Barbecue hike checklist and planning guide

A barbecue hike combines two schedules: the walking route and the meal waiting at the finish. This checklist helps you arrange both without leaving key jobs until the last minute. Book the starting point and barbecue area early, walk the route in advance, and collect dietary requirements before shopping. On the day, allow time for signs, tables, tents, grills, chilled drinks and participant check-in before the group sets off.

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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

Determine the walking route
2 people
Reserve starting location
Reserve the barbecue area
Send invitations
2 people
Process registrations
Collect dietary requirements
Walk the route in advance
2 people
Prepare route map
Print participant list
Check materials
2 people
Do the shopping
2 people
Chill drinks
2 people
Prepare vegetables
2 people
Prepare salads
2 people
Portion the meat
2 people
Set aside vegetarian products
Lay out route signs
Set up tables and chairs
3 people
Build party tents
4 people
Set up barbecues
2 people
Set up buffet and drinks table
2 people
Hang decorations
2 people
Put up route signs
2 people

Event

Receive participants
2 people
Carry out check-in
2 people
Explain the walking route
Guide walkers
4 people
Manage the water point
2 people
Light the barbecues
2 people
Restock the buffet
2 people
Grill meat and vegetables
3 people
Serve barbecue dishes
2 people
Refill drinks
2 people
Wash dishes
2 people
See off the last guests
2 people

Aftercare

Extinguish barbecues safely
2 people
Collect waste
3 people
Clear tables and chairs
3 people
Take down party tents
4 people
Clean the venue
3 people
Remove route signs
2 people
Return materials
2 people
Clean coolers and equipment
2 people

What to bring

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

Furniture

Party tentqty 2
Folding tableqty 6
Folding chairqty 50
Buffet tableqty 2
Waste binqty 4

Tableware

Reusable plateqty 50
Reusable bowlqty 50
Reusable glassqty 60
Reusable coffee cupqty 50
Reusable forkqty 50
Reusable knifeqty 50
Reusable spoonqty 50

Kitchen

Barbecueqty 2
Barbecue tongsqty 4
Spatulaqty 2
Cutting boardqty 4
Chef's knifeqty 4
Serving platterqty 8
Salad Spinnerqty 2
Cool boxqty 6
Thermosqty 4

Equipment

Gas cylinderqty 2
Gas pressure regulatorqty 2
Barbecue lighterqty 4
Hand Lampqty 4

Walking gear

Route mapqty 50
Route arrowqty 20
Marking tapeqty 4
Reflective vestqty 6
Start sign
Clipboardqty 3
Pensqty 10

Safety

First aid kitqty 2
Flashlightqty 4

Decorations

Buntingqty 8
Table runnersqty 8

Lighting

String lightsqty 4

Cleaning

Dishpanqty 3
Dish brushqty 4
Hand brush and dustpanqty 2

Catering

Groceries

Tips

Walk the full route at least once before inviting people. Check the expected walking time, surface, difficult sections and where route arrows or marking tape will be needed.
Confirm the starting location and barbecue area before sending invitations. Include the meeting time, walking distance and estimated barbecue start time so guests know what they are signing up for.
Set a registration deadline several days before shopping. Use the final participant list to calculate meat, vegetarian products, salads, drinks and tableware, and check dietary requirements at the same time.
Prepare food in batches on the day: chill drinks first, then prepare vegetables and salads, portion the meat and keep vegetarian products separate. Store chilled food in cool boxes until the grills are ready.
Finish the site setup before participants arrive. Put up the start sign and route signs, build the party tents, arrange tables and chairs, check the gas cylinder and pressure regulator, and keep a hand lamp available if the barbecue runs late.

Frequently asked questions

How far in advance should I plan a barbecue hike?: Start planning at least 3 to 4 weeks ahead. Reserve the starting location and barbecue area first, then send invitations and set a registration deadline several days before the event.
How many drinks do I need for a barbecue hike?: Plan roughly 2 to 3 drinks per person for the first hour, then about 1 drink per person for each additional hour. Add extra water for the walking section and chill the drinks before guests arrive.
When should I walk the barbecue hike route?: Walk the complete route at least 1 week before the event, and check it again shortly before the hike if weather or access conditions may change. Prepare the route map and signs from the confirmed route.
When should I prepare the barbecue food?: Shop and portion the food after registrations close, usually 2 to 3 days before the hike. Prepare salads and vegetables on the event day, keep meat and vegetarian products separate, and do not leave chilled food unrefrigerated for more than 2 hours.

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.