Charcoal barbecue checklist

A charcoal barbecue runs smoothly when the guest count, food quantities and equipment are settled before the day itself. Plan the menu around how many people are eating meat or vegetarian products, then allow time for chilling, chopping and lighting the barbecue. Check the weather and the ground where everything will stand, especially if you need a party tent. This checklist puts the work in a practical order, from invitations to welcoming guests.

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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 the final number of guests
Set menu and quantities
Check the weather forecast
Reserve coolers and barbecue
Check the shopping list
Do the shopping
2 people
Chill the meat and salads
2 people
Prepare marinades and sauces
2 people
Wash and cut vegetables
2 people
Set out table decorations
Check the venue and surface
2 people
Set up party tent
4 people
Set up tables and chairs
3 people
Place barbecue safely
2 people
Hang lighting
2 people
Set up the buffet and drinks table
2 people
Chill drinks
2 people
Set out tableware and cutlery
2 people
Prepare salads and side dishes
2 people
Light the barbecue
2 people
Portion meat and vegetarian products
2 people

Event

Welcome guests
2 people
Serve aperitifs and snacks
2 people
Grill meat and vegetables
3 people
Restock the buffet
2 people
Refill drinks
Check the tables and trash
Serve coffee and tea
Chill leftovers safely
2 people
See off guests
2 people

Aftercare

Let the barbecue burn out
2 people
Collect and sort waste
3 people
Wash dishes and cutlery
3 people
Clean tables and chairs
2 people
Dismantle tent and decorations
4 people
Leave venue clean
3 people
Return materials
2 people

What to bring

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

Furniture

Party tent
Tablesqty 6
Chairsqty 32
Buffet tableqty 2
Waste binsqty 4

Equipment

Charcoal barbecueqty 2
Barbecue tongsqty 4
BBQ spatulaqty 2
Barbecue brushqty 2
Firelightersqty 2
Lighterqty 3
Coolersqty 4
Thermos flasksqty 3
Extension cordqty 2

Tableware

Platesqty 40
Bowlsqty 40
Glassesqty 50
Coffee cupsqty 35
Cutlery setsqty 40

Kitchen

Cutting boardsqty 4
Chef's knivesqty 4
Serving plattersqty 10
Serving tongsqty 8
Measuring cupsqty 2

Decorations

Tableclothsqty 6
Napkin holdersqty 6

Lighting

String lightsqty 4
Lanternsqty 4

Cleaning

Washing-up tubsqty 3
Spongesqty 6
Microfiber clothsqty 8
Trash bag holderqty 2

Catering

Groceries

Tips

Confirm the final guest number before setting food quantities, ideally several days before shopping. Ask about dietary requirements at the same time so vegetarian portions and suitable salads are not an afterthought.
Check the weather forecast 24 hours before the barbecue and again on the morning itself. A party tent only helps if the surface is suitable and the barbecue remains safely positioned away from fabric and other flammable materials.
Allow at least 45 minutes for charcoal to become ready for cooking. Light it before guests arrive, and keep barbecue tongs, a spatula, a brush, firelighters and a lighter together rather than searching for them once the food is prepared.
Chill meat, salads and drinks before setting up the buffet. Use separate serving platters and tongs for raw or uncooked food and ready-to-eat dishes, and keep cold items out of direct sun.
Set up the drinks table, buffet, tableware and waste bins before welcoming anyone. For an evening barbecue, hang string lights or place lanterns before it gets dark, because changing the setup later is difficult once cooking has started.

Frequently asked questions

How much charcoal do I need for a barbecue?: Plan roughly 1 kilogram of charcoal for every 4 to 6 guests for a typical meal, then adjust for a longer cooking session or several batches. Have the charcoal ready before the day so you can light it at least 45 minutes before serving.
When should I buy food for a charcoal barbecue?: Buy meat, vegetarian products and chilled salads no more than 1 to 2 days ahead, then refrigerate them promptly. Shop for drinks and non-perishable items earlier, and check the final guest count before buying quantities.
How early should I set up a barbecue?: Start the physical setup about 2 hours before guests arrive: place tables and chairs, check the surface, position the barbecue safely and arrange the buffet. Light the charcoal around 45 minutes before cooking, depending on the fuel and weather.
How many drinks should I plan per guest at a barbecue?: Allow about 2 to 3 drinks per person for the first hour, then roughly 1 drink per person per hour. Add extra water and non-alcoholic options, and chill them before guests arrive so the drinks table does not depend on last-minute cooling.

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