Barbecue tasting checklist: what to arrange and when

A barbecue tasting needs more planning than a single grill meal. You need to collect dietary requirements, decide how many tasting rounds you will serve, and order enough meat and vegetarian options without losing track of refrigeration. This checklist takes you from invitations and menu planning to safe barbecue placement, chilled drinks and prepared tasting portions. Use it to schedule the work, especially the jobs that are easy to leave until the guests are already arriving.

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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
Determine menu and tasting rounds
2 people
Order meat and vegetarian options
Check the barbecues and gas
2 people
Check the weather forecast
Do the shopping
2 people
Store meat refrigerated
Wash and cut vegetables
2 people
Prepare marinades and sauces
2 people
Prepare desserts and salads
2 people
Fill coolers
2 people
Check the venue
2 people
Build party tents
4 people
Set up tables and chairs
3 people
Place barbecues safely
2 people
Hang lighting
2 people
Set up the buffet and serving area
2 people
Lay out crockery and cutlery
2 people
Chill drinks
2 people
Prepare tasting portions
3 people
Check charcoal and gas
2 people

Event

Light the barbecues
2 people
Welcome guests
2 people
Serve the first tasting round
3 people
Refill drinks
2 people
Collect tableware and waste
2 people
Serve round two of the tasting
3 people
Serve vegetarian dishes
2 people
Refill salads and bread
2 people
Serve round three of tastings
3 people
Serve dessert and coffee
2 people
Extinguish barbecues safely
2 people

Aftercare

Clear tables and chairs
3 people
Sort and remove waste
2 people
Wash the dishes and kitchenware
2 people
Clean the venue
3 people
Clean the barbecues
2 people
Check and store the materials
2 people
Return borrowed items

What to bring

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

Furniture

Party tentsqty 2
Beer tablesqty 6
Chairsqty 45
Buffet tablesqty 3
Tableclothqty 9

Tableware

Reusable platesqty 60
Reusable bowlsqty 45
Reusable glassesqty 80
Coffee cupsqty 45
Knivesqty 60
Forksqty 60
Spoonsqty 60
Serving spoonsqty 12

Equipment

Barbecuesqty 3
Gas cylindersqty 3
Coolersqty 4
Coffee maker
Kettle
Extension cordsqty 3

Kitchen

Cutting boardsqty 4
Chef's knifeqty 3
Mixing bowlsqty 6
Serving plattersqty 10
Meat Tongsqty 6
Aluminum traysqty 12
Kitchen scale
Cooling racksqty 3

Decorations

Buntingqty 8
Table décorqty 6

Lighting

String lightsqty 6
Lanternsqty 6

Cleaning

Waste binsqty 4
Waste sorting binsqty 3
Broomqty 2
Litter picker
Bucketsqty 3

Catering

Groceries

Tips

Set the menu and tasting rounds before ordering food. Plan each round as a small portion rather than a full plate, and use the registrations and dietary requirements to calculate meat and vegetarian quantities.
Check the barbecues, gas cylinders and extension cords before shopping day. Test each barbecue early enough to replace or refill equipment before guests arrive, rather than discovering a problem when it is time to light the grills.
Keep raw meat refrigerated until it is needed and prepare vegetables, marinades and sauces separately. Fill the coolers and chill drinks several hours before serving; warm drinks are easy to forget when food preparation takes over.
Plan the setup in two stages: put up party tents, tables, chairs and lighting first, then place the barbecues safely away from guests and serving areas. Leave clear access between the grills, buffet tables and seating.
Prepare tasting portions only after the barbecues are ready and the buffet is arranged. Lay out reusable plates, bowls, glasses, cutlery and serving spoons in advance, and keep separate tongs available for meat and vegetarian food.

Frequently asked questions

How much food do I need for a barbecue tasting?: Plan smaller portions for each tasting round instead of serving a full barbecue meal every time. As a starting point, allow about 250–350 g of total food per adult across the whole tasting, then adjust for sides, desserts and the number of rounds.
When should I order meat for a barbecue tasting?: Confirm registrations and dietary requirements before placing the order, ideally at least 5–7 days before the event. Buy or collect fresh meat close enough to the event that it can stay refrigerated safely until preparation.
How far in advance should I chill drinks for a barbecue?: Put drinks in coolers at least 3–4 hours before guests arrive. Add ice or cooling elements shortly before serving and keep a separate cooler available so opening drinks does not warm the food storage.
When should I check the weather for an outdoor barbecue tasting?: Check the forecast about 48 hours before the event and again on the morning itself. That gives you time to build party tents, adjust the layout and protect the buffet, lighting and equipment if conditions change.

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Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.