Barbecue fair checklist: what to arrange and when

A barbecue fair needs more than grills and food. You have to coordinate exhibitors, visitor registrations, stall assignments, power, permits and the practical setup around the cooking areas. Start with the venue, permissions and exhibitor planning, then handle registrations, menus and equipment. On the day itself, allow enough time to set up tents, tables, grills, signage, buffets and lighting before visitors arrive. This checklist keeps the work in a workable order and highlights details that are easy to leave too late.

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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

Reserve venue
Apply for permits
Invite exhibitors
2 people
Send invitations
2 people
Process registrations
Collect dietary requirements
Assign stalls
2 people
Check power outlets
2 people
Create floor plan
Inform exhibitors
Prepare visitor registration
2 people
Make name badges
2 people
Do the shopping
3 people
Chill drinks
2 people
Prepare vegetables and salads
3 people
Make sauces and marinades
2 people
Collect materials
3 people
Set up tents
5 people
Set up tables and chairs
4 people
Set up BBQs
4 people
Connect power
2 people
Set up buffets
3 people
Set up standing tables
4 people
Set out plates and cutlery
2 people
Hang up signage
2 people
Conduct a safety check
2 people

Event

Welcome exhibitors
3 people
Prepare demonstrations
6 people
Staff visitor registration
2 people
Welcome visitors
2 people
Prepare tastings
6 people
Serve tastings
4 people
Refill drinks
2 people
Replenish buffets
3 people
Empty trash bins
2 people
Check BBQs for safety
2 people
Announce the final round
Check out exhibitors
2 people

Aftercare

Extinguish the BBQs
4 people
Dismantle materials
5 people
Wash dishes
3 people
Clean the venue
4 people
Dispose of waste
2 people
Return rental items
2 people
Process leftover food
2 people

What to bring

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

Furniture

Party tentsqty 4
Foldable tablesqty 18
Beer tablesqty 8
Chairsqty 120
Bar stoolsqty 12
Tableclothsqty 18
Bollardsqty 12

Equipment

Charcoal barbecuesqty 6
Gas barbecuesqty 2
Coolersqty 8
Food warmersqty 6
Cooking thermometersqty 6
Extension cordsqty 8
Power stripsqty 6
Work lightsqty 6

Kitchen

BBQ tool setsqty 8
Cutting boardsqty 8
Chef's knivesqty 8
Mixing bowlsqty 10
Serving plattersqty 16
Serving tongsqty 12

Tableware

Reusable platesqty 180
Reusable bowlsqty 120
Reusable cupsqty 250
Cutlery setsqty 180
Coffee cupsqty 80

Decorations

Buntingqty 10
Table signsqty 12
Name badgesqty 80
Markersqty 12

Lighting

String lightsqty 8

Cleaning

Waste binsqty 10
Bucketsqty 6
Broomsqty 4
Mopsqty 4
Dustpan and brushqty 4

Catering

Groceries

Tips

Confirm the venue, permits and power supply before inviting exhibitors. Check how many outlets are available and plan extension cords, power strips and work lights around the floor plan rather than improvising on the day.
Send invitations early enough to process registrations and collect dietary requirements before food shopping. Give exhibitors a firm deadline for their details so stall assignments and name badges can be prepared once, not repeatedly.
Plan separate areas for cooking, serving, eating and visitor registration. Place tables, chairs, beer tables and standing tables so queues do not block the BBQs or the exhibitor stalls.
Chill drinks several hours before opening and prepare vegetables, salads, sauces and marinades in advance. Keep cold items in coolers until serving, and use food warmers and cooking thermometers to monitor hot food safely.
Set up tents, tables, grills, buffets, signs and power before arranging plates, cups and cutlery. Keep BBQ tool sets, cutting boards, knives, serving tongs and markers together so staff can find them without leaving their area.

Frequently asked questions

How far in advance should I organise a barbecue fair?: Start venue booking, permits and exhibitor invitations at least 6 to 8 weeks before the fair. Set a separate registration and dietary-requirements deadline around 2 weeks before the event.
How much time do I need to set up a barbecue fair?: Allow at least 4 hours for a full setup with tents, tables, chairs, BBQs, buffets, power, signage and registration. Add extra time if exhibitors are bringing their own equipment or need help with stall setup.
When should I buy and prepare the food for a barbecue fair?: Buy fresh ingredients 1 to 2 days beforehand where possible, then prepare salads, vegetables, sauces and marinades on the day before or early on the event day. Chill drinks several hours before opening.
How should I organise stalls at a barbecue fair?: Create the floor plan before setup and assign each exhibitor a numbered stall at least 1 week in advance. Check power requirements and access for every stall before putting tables and tents in place.

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Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.