Barbecue evening checklist

A barbecue evening runs smoothly when the practical work is spread across the days before it starts. First confirm numbers, dietary requirements and vegetarian portions; then arrange the BBQs, shelter and seating. Shopping, refrigeration and food preparation come next, followed by the outdoor setup, lighting and safe charcoal handling. This checklist covers the full sequence, including details that are easy to leave until the last hour.

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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 visitor count
Determine vegetarian portions
Reserve BBQs
Reserve a party tent
Check the weather forecast
Check the shopping list
Check tableware stock
Do the shopping
2 people
Store groceries refrigerated
2 people
Portion meat and vegetables
2 people
Prepare salads
2 people
Set out sauces and bread
Chill drinks
2 people
Create a music playlist
Inspect the grounds
2 people
Set up tables and chairs
3 people
Set up party tent
3 people
Hang lighting
2 people
Hang decorations
2 people
Set up BBQs safely
2 people
Fill the charcoal baskets
2 people
Set out tableware and cutlery
2 people
Set up buffet tables
2 people
Set up the drinks station
2 people
Set out snacks
2 people
Set out coffee and tea

Event

Light the grills
2 people
Welcome guests
2 people
Serve appetizers
2 people
Grill meat and vegetables
3 people
Serve dishes
2 people
Refill drinks
Restock the buffet
2 people
Serve coffee and tea
Store leftovers in the fridge
2 people

Aftercare

Let the BBQs cool down
2 people
Collect waste
2 people
Clear tables and chairs
3 people
Wash dishes
2 people
Clean the grounds
2 people
Clean BBQs
2 people
Take down the party tent
3 people
Inventory materials
Return rented materials
2 people
Distribute or discard leftovers

What to bring

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

Furniture

Party tentqty 2
Tablesqty 6
Chairsqty 32
Buffet tablesqty 2
Beer tablesqty 2

Tableware

Reusable platesqty 40
Reusable bowlsqty 40
Reusable cutleryqty 40
Glassesqty 50
Coffee mugsqty 30

Equipment

Barbecueqty 2
Coolersqty 3
Party speaker
Extension cordsqty 2
Power stripsqty 3
Thermos flasksqty 2
Fire extinguisher

Kitchen

BBQ tongsqty 4
BBQ spatulasqty 2
Cutting boardsqty 4
Chef's knivesqty 4
Serving plattersqty 8
Serving tongsqty 6
Measuring cupsqty 2

Decorations

Tableclothsqty 6
Buntingqty 4
Lanternsqty 8

Lighting

String lightsqty 4
LED lanternsqty 4

Cleaning

Waste binsqty 4
Bucketsqty 2
Dish brushesqty 3
Reusable cleaning clothsqty 8

Catering

Groceries

Tips

Confirm the final guest count before shopping, and use it to calculate vegetarian portions and any dietary alternatives. A late change in numbers affects meat, salads, bread, drinks and tableware.
Check the weather forecast several days ahead, not just on the afternoon itself. If rain is possible, arrange the party tent early and make sure there is enough covered seating for the confirmed group.
Keep meat, prepared salads and other chilled food refrigerated until serving. Portion meat and vegetables before guests arrive so the BBQ area is not also used as a preparation station.
Set up tables, chairs, buffet tables and tableware before lighting the BBQs. Put sauces, bread, salads and serving utensils where guests can reach them without standing near hot grills.
Inspect the ground before connecting lighting or sound equipment. Keep extension cords and power strips away from wet areas, and place waste bins and buckets where they can be reached quickly.

Frequently asked questions

How much food do I need for a barbecue evening?: Base the shopping list on the confirmed guest count, then separate meat, vegetarian portions and dietary requirements before buying. Plan roughly 250–350 g of uncooked meat or meat alternatives per adult, plus salads, bread and sauces.
When should I check the weather for a barbecue evening?: Check it several days before the event so you still have time to reserve a party tent or adjust the layout. Check again on the morning of the barbecue and before setting up outdoor equipment.
When should I prepare the food for a barbecue?: Do the main shopping no later than the day before, refrigerate perishable groceries immediately and portion meat and vegetables on the day itself. Prepare salads early enough to chill them, but keep them refrigerated until serving.
How early should I set up the barbecue area?: Set up tables, chairs, shelter, lighting and tableware at least 1–2 hours before guests arrive. Position and inspect the BBQs before filling the charcoal baskets, allowing extra time for safe lighting and heat-up.

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.