BBQ workshop checklist: plan it in the right order

A BBQ workshop needs more than meat, charcoal and a table. You need time to confirm attendees, collect dietary requirements, choose recipes, prepare ingredients and arrange safe workstations before anyone starts cooking. This checklist follows the practical order: registrations first, shopping and preparation next, then the site setup on the day. It also helps you spot commonly missed details, such as indoor cover, coolers, thermometers and enough space for several people to work at once.

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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
Confirm participant list
Select BBQ recipes
2 people
Set up workstations
2 people
Confirm reservations
Check the weather forecast
Arrange an indoor backup
2 people
Do the shopping
2 people
Check meat and vegetables
2 people
Sort dry goods
Marinate the meat
2 people
Cut vegetables
2 people
Prepare Sauces
Fill coolers
2 people
Inspect venue
2 people
Build party tents
4 people
Set up tables
3 people
Set up chairs
3 people
Set up workstations
3 people
Set up barbecue area
3 people
Set out tableware and cutlery
2 people
Lay out ingredients
3 people
Chill drinks
2 people
Set up coffee station
Prepare safety equipment
2 people
Set up the reception table

Event

Receive participants
2 people
Serve welcome drinks
2 people
Give safety instructions
2 people
Explain workstations
2 people
Light the barbecue
2 people
Demonstrate marinades
2 people
Guide participants
3 people
Prepare side dishes
3 people
Grill meat and vegetables
3 people
Restock the food table
2 people
Serve dinner
3 people
Refill drinks
2 people
Serve coffee and tea
Serve dessert
2 people
See participants off
2 people

Aftercare

Cool food safely
2 people
Let the barbecue cool down
2 people
Collect waste
3 people
Wash dishes
3 people
Clear tables and chairs
4 people
Clean workstations
3 people
Clean the venue
3 people
Pack up materials
3 people
Take down party tents
4 people
Return borrowed materials
2 people

What to bring

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

Furniture

Party tentqty 2
Tablesqty 8
Chairsqty 50
Buffet tablesqty 3
Waste binsqty 4

Equipment

Barbecuesqty 3
Gas burnersqty 2
Coolersqty 4
Coffee maker
Kettle
Kitchen scaleqty 2
Digital thermometersqty 3

Kitchen

Cutting boardsqty 8
Chef's knivesqty 8
Mixing bowlsqty 8
Measuring cupsqty 4
Pliersqty 8
Spatulasqty 6
Paintbrushesqty 6
Aluminum traysqty 12
Baking dishesqty 4
Serving spoonsqty 8

Tableware

Platesqty 60
Dessert platesqty 60
Drinking glassesqty 70
Coffee cupsqty 50
Cutlery setsqty 60
Serving plattersqty 12
Sauce bowlsqty 8

Cleaning

Washing-up basinsqty 6
Spongesqty 10
Dish brushesqty 4
Cleaning bucketsqty 4
Rubber glovesqty 6
Hand brush and dustpanqty 2

Safety

Fire extinguishersqty 2
Fire blanketsqty 2
Heat-resistant glovesqty 6
Cold packsqty 4

Decorations

Tableclothsqty 8
Menusqty 8
Name badgesqty 50
Pensqty 10

Lighting

String lightsqty 4
Battery lanternsqty 4

Catering

Groceries

Tips

Close registrations and confirm the final participant list before shopping. Use the confirmed number to plan recipe quantities, workstation space, plates, glasses and seating rather than relying on the invitation count.
Choose the BBQ recipes before buying ingredients, then check the list against dietary requirements. Marinate meat and cut vegetables in advance, but keep raw meat separate from ready-to-eat food and use separate boards or utensils.
Inspect the location at least one day before the workshop. Check where the barbecues, gas burners, tables, coolers, waste bins and washing-up basins will go, and arrange an indoor backup before the forecast becomes a problem.
Set up one workstation per practical cooking group, with ingredients, mixing bowls, measuring cups, knives, boards, tongs, spatulas and digital thermometers within reach. Leave clear routes between the workstations, cooking area and serving tables.
Chill drinks and fill the coolers before guests arrive, then set out serving platters, sauce bowls, plates, cutlery and glasses. Keep coffee equipment and the kettle in a separate drinks area so the cooking stations do not become crowded.

Frequently asked questions

How far in advance should I plan a BBQ workshop?: Start invitations and registrations at least 3 to 4 weeks before the workshop. Confirm the final participant list, dietary requirements and reservations about 7 days beforehand so you can shop and assign workstations accurately.
When should I marinate the meat for a BBQ workshop?: Marinate the meat according to the recipe, usually between 2 and 24 hours before cooking. Prepare vegetables and sauces on the day before where possible, and store everything chilled in labelled containers.
How many workstations do I need for a BBQ workshop?: Plan one workstation for each cooking group, with enough table space for ingredients and tools. As a practical starting point, allow about 1.5 metres of working table per group and keep at least one clear route to the barbecues.
What should I do if it rains during a BBQ workshop?: Check the weather forecast 48 hours before the event and make the indoor decision no later than the previous day. Party tents can provide cover, but prepare an indoor backup with tables, cooking equipment, ventilation and enough space for participants to work safely.

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.