Barbecue Festival Shopping List

A barbecue festival needs more than meat and charcoal. This shopping list covers the equipment, serving ware, kitchen supplies, cooling, and seating needed to feed guests efficiently. Plan portions before you shop, especially when several dishes are served alongside the grill. Buy drinks and ice close to the event, keep meat refrigerated, and check deliveries and rental items before setup day so missing equipment does not delay cooking.

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What to bring

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

Furniture

Party tentqty 3
Tablesqty 10
Folding chairsqty 80
Buffet tablesqty 4
High tablesqty 6
Work tablesqty 4

Tableware

Reusable platesqty 100
Reusable bowlsqty 80
Reusable glassesqty 120
Reusable cupsqty 150
Forksqty 120
Knivesqty 120
Spoonsqty 100
Serving spoonsqty 12
Serving utensilsqty 12
Plate racksqty 3

Kitchen

Cutting boardsqty 8
Chef's knivesqty 6
Mixing bowlsqty 8
Gastronorm containersqty 12
Aluminum traysqty 20
Serving plattersqty 12
Squeeze bottlesqty 12
Kitchen tongsqty 10
Oven mittsqty 6
Kitchen apronsqty 8
Coolersqty 8
Food thermometersqty 4

Equipment

Gas barbecuesqty 3
Charcoal barbecuesqty 2
Gas cylindersqty 4
Gas pressure regulatorsqty 4
Lightersqty 6
Refrigeratorsqty 2
Coffee machinesqty 2
Kettlesqty 2
Payment terminal
Sound system
Extension cordsqty 6
Power stripsqty 4
Ice packsqty 30
Fire extinguishersqty 3
Heat-resistant matsqty 5
Cable reelsqty 3

Decorations

Buntingqty 8
Balloonsqty 100
Menu boardsqty 4
Allergen signsqty 12
Tableclothsqty 12
Directional signsqty 8
Information boardqty 2

Lighting

String lightsqty 6
LED lampsqty 10
Batteriesqty 24

Cleaning

Waste binsqty 8
Waste binsqty 4
Bucketsqty 6
Spongesqty 12
Dish brushesqty 6
Microfiber clothsqty 20
Broomqty 3
Dustpan and brushqty 3
Mop setsqty 3
Toilet brushesqty 3
Toilet plungersqty 2
Warning signsqty 3

Catering

Groceries
- Beef burgers - 100 pieces
- Beef sausages - 80 pieces
- Chicken skewers - 80 pieces
- Chicken wings - 8 kilograms
- Bacon chops - 6 kilograms
- Beef Steak - 6 kilogram
- Pork satay - 60 pieces
- Vegetarian burgers - 30 pieces
- Vegetarian sausages - 30 pieces
- Corn on the cob - 60 pieces
- Mushrooms - 4 kilogram
- Bell pepper - 5 kilograms
- Zucchini - 4 kilogram
- Red onions - 3 kilogram
- Baby potatoes - 10 kilogram
- Hamburger buns - 110 pieces
- Hot dog buns - 90 pieces
- Baguettes - 20 pieces
- Garlic bread - 12 pieces
- Tortilla wraps - 80 pieces
- Herb butter - 2 kilograms
- Arugula - 1 kilogram
- Iceberg Lettuce - 8 heads
- Cucumbers - 5 kilogram
- Cherry tomatoes - 5 kilo
- Red cabbage - 3 kilograms
- Carrots - 3 kilogram
- Corn kernels - 12 cans
- Kidney beans - 10 cans
- Feta - 2 kilograms
- Grated cheese - 3 kilogram
- Potato salad - 8 kilograms
- Pasta salad - 8 kilograms
- Coleslaw - 6 kilograms
- Mayonnaise - 6 bottles
- Ketchup - 6 bottles
- Mustard - 4 bottles
- Garlic sauce - 4 bottles
- Barbecue sauce - 6 bottles
- Chili sauce - 3 bottles
- Satay sauce - 5 kilograms
- Pickles - 6 jars
- Fried onions - 2 kilogram
- Salt - 1 kilogram
- Black pepper - 500 grams
- Paprika powder - 250 gram
- Garlic powder - 250 grams
- Chili powder - 150 grams
- Italian herbs - 200 grams
- Rosemary - 100 gram
- Olive oil - 3 liters
- Sunflower oil - 2 liters
- Apple cider vinegar - 2 bottles
- Lemons - 3 kilogram
- Garlic - 1 kilogram
- Fresh parsley - 10 bunches
- Water - 120 liters
- Sparkling water - 40 liters
- Cola - 30 liters
- Cola Zero - 25 liters
- Orange soda - 20 liters
- Lemonade - 20 liters
- Iced tea - 20 liter
- Alcohol-free beer - 60 bottles
- Beer - 180 bottles
- Rosé - 20 bottles
- White wine - 15 bottles
- Red wine - 15 bottles
- Coffee - 2 kilograms
- Tea - 200 bags
- Milk - 12 liters
- Sugar - 2 kilograms
- Honey - 2 jars
- Ice cubes - 30 kilograms
- Ice lollies - 100 pieces
- Brownies - 100 pieces
- Fresh fruit - 12 kilograms
- Whipped cream - 12 aerosol cans
- Coffee milk - 6 packs
- Charcoal - 30 kilograms
- Firelighters - 6 boxes
- Barbecue gloves - 8 pairs
- Aluminum foil - 6 rolls
- Baking paper - 4 rolls
- Plastic wrap - 4 rolls
- Paper towels - 12 rolls
- Napkins - 400 pieces
- Wooden satay skewers - 300 pieces
- Cocktail sticks - 300 pieces
- Bread bags - 100 pieces
- Disposable gloves - 300 pieces
- Hand soap - 6 dispensers
- Hand sanitizer - 6 bottles
- Dish soap - 4 bottles
- Dishwasher tablets - 60 pieces
- All-purpose cleaner - 4 bottles
- Degreaser - 3 bottles
- Disinfectant spray - 4 bottles
- Sponges - 30 pcs
- Garbage bags - 100 pieces
- Organic waste bags - 30 pieces
- Toilet paper - 48 rolls
- Paper towels - 12 packs
Drink cratesqty 12
Thermos flasksqty 6
Drink dispensersqty 6
Ice containersqty 4
Cash box
Wristbandsqty 150
Menusqty 100
Price tagsqty 30
Refrigerated display casesqty 2

Tips

Allow about 250–350 g of uncooked meat or vegetarian alternatives per adult, depending on how many salads, bread items, and side dishes you serve. Add around 150–200 g for guests with larger appetites.
Plan 2–3 drinks per person for the first hour, then 1–2 drinks per person for each additional hour. Buy ice on the day itself and keep drinks in coolers separate from raw meat.
Provide at least one plate, bowl, glass or cup, fork, knife, and spoon per guest, plus 10–15% extra. Serving spoons, tongs, and platters are easy to overlook but are needed for every buffet dish.
Use one work table for preparation and one buffet table for serving whenever possible. Keep raw meat, salads, and ready-to-eat food separate, and use food thermometers to check cooked meat before serving.
Reserve barbecue equipment, tables, chairs, and a party tent early if you are not supplying them yourself. Check power outlets for gas or electric equipment and confirm rental deliveries at least 48 hours before the event.

Frequently asked questions

How much meat do I need for a barbecue festival?: Allow 250–350 g of uncooked meat or vegetarian alternatives per adult. For children, plan about 125–200 g, then adjust if you are serving several substantial side dishes.
How many drinks should I buy for a barbecue festival?: Plan 2–3 drinks per guest for the first hour and 1–2 per guest for every following hour. Add water and non-alcoholic options for roughly one-third to one-half of the total drinks, depending on your guest list.
How many plates and cups do I need for a barbecue festival?: Buy or hire one set per guest plus 10–15% extra. For 50 guests, that means at least 55 plates, bowls, glasses or cups, forks, knives, and spoons.
When should I buy food and ice for a barbecue festival?: Buy fresh meat and other chilled food no earlier than 1–2 days before the festival, then store it refrigerated. Pick up ice and drinks on the event day, ideally within 4–6 hours of serving.

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