coffee cupsqty 40
Knivesqty 50
Forksqty 50
Spoonsqty 50
Serving spoonsqty 10
Serving bowlsqty 10
Serving plattersqty 8
Soup ladlesqty 3

Equipment

Barbecueqty 2
Coolersqty 4
Food warmersqty 4
Coffee maker
Kettle
Extension cordsqty 3
Power stripsqty 3

Kitchen

Cutting boardsqty 4
Chef's knivesqty 4
Mixing bowlsqty 6
Measuring cupsqty 2
Grill tongsqty 4
Aluminum traysqty 20
Kitchen cratesqty 6

Decorations

Buntingqty 4
Table décorqty 8

Lighting

String lightsqty 4
Battery lanternsqty 6

Cleaning

Dishpanqty 2
Spongesqty 6
Cleaning clothsqty 10
Broom
Dustpan and brush
Bucketsqty 2

Catering

Groceries

Tips

Send invitations early enough to process registrations and collect dietary requirements before you create the final guest list. Use that confirmed number to check food, seating, tableware and drink quantities.
Reserve the barbecue and party tent before you commit to the date. Check the weather forecast again during the final week and decide where the tent, barbecue, buffet and drinks station will go.
Do the shopping only after checking the final guest count and shopping list. Chill drinks in coolers before guests arrive, while keeping meat refrigerated until it is ready to cook.
Prepare marinades, washed vegetables and desserts in advance, but keep raw meat separate from ready-to-eat food. Use separate cutting boards and knives, and place cooked food in food warmers or trays.
Allow time on the day for tables, chairs, tablecloths, lighting, decorations and the tent before setting up the buffet and drinks station. Check extension cords and power strips before connecting the coffee maker or kettle.

Frequently asked questions

How far in advance should I organise a barbecue drinks reception?: Start planning at least 2 to 3 weeks ahead. Send invitations, reserve the barbecue and party tent, and collect dietary requirements before finalising quantities.
How many drinks should I buy for a barbecue drinks reception?: Allow 2 to 3 drinks per person for the first hour, then about 1 drink per person per hour. Add water and non-alcoholic options, and chill them before guests arrive.
When should I marinate the meat for a barbecue reception?: Prepare the marinade and marinate the meat several hours before cooking, or overnight when suitable for the recipe. Keep the meat refrigerated throughout and do not leave it at room temperature.
When should I set up the barbecue and buffet?: Set up the tent, tables, chairs and barbecue before guests arrive, then place the buffet and drinks station shortly before serving. Allow at least 60 to 90 minutes for the complete setup.

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