What to buy for a barbecue fair

A barbecue fair needs more than meat and charcoal. Plan food, drinks, serving items, cooling capacity and weather protection around your final visitor count. Buy fresh meat, vegetarian products, salads and sauces close to the event, then keep everything chilled until it goes on the grill. Reusable plates, cups and cutlery reduce waste, while extra tables, coolers and ice containers prevent queues and warm drinks. Use this list alongside your event plan so shopping is finished before setup day.

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What to bring

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

Furniture

Party tentsqty 2
Foldable tablesqty 10
Beer tablesqty 4
Chairsqty 60
Buffet tablesqty 4
Waste binsqty 6

Tableware

Reusable platesqty 70
Reusable bowlsqty 50
Reusable cupsqty 120
Cutlery setsqty 70
Serving utensilsqty 12

Equipment

Barbecuesqty 3
Coolersqty 4
Ice containersqty 3
Coffee machinesqty 2
Extension cordsqty 4
Power stripsqty 3

Kitchen

Cutting boardsqty 6
Chef and serving knivesqty 8
Mixing bowlsqty 6
Aluminum grill traysqty 12
Kitchen tongsqty 6

Decorations

Buntingqty 6
Tableclothsqty 10
Menusqty 6

Lighting

String lightsqty 4
LED lanternsqty 6

Cleaning

Washing-up tubsqty 3
Cleaning bucketsqty 2
Broom and dustpanqty 2

Catering

Groceries
- Beef burgers - 50 pieces
- Beef sausages - 40 pieces
- Chicken skewers - 40 pieces
- Marinated chicken breast - 3 kilogram
- Vegetarian burgers - 20 pieces
- Vegetarian sausages - 20 pieces
- Corn on the cob - 30 pieces
- Zucchini - 8 pieces
- Bell peppers - 12 pieces
- Mushrooms - 2 kilogram
- Red onions - 2 kilograms
- Baby potatoes - 5 kilograms
- Hamburger buns - 60 pieces
- Hot dog buns - 40 pieces
- Baguettes - 8 pieces
- Herb butter - 6 tubs
- Mixed lettuce - 4 kilograms
- Cucumbers - 8 pieces
- Cherry tomatoes - 3 kilograms
- Potato salad - 4 kilogram
- Pasta salad - 4 kilograms
- Raw vegetable salad - 3 kilograms
- Sliced cheddar - 3 packs
- Pickles - 3 jars
- Crispy fried onions - 2 bags
- Mayonnaise - 2 bottles
- Ketchup - 3 bottles
- Mustard - 2 jars
- Garlic sauce - 2 bottles
- Barbecue sauce - 3 bottles
- Satay sauce - 2 jars
- Olive oil - 2 bottles
- Salt - 1 pack
- Pepper - 1 jar
- Paprika powder - 1 jar
- Italian herbs - 1 jar
- Charcoal - 30 kilograms
- Firelighters - 4 boxes
- Cola - 8 bottles
- Cola Zero - 6 bottles
- Sinas - 6 bottles
- Sparkling mineral water - 8 bottles
- Still mineral water - 10 bottles
- Iced tea - 6 bottles
- Apple juice - 4 packs
- Orange juice - 4 cartons
- Coffee - 3 packs
- Tea - 2 boxes
- Milk - 6 liters
- Sugar - 1 kilogram
- Lemons - 10 pieces
- Vanilla ice cream - 5 liters
- Fresh fruit - 5 kilogram
- Paprika chips - 4 bags
- Plain chips - 4 bags
- Napkins - 200 pieces
- Paper towels - 6 rolls
- Aluminum foil - 3 rolls
- Cling film - 2 rolls
- Freezer bags - 2 boxes
- Disposable gloves - 2 boxes
- Trash bags - 3 rolls
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Sponges - 2 packs
- Disinfectant spray - 2 bottles
- Toilet paper - 24 rolls

Tips

Allow 250–350 g of meat or vegetarian barbecue food per adult, plus 2–3 side portions such as salads, bread or vegetables. For children, plan roughly 150–200 g of grilled food.
Buy 2–3 drinks per person for the first hour, then 1–2 drinks per person for each additional hour. Add extra water, especially if guests will spend several hours outdoors.
Plan at least 1 reusable plate, bowl, cup and cutlery set per guest, plus 10–15% extra for dropped or dirty items. Bring serving utensils separately so guests do not use their own cutlery.
Keep raw meat and vegetarian products in separate sealed containers. Chill fresh food to 4°C or below and do not leave it unrefrigerated for more than 2 hours.
Check cooling space before shopping: drinks, meat, salads and sauces need separate room in coolers or ice containers. Buy ice on the day or the evening before, depending on how long the event lasts.

Frequently asked questions

How much food do I need for a barbecue fair?: For each adult, plan 250–350 g of meat or vegetarian barbecue food and 2–3 side portions. For children, 150–200 g of grilled food is usually enough. Add 10% extra if guests can arrive without registering.
How many drinks should I buy for a barbecue fair?: Allow 2–3 drinks per person during the first hour, followed by 1–2 drinks per person per additional hour. Include water and keep enough cooler space for the full quantity before guests arrive.
When should I buy meat and fresh vegetables for a barbecue?: Buy meat, vegetarian products and cut vegetables no more than 1 day before the fair. Keep them chilled at 4°C or below, and transport them in coolers with ice on the event day.
How many plates and cups do I need for a barbecue fair?: Start with one plate, bowl, cup and cutlery set per guest, then add 10–15% spare. For 50 guests, that means at least 55 of each item, plus enough serving utensils for every buffet dish.

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