Barbecue festival checklist: what to arrange and when

A barbecue festival needs more than meat and a grill. This checklist takes you from invitations and dietary requirements to shopping, food preparation, equipment checks and site setup. Plan the menu and allergens early, then confirm tables, chairs, barbecues and deliveries before the final week. On the day, keep meat refrigerated, chill drinks, separate raw and cooked food, and leave enough time to position grills, lighting and fire safety equipment properly.

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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
Reserve tables and chairs
Reserve barbecue equipment
Set menu and allergens
2 people
Confirm deliveries
Finalize shopping list
2 people
Update visitor list
Check the weather forecast
Do the shopping
3 people
Store meat refrigerated
2 people
Wash and cut vegetables
3 people
Prepare marinades
2 people
Portion desserts
2 people
Chill drinks
2 people
Check barbecue fuel
2 people
Check the venue
2 people
Set up tents
4 people
Set up tables and chairs
4 people
Place barbecues safely
3 people
Set up the buffet and drinks station
3 people
Set out tableware and cutlery
2 people
Hang decorations
2 people
Connect lighting
2 people
Set out salads and sauces
3 people
Set aside vegetarian dishes
2 people
Conduct a safety check
2 people

Event

Light the barbecues
3 people
Welcome visitors
2 people
Serve drinks
2 people
Grill meat and vegetables
4 people
Serve dishes
3 people
Refill drinks
2 people
Keep the buffet clean and stocked
2 people
Collect waste
2 people
Extinguish barbecues safely
3 people
Store leftovers refrigerated
2 people

Aftercare

Collect tableware and cutlery
3 people
Take down tables and chairs
4 people
Clean the venue
3 people
Dispose of waste
2 people
Wash dishes
3 people
Dry and store materials
2 people
Return borrowed items
2 people
Distribute leftover food
2 people

What to bring

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

Furniture

Party tentsqty 2
Beer tablesqty 8
Buffet tablesqty 2
Chairsqty 60
Beer table benchesqty 4
Coat rack
Waste binsqty 6

Tableware

Platesqty 70
Bowlsqty 60
Cutlery setsqty 70
Reusable cupsqty 150
Serving plattersqty 12
Serving tongsqty 10
Serving spoonsqty 8

Equipment

Barbecuesqty 3
Gas cylindersqty 6
Coolersqty 6
Core thermometersqty 3
Coffee machinesqty 2
Hot water kettlesqty 2
Extension cordsqty 4
Power stripsqty 3
Fire extinguishersqty 2

Kitchen

Cutting boardsqty 6
Kitchen knivesqty 8
Mixing bowlsqty 10
Baking dishesqty 6
Meat Tongsqty 6

Decorations

Buntingqty 8
Menu boardsqty 4
Tableclothsqty 10

Lighting

String lightsqty 6

Cleaning

Broomsqty 3
Dustpan and brushqty 3
Mopsqty 3
Bucketsqty 3
Handwashing stationsqty 2

Catering

Groceries

Tips

Collect dietary requirements when guests register, not a few days before the festival. Use the responses to label allergens on the menu and keep suitable serving utensils available.
Confirm tables, chairs, tents and barbecue equipment at least 7 days before the event. Check that the number of seats, buffet space and grills matches the final visitor list.
Do the main shopping 1–2 days ahead, then keep meat refrigerated until preparation and service. Wash and cut vegetables, prepare marinades and portion desserts in separate, covered containers.
Allow at least 2 hours for setup before guests arrive. Put tables and chairs in place first, then position barbecues safely, create the buffet and drinks station, and connect lighting and power.
Check fuel, extension cords, power strips, fire extinguishers and core thermometers before lighting any barbecue. Keep raw and cooked food areas separate and use different tongs for each.

Frequently asked questions

When should I send invitations for a barbecue festival?: Send invitations 4–6 weeks before the festival so guests have time to respond. Set a registration deadline around 10–14 days before the event, then update the visitor list and dietary information.
How much barbecue food should I buy per person?: For a mixed barbecue meal, plan roughly 300–400 g of uncooked meat or other main food per adult, plus vegetables, sides and dessert. Add about 10% extra when attendance is uncertain or guests are likely to stay for several hours.
How long before a barbecue festival should I prepare the food?: Prepare marinades and cut vegetables up to 24 hours ahead, keeping everything covered and refrigerated. Take meat out only when needed, and chill drinks at least 6 hours before guests arrive.
How early should I set up a barbecue festival?: Start setup at least 2 hours before arrival, or 3 hours if tents, lighting and several barbecue stations are involved. Complete the safety check before heating the grills and keep fire extinguishers accessible.

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.