Barbecue party checklist: what to arrange and when

A barbecue party runs smoothly when the practical jobs happen in the right order. Start with invitations and dietary requirements, then confirm shelter, tables, seating and barbecue equipment before shopping. Keep meat refrigerated, chill drinks and prepare salads, marinades and desserts close to the event. On the day, allow time for the tent, tables, lighting and barbecue setup before guests arrive. This checklist keeps the planning, food preparation and final clear-up together.

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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
Check the weather forecast
Reserve a party tent
Reserve extra tables
Check the barbecue
Check coolers
Check the shopping list
Do the shopping
2 people
Chill drinks
2 people
Store meat refrigerated
Wash vegetables
2 people
Cut vegetables
2 people
Prepare salads
2 people
Prepare marinades
Marinate the meat
Portion desserts
2 people
Clear the venue
2 people
Set up party tent
4 people
Set up tables
3 people
Set up chairs
3 people
Set up the barbecue
2 people
Hang lighting
2 people
Hang decorations
2 people
Set up buffet tables
2 people
Set out tableware
2 people
Set out sauces and salads
2 people

Event

Welcome guests
2 people
Serve aperitifs
2 people
Refill drinks
2 people
Light the barbecue
2 people
Grill meat and vegetables
3 people
Refill barbecue buffet
2 people
Keep diet meals separate
Serve bread and salads
2 people
Serve dessert
2 people
Provide music
Collect waste
2 people
Serve the last drinks round
2 people
See off guests
2 people

Aftercare

Store food chilled
2 people
Collect tableware
2 people
Sort waste
2 people
Wash dishes
2 people
Clear tables and chairs
3 people
Clean the barbecue
2 people
Take down the party tent
4 people
Clean the venue
3 people
Return materials
2 people
Empty and clean coolers

What to bring

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

Furniture

Party tent
Tablesqty 6
Chairsqty 45
Buffet tablesqty 2
High tablesqty 3
Tableclothsqty 8

Tableware

Platesqty 50
Dessert platesqty 50
Glassesqty 60
Coffee cupsqty 40
Forksqty 50
Knivesqty 50
Spoonsqty 50
Serving spoonsqty 8

Equipment

Barbecueqty 2
Gas cylindersqty 2
Coolersqty 4
Extension cordsqty 3
Bluetooth speaker

Kitchen

Cutting boardsqty 4
Chef's knivesqty 4
Mixing bowlsqty 5
Aluminum traysqty 10
Meat Tongsqty 3
Barbecue tongsqty 4
Oven mittsqty 3
Serving plattersqty 10

Decorations

Buntingqty 8
Table décorqty 8

Lighting

String lightsqty 4
Lanternsqty 6

Cleaning

Waste binsqty 4
Washing-up tubsqty 3
Spongesqty 6
Tea towelsqty 12
Towelsqty 6
Broom
Dustpan and brush

Catering

Groceries

Tips

Send invitations early enough to process registrations and collect dietary requirements before you shop. Use the final guest count to adjust meat, vegetables, desserts, plates and glasses.
Check the weather forecast a few days before the party. If rain is possible, reserve a party tent and extra tables before local availability becomes limited.
Check the barbecue, gas cylinders, coolers, extension cords and barbecue tools before shopping. A missing gas cylinder or pair of tongs is difficult to replace once cooking has started.
Prepare salads, chopped vegetables, marinades and marinated meat in advance, but keep meat refrigerated until it goes on the barbecue. Chill drinks in the coolers on the day of the party.
Set up the tent, tables, chairs, buffet area, lighting and decorations before guests arrive. Keep serving platters, tongs, oven mitts and aluminum trays near the barbecue so cooked food can be moved safely.

Frequently asked questions

How far in advance should I plan a barbecue party?: Send invitations around 2–3 weeks ahead so guests can register and share dietary requirements. Confirm the guest count and check equipment at least 5–7 days before the party.
When should I buy the food for a barbecue party?: Do the main shopping 1–2 days before the barbecue, once registrations and dietary requirements are known. Buy or collect meat close to the event and store it refrigerated until preparation and cooking.
How much time do I need to set up a barbecue party?: Allow at least 2–3 hours for the tent, tables, chairs, buffet area, lighting, decorations and barbecue setup. Add extra time if you need to assemble furniture or prepare food on site.
When should I prepare barbecue salads and marinades?: Prepare salads, vegetables and marinades the day before when possible, then keep them covered and chilled. Marinate meat according to the recipe, but do not leave it unrefrigerated before cooking.

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