BBQ Battle Checklist

A BBQ battle needs more than grills and meat. You have to form teams, collect dietary requirements, set clear rules, prepare a match schedule and organise judges before the day itself. This checklist takes you from invitations and registration to chilled ingredients, scorecards, safe grill setup and the competition briefing. Use it to avoid the details that are often left until the last hour, especially power, shade, serving space and food temperature checks.

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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
Assign BBQ teams
2 people
Confirm judges
Reserve the venue
Draw up the competition rules
2 people
Create the match schedule
Check the shopping list
2 people
Do the shopping
3 people
Cool Meat and Vegetables
2 people
Prepare scorecards
Portion ingredients
3 people
Prepare marinades
2 people
Chill drinks
2 people
Inspect the site
2 people
Set up tents
4 people
Set up tables and chairs
4 people
Set up BBQs
4 people
Hang lighting
2 people
Set up the buffet and serving area
3 people
Set out ingredients
4 people
Prepare the jury table
2 people

Event

Receive participants
3 people
Explain the competition
2 people
Light the BBQs
4 people
Supervise the competition
3 people
Refill drinks
2 people
Serve dishes
4 people
Clear away dishes and trash
3 people
Collect scores
2 people
Announce the winner
2 people
Handle the final round of drinks
2 people

Aftercare

Safely extinguish the BBQs
4 people
Clean up the venue
5 people
Wash dishes
3 people
Take down tents and furniture
4 people
Take out the trash
2 people
Clean materials
3 people
Return materials
2 people

What to bring

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

Furniture

Party tentsqty 2
Tablesqty 8
Chairsqty 60
Judges' table
Buffet tablesqty 2

Equipment

Barbecue grillsqty 4
Coolersqty 4
Meat thermometersqty 4
Extension cordsqty 4
Power stripsqty 2
Bluetooth speaker

Kitchen

Cutting boardsqty 8
Chef's knivesqty 8
BBQ tongsqty 8
Serving spoonsqty 8
Mixing bowlsqty 8
Serving plattersqty 12
Aluminum traysqty 20

Tableware

Reusable platesqty 70
Reusable bowlsqty 50
Reusable glassesqty 100
Reusable cutleryqty 80

Decorations

Competition flagsqty 8
Team badgesqty 8
Scorecardsqty 40
Markersqty 12

Lighting

String lightsqty 4

Safety

Fire extinguishersqty 2
Fire blanketsqty 2
First aid kits

Cleaning

Washing-up basinsqty 3
Dish brushesqty 4
Bucketsqty 4

Catering

Groceries

Tips

Set the competition structure before assigning teams. Finalise the rules, judging criteria and match schedule at least 7 days before the event, then send each team its start time and responsibilities.
Close registrations early enough to prepare accurately. Aim to have names, team assignments and dietary requirements confirmed 5–7 days beforehand so you can portion ingredients and adjust the shopping list.
Keep cold food cold from the moment you shop. Chill meat and vegetables as soon as possible, use coolers with enough ice, and take ingredients out in batches rather than placing everything on the buffet at once.
Allow a full setup window before participants arrive. For a medium-sized battle, reserve at least 2 hours for tents, tables, chairs, grills, lighting, power connections, the buffet and the judges’ table.
Prepare judging materials before the briefing starts. Put scorecards, markers and team badges at the jury table, and keep meat thermometers, fire extinguishers, fire blankets and first aid supplies easy to reach.

Frequently asked questions

How far in advance should I organise a BBQ battle?: Start 3–4 weeks ahead if you need a venue, tents, grills or judges. Lock in teams, dietary requirements, rules and the schedule 5–7 days before the event.
How much setup time does a BBQ battle need?: Allow at least 2 hours before participants arrive. This covers the tents, tables, grills, buffet, lighting, power, ingredients and judges’ table without rushing safety checks.
When should I prepare the meat and vegetables for a BBQ battle?: Shop and chill the ingredients as close to the event as practical, preferably on the same day or the day before. Portion ingredients and prepare marinades several hours ahead, while keeping perishable food refrigerated until needed.
What equipment do judges need for a BBQ battle?: Set up one dedicated judges’ table with scorecards and markers before the briefing. Provide enough scorecards for every judging round plus a few spares, and define the scoring categories in the rules beforehand.

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.