What to Buy for a Barbecue Fair

A barbecue fair needs more than grills and meat. You will also need enough reusable tableware, serving equipment, coolers, fuel, preparation tools and supplies for several stalls. Plan quantities around your expected visitor count, then add a small buffer for spills, seconds and late arrivals. Check dietary requirements before shopping, and arrange power, lighting and cooking equipment at least a week ahead so missing items can still be hired or bought.

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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
- Beef hamburgers - 180 pieces
- Chicken skewers - 120 pieces
- Pork satay - 120 pieces
- Chipolata sausages - 180 pieces
- Vegetarian burgers - 60 pieces
- Vegetable skewers - 80 pieces
- Corn on the cob - 60 pieces
- Hamburger buns - 180 pieces
- Baguettes - 20 pieces
- Garlic bread - 15 pieces
- Herb butter - 2 kilograms
- Mixed lettuce - 8 kilograms
- Cucumbers - 12 pieces
- Cherry tomatoes - 5 kilo
- Bell peppers - 30 pieces
- Red onions - 20 pieces
- Potato salad - 8 kilograms
- Pasta salad - 8 kilograms
- Coleslaw - 6 kilos
- Ketchup - 6 bottles
- Mayonnaise - 6 bottles
- Barbecue sauce - 8 bottles
- Garlic sauce - 5 bottles
- Mustard - 4 bottles
- Sambal - 3 jars
- Olive oil - 3 liters
- Sunflower oil - 2 liters
- Salt - 1 kilogram
- Black pepper - 250 grams
- Paprika powder - 250 gram
- Garlic powder - 150 gram
- BBQ seasoning - 500 grams
- Lemons - 20 pieces
- Apples - 8 kilograms
- Grapes - 5 kilograms
- Paprika chips - 12 bags
- Plain chips - 12 bags
- Cola - 20 bottles
- Coke Zero - 16 bottles
- Orange soda - 12 bottles
- Ice tea - 12 bottles
- Spa Blauw - 30 bottles
- Spa Rood - 12 bottles
- Non-alcoholic beer - 8 crates
- Beer - 12 crates
- Rosé wine - 12 bottles
- White wine - 8 bottles
- Coffee - 4 packs
- Tea - 2 boxes
- Milk - 8 liters
- Sugar - 2 kilograms
- Charcoal - 8 bags
- Firelighters - 4 boxes
- Gas cylinders - 4 pieces
- Ice cubes - 30 kilograms
- Paper towels - 12 rolls
- Aluminum foil - 6 rolls
- Plastic wrap - 4 rolls
- Napkins - 500 pieces
- Disposable gloves - 500 pieces
- Trash bags - 80 pcs
- Dish soap - 4 bottles
- Dishwasher tablets - 40 pieces
- All-purpose cleaner - 4 bottles
- Disinfectant - 4 bottles
- Sponges - 12 pieces
- Cleaning cloths - 20 pieces
- Toilet paper - 36 rolls
- Hand soap - 6 bottles

Tips

Plan food and tableware for your maximum expected attendance, plus 10% extra. For a four-hour fair, allow roughly 2–3 drinks per person in the first hour and 1 drink per person for each following hour.
Buy or hire at least one cooler for every 25–30 guests, and chill drinks the day before. Keep a separate cooler for raw meat so it does not share space with ready-to-eat food.
For each active barbecue, provide one complete tool set, two cutting boards, one chef’s knife and at least one cooking thermometer. A separate board for raw meat prevents rushed cleaning between dishes.
Count serving ware by simultaneous users rather than by stall: allow two plates, one bowl, one cup and one cutlery set per guest if washing up during the fair is not practical.
Check the power requirement of food warmers, lighting and gas or electric equipment at least seven days beforehand. Pack extension cords and power strips only after confirming that the venue permits them and has suitable outlets.

Frequently asked questions

How much food do I need for a barbecue fair?: For a meal-style fair, plan about 400–500 g of total food per adult, including meat, vegetables, salads and bread. Add 10% for seconds and unexpected visitors, then adjust the mix after collecting dietary requirements.
How many drinks should I buy for a barbecue fair?: For a four-hour event, start with 4–5 drinks per adult and 2–3 non-alcoholic drinks per child, then add 10% extra. Buy ice or allow cooler space for at least the first two hours of service.
How many plates and cups do I need for a barbecue fair?: If there is no washing-up point, provide two reusable plates, one bowl, two cups and one cutlery set per guest. For 100 visitors, that means 200 plates, 100 bowls, 200 cups and 100 cutlery sets.
What barbecue equipment should I arrange before the fair?: Arrange one barbecue tool set, one cooking thermometer and suitable fuel for each barbecue in use. Confirm grills, coolers, food warmers, lighting and power connections at least seven days before setup.

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