BBQ masterclass checklist: what to arrange and when

A BBQ masterclass needs more than meat and a grill. You need a clear programme, confirmed numbers, dietary information, safe cooking stations and enough time for preparation. Use this checklist to work from the first planning decisions through shopping, food preparation and venue setup. Pay particular attention to refrigeration, core thermometers, fuel, fire safety and the practical flow between workstations, cooking areas and tables.

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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

Set the date and program
Reserve venue and BBQs
Send invitations
Process registrations
Collect dietary requirements
Confirm participant list
Develop menu and recipes
2 people
Set up workstations
Check material stock
2 people
Check the shopping list
Test BBQ equipment
2 people
Prepare name badges
Do the shopping
2 people
Store meat refrigerated
2 people
Wash and cut vegetables
2 people
Make marinades and rubs
2 people
Prepare desserts
2 people
Fill coolers
2 people
Check the venue
2 people
Set up tables and chairs
3 people
Build party tents
3 people
Set up workstations
3 people
Set up BBQs safely
3 people
Check fire safety
2 people
Set out ingredients
3 people
Chill drinks
2 people
Set out coffee and tea
Set up the reception table
2 people

Event

Receive participants
2 people
Hand out name badges
Serve welcome drinks
2 people
Explain hygiene and safety
Demonstrate BBQ techniques
2 people
Have participants make marinades
3 people
Check prepared dishes
2 people
Supervise the first grilling round
3 people
Serve side dishes
2 people
Refill drinks
2 people
Assist the second grilling round
3 people
Serve dessert
2 people
Serve coffee and tea
2 people
Answer final questions
See participants off
2 people

Aftercare

Cool food safely
2 people
Collect waste
3 people
Let the BBQs cool down
2 people
Wash dishes and cutlery
3 people
Clear tables and chairs
3 people
Clean workstations
3 people
Leave venue clean
2 people
Empty and clean coolers
2 people
Process leftover food
2 people
Check and dry materials
2 people
Return borrowed materials
2 people

What to bring

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

Furniture

Party tentqty 2
Foldable tablesqty 6
Folding chairsqty 30
Buffet tablesqty 2
Tableclothsqty 8
Work tablesqty 6

Tableware

Reusable platesqty 36
Reusable bowlsqty 30
Reusable glassesqty 40
Coffee cupsqty 30
Knivesqty 36
Forksqty 36
Spoonsqty 36
Serving spoonsqty 12
Cutting boardsqty 8

Equipment

Charcoal barbecuesqty 4
Gas barbecue
Gas cylindersqty 2
Core thermometersqty 4
BBQ tongsqty 8
BBQ spatulasqty 6
BBQ brushesqty 6
BBQ glovesqty 6
Fire startersqty 4
Coolersqty 4
Extension cordsqty 3
Power stripsqty 3

Kitchen

Large mixing bowlsqty 8
Measuring cupsqty 4
Kitchen knivesqty 8
Serving traysqty 6
Aluminum traysqty 12
Kitchen scalesqty 2
Kitchen timersqty 4

Catering

Water dispensersqty 2
Thermos flasksqty 4
Ice packsqty 20
Groceries

Decorations

Name badgesqty 30
Napkin holdersqty 6
Menusqty 6

Lighting

String lightsqty 4
LED lanternsqty 6

Cleaning

Waste binsqty 6
Dishpanqty 3
Cleaning clothsqty 12

Safety

Fire extinguishersqty 2
Buckets of fire waterqty 3
First aid kit

Tips

Confirm registrations and dietary requirements before finalising the menu. Use the confirmed participant list to calculate ingredients, workstations, seating and the number of name badges.
Test every barbecue, gas cylinder, extension cord and power strip before the masterclass. Do this at least 2–3 days in advance, rather than discovering a faulty connection during setup.
Prepare marinades, rubs, washed vegetables and desserts in advance, but keep meat refrigerated until needed. Fill the coolers shortly before participants arrive and keep raw and ready-to-eat food separate.
Set up workstations with cutting boards, kitchen knives, mixing bowls, measuring cups and serving tools before laying out ingredients. Give each station enough working space so participants are not passing hot equipment over one another.
Complete the venue and fire-safety check before the class starts. Place BBQs on a stable surface, keep combustible items away from heat, and make sure gloves, tongs, spatulas, brushes and fire starters are easy to reach.

Frequently asked questions

How far in advance should I plan a BBQ masterclass?: Set the date, programme and venue at least 4–6 weeks beforehand. Send invitations early enough to collect registrations and dietary requirements before you finalise the menu and shopping list.
How many BBQs do I need for a masterclass?: Plan the number of BBQs around your workstations and participant groups, not just the total guest count. A practical starting point is one cooking station for every 4–6 participants, then confirm that each station has its own tools and safe access.
When should I buy and prepare the food for a BBQ masterclass?: Do the main shopping 1–2 days before the class, then store meat refrigerated immediately. Wash and cut vegetables, prepare marinades and rubs, and make desserts in advance; fill coolers shortly before the event.
What should I check before using BBQ equipment at an event?: Test charcoal and gas BBQs, gas cylinders, thermometers and electrical equipment at least 2–3 days before the class. On the day, check stable placement, ventilation, fuel, fire-safety arrangements and clear paths around every cooking station.

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.