Barbecue workshop checklist: what to arrange and when

A barbecue workshop needs more than meat and a hot grill. You need a clear programme, confirmed instructors, participant information and enough workstations for everyone to prepare food safely. Start with registrations and dietary requirements, then book the venue and equipment before planning the shopping. In the final days, prepare marinades, portion ingredients and check the weather. On the day, set up tables, chairs, shelters, grills and fuel before participants arrive.

Organize this event for free with Lizzt

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
Update participant list
Confirm instructors
Reserve venue
Reserve barbecue equipment
Develop the workshop program
2 people
Print recipes and worksheets
Check the shopping list
2 people
Do the shopping
2 people
Store meat refrigerated
Wash vegetables
2 people
Prepare marinades
2 people
Portion the meat
2 people
Cut vegetables
2 people
Prepare salads
2 people
Prepare dessert
Set up workstations
2 people
Check the weather forecast
Set up tables and chairs
3 people
Build party tents
4 people
Set up workstations
3 people
Place barbecues safely
3 people
Set out fuel and fire starters
2 people
Chill drinks
2 people
Set up the buffet and drinks table
2 people
Distribute ingredients per station
3 people
Lay out crockery and cutlery
2 people
Check safety equipment
Set up the welcome table

Event

Receive participants
3 people
Explain the workshop program
Explain hygiene and safety
Light the barbecues
3 people
Demonstrate techniques
2 people
Guide participants
3 people
Serve side dishes
2 people
Serve grilled dishes
3 people
Refill drinks
2 people
Clean work tables between uses
2 people
Serve dessert and coffee
2 people
See participants off
2 people

Aftercare

Safely chill food leftovers
2 people
Let barbecues cool down
2 people
Collect and sort waste
3 people
Wash dishes and kitchen utensils
3 people
Clear tables and chairs
3 people
Clean workstations
2 people
Leave venue clean
3 people
Return the barbecues and equipment
2 people
Store leftover stock

What to bring

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

Furniture

Party tentsqty 2
Beer tablesqty 6
Work tablesqty 6
Chairsqty 36
Buffet tablesqty 2

Tableware

Reusable platesqty 40
Reusable bowlsqty 40
Reusable drinking glassesqty 50
Coffee cupsqty 35
Cutlery setsqty 40
Serving spoonsqty 10
Small bowlsqty 12

Equipment

Charcoal barbecuesqty 3
Gas barbecue
Gas cylinder
Coolersqty 4
Cooking thermometersqty 4
Wireless speaker

Kitchen

Cutting boardsqty 8
Chef's knivesqty 8
Mixing bowlsqty 8
Measuring cupsqty 4
Tongsqty 8
Spatulasqty 6
Paintbrushesqty 6
Aluminum traysqty 12
Cast iron pansqty 4
Kitchen scalesqty 2
Food warmersqty 4
Coffee machinesqty 2
Kettlesqty 2

Safety

Fire extinguishersqty 2
Heat-resistant glovesqty 6
First aid kit

Lighting

String lightsqty 4
Extension cordsqty 4

Cleaning

Waste binsqty 4
Washing-up basinsqty 3
Reusable cleaning clothsqty 12

Catering

Groceries

Tips

Collect dietary requirements when people register, not during the workshop. Use the final participant list to calculate portions and mark ingredients that need separate preparation.
Reserve grills, gas cylinders, tables and shelters early enough to check quantities and condition. For a hands-on session, plan one properly equipped workstation for each small group rather than sharing a single cutting board or pair of tongs.
Prepare marinades, salads, dessert and portioned ingredients before the event day where food safety allows. Keep meat refrigerated and use cooking thermometers so each group can check doneness instead of relying on appearance.
Check the weather forecast twice: once several days before the workshop and again on the morning itself. Put up party tents and place grills safely with enough clearance before setting out charcoal or fire starters.
Set up the teaching area before participants arrive, including printed recipes, worksheets, serving equipment and waste arrangements. Leave time to test the gas barbecue, coffee machine and wireless speaker instead of discovering a problem during the introduction.

Frequently asked questions

How far in advance should I organise a barbecue workshop?: Start planning at least 3 to 4 weeks ahead. Send invitations, collect registrations and dietary requirements, confirm instructors, reserve the venue and book barbecue equipment before buying ingredients.
When should I prepare the meat and marinades for a barbecue workshop?: Prepare marinades and portion the meat on the day before where possible, then store the meat refrigerated. Wash and cut vegetables, prepare salads and finish other chilled dishes close to serving time.
How many barbecue workstations do I need?: Plan one workstation for each small working group, with enough cutting boards, knives, mixing bowls, tongs and spatulas for simultaneous preparation. Avoid making more than 4 participants share one basic set of tools.
When should I set up the grills and party tents?: Set up tables, chairs, workstations and party tents before participants arrive, ideally 60 to 90 minutes in advance. Place the barbecues safely, check the fuel and keep fire starters separate until the cooking session begins.

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.