Barbecue lunch checklist

A barbecue lunch works best when the preparation is finished before guests arrive. Start with invitations and dietary requirements, then confirm numbers so you can calculate food, drinks, seating and equipment. The final day is mostly about chilling drinks, preparing salads and marinades, setting up the buffet and placing the barbecues safely. This checklist also covers the details people often leave too late, such as shelter, extension cords, serving utensils and clearly marked waste bins.

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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
Confirm number of guests
Determine menu and quantities
2 people
Reserve barbecues
Arrange extra tables and chairs
Check the weather forecast
Do the shopping
2 people
Check materials
2 people
Chill drinks
2 people
Wash fruits and vegetables
2 people
Marinate meat and vegetarian dishes
2 people
Prepare salads
2 people
Portion the dessert
Set up tables and chairs
3 people
Build party tents
3 people
Place barbecues safely
2 people
Set up the buffet and drinks station
2 people
Lay out crockery and cutlery
2 people
Hang up decorations
2 people
Take ingredients out of refrigeration
2 people
Light the barbecues
2 people
Restock the buffet before opening
2 people

Event

Welcome guests
2 people
Grill meat and vegetables
3 people
Serve dishes and salads
2 people
Serve dietary meals separately
Refill drinks
2 people
Serve coffee and tea
Serve dessert and fruit
2 people
Collect used dishes
2 people
Serve last round of drinks
See off guests
2 people

Aftercare

Pack leftovers safely
2 people
Let barbecues cool down
2 people
Collect and sort waste
3 people
Clear tables and chairs
3 people
Wash dishes and cutlery
2 people
Clean the venue
3 people
Remove decorations
2 people
Return materials
2 people
Empty and dry coolers
Store leftover stock

What to bring

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

Furniture

Tablesqty 6
Chairsqty 45
Party tentsqty 2
Buffet tablesqty 2
Tablecloth clipsqty 24

Tableware

Reusable platesqty 50
Reusable bowlsqty 50
Reusable glassesqty 60
Coffee cupsqty 40
Cutlery setsqty 50
Serving plattersqty 10
Serving tongsqty 6

Kitchen

Cutting boardsqty 4
Chef’s knives and bread knivesqty 6
Mixing bowlsqty 4
Measuring cupsqty 2
Aluminum traysqty 8
Meat thermometersqty 2

Equipment

Barbecuesqty 2
Coolersqty 3
Coffee maker
Kettlesqty 2
Extension cordsqty 2
Power stripsqty 2

Lighting

String lightsqty 4

Decorations

Table décorqty 8
Party buntingqty 6
Menusqty 6
Waste signsqty 4

Cleaning

Waste binsqty 4
Bucketsqty 3
Dish brushesqty 3
Reusable cleaning clothsqty 12

Catering

Groceries

Tips

Confirm the guest count and dietary requirements before buying food. Use the final number to plan meat, vegetarian dishes, salads, dessert and drinks rather than shopping by guesswork.
Check the weather forecast at least 48 hours before lunch. If rain or strong sun is possible, arrange party tents, secure tablecloths with clips and keep a dry route between the food and seating areas.
Plan the barbecue layout before lighting anything. Keep barbecues away from tents, walls and busy walkways, and check that extension cords and power strips cannot become trip hazards.
Prepare cold food in advance, but keep ingredients refrigerated until needed. Chill drinks before guests arrive, and take meat and other barbecue ingredients out of refrigeration only shortly before cooking.
Set up the buffet and drinks station with enough serving platters, tongs, plates, bowls and glasses for the full group. Put waste bins and waste signs where guests can see them, so cleanup does not depend on one person.

Frequently asked questions

How far in advance should I send barbecue lunch invitations?: Send invitations about 3 to 4 weeks before the lunch, especially if guests need to plan around a weekend. Ask for dietary requirements and registrations with a clear reply deadline, then confirm the final number several days before shopping.
How much food do I need for a barbecue lunch?: For a lunch of around 2 to 3 hours, plan roughly 250 to 350 grams of barbecue food per adult, including meat and vegetarian options, plus 150 to 200 grams of salads or side dishes. Adjust the quantities for children, large appetites and the amount of dessert served.
When should I start preparing a barbecue lunch?: Do shopping and equipment checks 1 to 2 days beforehand. On the day, allow at least 2 hours for washing produce, preparing salads and marinades, setting up tables and chairs, arranging the buffet and preparing the drinks station.
How do I set up barbecues safely for a lunch party?: Place each barbecue on a stable surface at least several feet away from tents, decorations and seating, with a clear working area around it. Set them up before guests arrive, keep buckets nearby and route extension cords away from walking paths.

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.