What to buy for a barbecue drinks reception

This shopping list covers the practical setup for a barbecue drinks reception, from chilled drinks and refrigerated meat to plates, glasses and serving equipment. Buy or borrow the barbecue, coolers, tables and seating early, especially if the reception is outdoors. Check dietary requirements before finalising food quantities, then keep meat cold until it goes on the grill. Leave time on the day to chill drinks, prepare marinades and set up the drinks station before guests arrive.

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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
- Beef burgers - 40 pieces
- Beef sausages - 40 pieces
- Chicken skewers - 40 pieces
- Marinated chicken breast - 3 kilogram
- Vegetarian burgers - 10 pieces
- Vegetarian skewers - 10 pieces
- Hamburger buns - 50 pieces
- Hot dog buns - 40 pieces
- Garlic baguettes - 8 pieces
- Herb butter - 6 tubs
- Iceberg lettuce - 4 heads
- Cucumbers - 6 pieces
- Tomatoes - 3 kilograms
- Bell peppers - 12 pieces
- Red onions - 8 pieces
- Mushrooms - 2 kilogram
- Corn cobs - 20 pieces
- Potatoes - 5 kilograms
- Potato salad - 3 kilogram
- Pasta salad - 3 kilograms
- Coleslaw - 2 kilogram
- Feta cheese - 1 kilogram
- Olives - 3 jars
- Pickles - 3 jars
- Hamburger sauce - 3 bottles
- Ketchup - 3 bottles
- Mayonnaise - 3 bottles
- Mustard - 2 bottles
- Garlic sauce - 3 bottles
- Barbecue sauce - 3 bottles
- Sambal - 2 jars
- Olive oil - 2 bottles
- Salt - 1 pack
- Black pepper - 1 jar
- Paprika powder - 1 jar
- Barbecue seasoning - 2 jars
- Garlic powder - 1 jar
- Water - 48 bottles
- Sparkling water - 24 bottles
- Cola - 12 bottles
- Cola Zero - 8 bottles
- Orange soda - 8 bottles
- Iced tea - 8 bottles
- Beer - 4 crates
- Alcohol-free beer - 2 crates
- Rosé - 8 bottles
- White wine - 6 bottles
- Red wine - 4 bottles
- Coffee - 2 packs
- Tea - 2 boxes
- Milk - 4 liters
- Sugar - 1 kilogram
- Lemons - 8 pieces
- Ice cubes - 12 kilograms
- Ice lollies - 40 pieces
- Brownies - 40 pieces
- Strawberries - 3 kilograms
- Grapes - 2 kilogram
- Paprika chips - 4 bags
- Plain chips - 4 bags
- Tortilla chips - 4 bags
- Salsa - 4 jars
- Peanuts - 2 bags
- Napkins - 200 pieces
- Paper towels - 6 rolls
- Trash bags - 2 rolls
- Dishwasher tablets - 20 pieces
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Toilet paper - 24 rolls
- Charcoal - 3 bags
- Firelighters - 2 boxes
- Aluminum foil - 3 rolls
- Cling film - 2 rolls
- Cocktail sticks - 2 boxes
- Bread bags - 2 packs

Tips

Plan drinks by serving window: allow two to three drinks per person for the first hour, then about one drink per person per hour after that. Add extra water for hot weather and keep a separate cooler for non-alcoholic drinks.
Buy or reserve the barbecue, party tent, tables, chairs and high tables several days ahead. Check that the barbecue is large enough for the number of guests and that the tent fits the planned table layout.
Keep raw meat refrigerated until cooking and use separate cutting boards, knives and serving platters for raw and cooked food. Prepare marinades and wash vegetables before guests arrive so the grill area does not become crowded.
Count tableware against the guest list rather than buying one of everything per person. For a reception lasting several hours, allow at least two glasses and two plates per guest, plus serving spoons, tongs and spare cutlery.
Chill drinks at least four hours before serving if possible, using coolers with enough ice to keep them cold throughout the reception. Test the coffee maker, kettle, extension cords and power strips before setting up the drinks station.

Frequently asked questions

How many drinks do I need for a barbecue drinks reception?: Plan for two to three drinks per person during the first hour, followed by roughly one drink per person per hour. Add water and non-alcoholic drinks separately, and increase the total in hot weather.
How much tableware do I need for a barbecue reception?: Allow at least two glasses and two plates per guest for a reception lasting several hours. Add serving platters, bowls, spoons and spare cutlery so used items do not stop the buffet from working.
When should I buy food for a barbecue drinks reception?: Buy meat and other chilled food no more than one day before the reception, then store the meat refrigerated until cooking. Buy drinks and non-perishables earlier, and chill the drinks at least four hours before guests arrive.
How much ice do I need for drinks at an outdoor barbecue?: Start with about 1 kilogram of ice per 10 guests for serving and cooling, then add more for warm weather or a long reception. Keep drinks in coolers rather than relying on a small ice bucket at the drinks station.

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