Barbecue Evening Checklist

A barbecue evening runs smoothly when you settle the guest count, menu and weather plan before buying fresh food. Confirm dietary requirements, separate meat from vegetarian ingredients, and chill drinks early enough. On the day, allow time to prepare salads, set up tables and chairs, position the barbecue safely, and check power outlets before guests arrive. This checklist keeps the practical work in order, including the details that are easy to leave until the last minute.

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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
Register sign-ups
Collect dietary requirements
Confirm number of guests
Determine the menu and portions
2 people
Check the weather forecast
Determine a rain alternative
2 people
Check the shopping list
Do non-perishable shopping
2 people
Buy fresh groceries
2 people
Chill drinks
2 people
Store meat and vegetarian separately
2 people
Wash vegetables
2 people
Cut vegetables
2 people
Prepare salads
2 people
Set out sauces
Portion the dessert
2 people
Mow and sweep the venue
2 people
Check power outlets
Fill coolers
2 people
Set up tables
3 people
Set out chairs
3 people
Place barbecue safely
2 people
Set up party tent
4 people
Hang lighting
2 people
Hang decorations
2 people
Set out tableware and cutlery
2 people
Set up the buffet and drinks station
2 people

Event

Welcome guests
2 people
Check dietary requirements on arrival
Light the barbecue
2 people
Serve vegetables and salads
2 people
Grill meat and vegetarian options
3 people
Serve barbecue dishes
2 people
Refill drinks
2 people
Keep the buffet clean and replenished
2 people
Collect used dishes
2 people
Serve dessert
2 people

Aftercare

Safely extinguish barbecue
2 people
Sort and remove waste
3 people
Clear tables and chairs
3 people
Wash dishes
3 people
Clean the kitchen and buffet
2 people
Sweep and inspect the venue
2 people
Empty and clean coolers
2 people
Store leftover food safely
2 people
Check and dry materials
2 people
Return borrowed items
2 people

What to bring

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

Furniture

Party tentsqty 2
Tablesqty 6
Chairsqty 45
Buffet tablesqty 2
Waste binsqty 4

Tableware

Platesqty 50
Dessert platesqty 50
Glassesqty 60
Coffee cupsqty 45
Forksqty 50
Knivesqty 50
Spoonsqty 50
Serving spoonsqty 12

Equipment

Barbecuesqty 2
Gas cylindersqty 2
Coolersqty 4
Extension cordsqty 3
Power stripsqty 3
Kitchen scale
Meat thermometersqty 2

Kitchen

Cutting boardsqty 6
Chef's knivesqty 4
Mixing bowlsqty 6
Serving plattersqty 12
Serving tongsqty 8
Aluminum traysqty 8
Barbecue tongsqty 4
Oven mittsqty 4

Decorations

Tableclothsqty 6
Napkin holdersqty 6
Buntingqty 4
Flower arrangementsqty 6

Lighting

String lightsqty 4
Lanternsqty 6

Cleaning

Washing-up tubsqty 3
Broom and dustpanqty 2
Bucketsqty 3
Reusable clothsqty 12
Ice packsqty 16

Catering

Groceries

Tips

Confirm the final guest count and dietary requirements at least 3 days before shopping. Use the number of confirmed guests to set portions rather than relying on informal replies.
Buy non-perishable supplies first, then buy fresh groceries as close to the event as practical. Chill drinks for at least 4 hours and keep meat and vegetarian food in separate coolers or storage areas.
Check the weather forecast 24 hours before the barbecue and decide where the party tent will go if rain is likely. Do not wait until guests arrive to work out a covered seating or serving area.
Set up tables, chairs, buffet tables and waste bins before food preparation starts. Keep serving platters, tongs, sauces and napkins together so people are not searching for them during cooking.
Place the barbecue on a stable, clear surface and check gas cylinders, extension cords and power strips before lighting or connecting anything. Keep oven mitts and barbecue tongs beside the cooking area, not across the garden.

Frequently asked questions

How much food do I need for a barbecue evening?: Plan portions from the confirmed guest count, allowing more variety rather than simply buying one large item per person. Weigh ingredients with a kitchen scale and prepare the menu at least 2 days before shopping.
When should I buy food for a barbecue?: Buy non-perishable items several days ahead and fresh groceries as close to the event as possible, usually the same day or the day before. Chill drinks for at least 4 hours before guests arrive.
How early should I set up for a barbecue evening?: Start outdoor setup about 3 hours before arrival for tables, chairs, the party tent, lighting and waste bins. Begin salads and other chilled food after the seating area is ready, then position the barbecue safely before cooking.
What should I do if it rains during a barbecue?: Choose a rain alternative at least 24 hours beforehand and confirm that it can hold the guests, buffet and cooking equipment. Set up the party tent before the first guests arrive, and keep electrical connections away from wet ground.

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.