Barbecue festival checklist

A barbecue festival needs more than meat and a grill. This checklist takes you from announcing the event and tracking registrations to preparing food, setting up the barbecue area and chilling drinks. Confirm dietary requirements early, reserve suppliers before shopping, and use the weather forecast to decide when to install party tents and lighting. On the day, keep meat refrigerated until preparation, separate vegetarian products, and set up serving areas before guests arrive.

Organize this event for free with Lizzt

The plan, step by step

Every task with its own sub-checklist, in the order you'll actually need them.

Preparations

Announce the event
Send invitations
Process registrations
Collect dietary requirements
Reserve suppliers
Check the weather forecast
Check the shopping list
Do the shopping
3 people
Collect materials
2 people
Store meat refrigerated
2 people
Prepare vegetables
3 people
Prepare salads
3 people
Make marinades
2 people
Portion the meat
3 people
Set out vegetarian products
2 people
Fill coolers
2 people
Set up tables and chairs
4 people
Set up barbecue area
3 people
Build party tents
4 people
Hang lighting
2 people
Hang decorations
2 people
Set up buffet tables
3 people
Lay out crockery and cutlery
2 people
Chill drinks
2 people
Set up coffee station
Place waste stations
2 people

Event

Light the barbecues
3 people
Welcome guests
3 people
Serve drinks
2 people
Grill meat
4 people
Vegetarian grilling
2 people
Restock salads and bread
2 people
Refill drinks
2 people
Collect used dishes
2 people
Serve coffee and tea
Arrange the final grilling round
3 people
See off guests
2 people

Aftercare

Safely extinguish barbecues
3 people
Store food refrigerated
2 people
Collect waste
3 people
Wash dishes
3 people
Clear tables and chairs
4 people
Clean the venue
4 people
Remove decorations
2 people
Empty coolers
2 people
Clean materials
3 people
Return materials
2 people
Clear away leftover stock
2 people

What to bring

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

Furniture

Party tentqty 2
Folding tableqty 8
Folding chairqty 70
Buffet tableqty 4
Standing tableqty 4

Tableware

Reusable plateqty 80
Reusable bowlqty 70
Reusable cutleryqty 80
Drinking glassqty 100
Wine glassqty 50
Trayqty 12
Serving tongsqty 8
Serving spoonqty 8

Equipment

Barbecueqty 4
Gas cylinderqty 4
Gas pressure regulatorqty 4
Cool boxqty 6
Coffee maker
Kettle
Extension cordqty 3

Kitchen

Cutting boardqty 6
Chef's knifeqty 6
Mixing bowlqty 6
Aluminum trayqty 20
Meat thermometerqty 2
Oven mittqty 6
Barbecue tongsqty 8
Barbecue brushqty 4

Decorations

Buntingqty 6
Table runnerqty 8
Menu boardqty 6

Lighting

String lightsqty 4
LED lampqty 8

Cleaning

Waste binqty 6
Bucketqty 4
Broomqty 3
Dustpan and brushqty 3
Mopqty 3
Reusable kitchen towelqty 20

Catering

Groceries

Tips

Ask for dietary requirements when guests register, then set aside vegetarian products before meat is portioned. This prevents special meals from being overlooked during the busiest part of preparation.
Reserve suppliers before you announce the final arrangements, especially if you need several barbecues, gas cylinders, tables or party tents. Confirm collection or delivery times at least 7 days before the festival.
Check the weather forecast twice: once during the final week and again on the morning of the event. Build party tents and protect the buffet area early if rain or strong sun is expected.
Chill drinks and fill the coolers before guests arrive. For a large group, start this several hours ahead because drinks warm quickly when coolers are opened repeatedly.
Set up the buffet tables, reusable plates, bowls, cutlery, glasses and serving utensils before lighting the barbecue. Keep a separate tray and utensils ready for cooked food so raw meat tools are not reused.

Frequently asked questions

How far in advance should I plan a barbecue festival?: Start announcing the event and sending invitations at least 3 to 4 weeks ahead. Collect registrations and dietary requirements during the first 7 days, then confirm suppliers and quantities before shopping.
When should I prepare the meat for a barbecue festival?: Keep the meat refrigerated until the preparation window, then make marinades, portion the meat and return prepared portions to refrigeration. Aim to finish preparation no more than 24 hours before cooking.
How early should I set up a barbecue festival?: Begin the physical setup 3 to 4 hours before guests arrive. Put out tables and chairs, build party tents, arrange the barbecue area, hang lighting and prepare the buffet before starting final food service.
How much time do I need to chill drinks before the barbecue?: Place drinks in the coolers at least 3 hours before serving. Refill in smaller batches during the festival so the remaining drinks stay cold and the coolers are not left open.

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.