Barbecue picnic checklist

A barbecue picnic needs more planning than buying meat and bringing a grill. You need to reserve the picnic area, confirm guest numbers and dietary requirements, and arrange shelter, seating, cooling and serving equipment. Work through the plan in order: confirm the group first, shop and prepare the food next, then transport and set up everything at the venue. Allow extra time for charcoal barbecues, food labels, ice, borrowed items and cleaning supplies, because these are easy to overlook until guests arrive.

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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

Reserve picnic area
Send invitations
Process registrations
Collect dietary requirements
Confirm vegetarian options
Confirm number of guests
Check the weather forecast
Check the shopping list
Do the shopping
2 people
Pick up borrowed items
2 people
Prepare salads
3 people
Portion meat and vegetables
2 people
Prepare marinades
2 people
Chill drinks
2 people
Pack up supplies and materials
2 people
Charge batteries and speakers
Make food labels

Event

Bring materials to the venue
3 people
Check the picnic area
2 people
Set up tables and chairs
4 people
Build party tents
4 people
Spread out picnic blankets
2 people
Set up the buffet and bar
3 people
Set out tableware and cutlery
2 people
Hang decorations
2 people
Set up waste stations
2 people
Set out drinks with ice
2 people
Set up barbecues safely
3 people
Light the barbecues
2 people
Welcome guests
3 people
Explain barbecue safety
Serve snacks and salads
3 people
Grill meat and vegetables
4 people
Grill vegetarian dishes
2 people
Refill dishes and buffet
2 people
Refill drinks
2 people
Serve coffee and tea
2 people
Collect waste along the way
2 people

Aftercare

Pack leftover food safely
2 people
Let barbecues cool down
2 people
Take down tables and chairs
4 people
Take down tents and decorations
4 people
Gather tableware and kitchen supplies
3 people
Take waste to the collection point
2 people
Leave picnic area clean
3 people
Clean items at home
3 people
Return borrowed items
2 people
Send thank-you message

What to bring

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

Furniture

Party tentsqty 2
Folding tablesqty 6
Folding chairsqty 45
Picnic blanketsqty 8
Tablecloth setsqty 6

Tableware

Reusable platesqty 60
Reusable bowlsqty 50
Reusable cupsqty 60
Cutlery setsqty 60
Serving plattersqty 8
Serving tongsqty 6
Serving spoonsqty 4

Equipment

Charcoal barbecuesqty 2
Coolersqty 4
Portable speaker
Meat thermometersqty 2
Table lanternsqty 8

Kitchen

Cutting boardsqty 4
Chef's knivesqty 6
Mixing bowlsqty 6
BBQ tongsqty 6
BBQ spatulasqty 4
Oven mittsqty 4
Ice packsqty 16

Catering

Drink dispensersqty 2
Chillable food traysqty 12
Label holdersqty 12
Water jugsqty 6
Thermos flasksqty 4
Reusable serving traysqty 4
Groceries

Decorations

Buntingqty 4
Table decorationsqty 6

Cleaning

Cleaning clothsqty 8
Cleaning bucketsqty 2
Dish brushesqty 3
Hand sanitizer bottlesqty 3

Tips

Confirm the final guest count and dietary requirements before shopping. Use the number of guests to portion meat and vegetables, and prepare clearly labelled vegetarian options rather than leaving substitutions until the day.
Check the weather forecast several days ahead and again on the morning of the picnic. Party tents, picnic blankets and table lanterns should be ready before you transport food and drinks, not gathered during setup.
Chill drinks in coolers with ice packs before leaving. For the first hour, allow roughly two to three drinks per person, then add water and soft drinks separately so non-alcoholic options do not run out first.
Pack serving equipment with the food rather than with general decorations. Reusable plates, bowls, cups, cutlery, serving tongs and spoons are commonly forgotten when the focus is on charcoal and ingredients.
Plan the last 30 minutes before guests arrive for setup checks. Test the portable speaker, place food labels, check the barbecue area, and keep cleaning cloths, buckets and dish brushes where everyone can find them.

Frequently asked questions

How much food do I need for a barbecue picnic?: For a mixed group, plan about 250–350 g of raw meat or vegetarian grill food per adult, plus salads, bread and other sides. Add around 10% extra if guests will be outdoors for several hours or if children and adults are sharing the same food.
How many drinks should I buy for a barbecue picnic?: For the first hour, allow two to three drinks per person, then about one drink per person per hour. Include water and soft drinks separately, and chill them in coolers with ice packs before leaving.
When should I check the weather for a barbecue picnic?: Check the forecast three to five days before the picnic so you can arrange party tents and protect food and equipment. Check again on the morning of the event before loading supplies and travelling to the picnic area.
How early should I arrive to set up a barbecue picnic?: Arrive at least 90 minutes before guests if you need to build party tents, arrange tables and chairs, spread blankets and set up the buffet. Allow another 30 minutes if the picnic area or borrowed equipment needs checking first.

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