Charity barbecue checklist: what to arrange and when

A charity barbecue needs two plans running together: a reliable meal for your guests and a clear way to collect donations. Start by confirming the date, location and fundraising method, then organise registrations, dietary information and volunteer roles. In the final week, check food, chilled storage, tables, shelter and the donation point. On the day, allow enough time for tents, barbecue workstations, buffet service, lighting and waste points before guests arrive.

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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

Confirm date and location
2 people
Determine goal and donation method
2 people
Reserve party tent and tables
Send invitations
2 people
Process registrations
Collect dietary requirements
Assign tasks to volunteers
2 people
Create donation board and QR code
Confirm registrations
Check the shopping list
2 people
Do the shopping
3 people
Keep meat and vegetarian products chilled
2 people
Prepare vegetables and salads
3 people
Set out sauces and bread
2 people
Chill drinks
2 people
Sort the dishes and cutlery
2 people
Check the weather forecast
Check the venue and surface
2 people
Build party tents
4 people
Set up tables and chairs
3 people
Set up barbecue and worktables
3 people
Hang lighting
2 people
Hang up decorations
2 people
Set up buffet and donation point
2 people
Check toilet and waste points

Event

Light the barbecue
2 people
Welcome guests
3 people
Register donations
2 people
Hand out drinks
2 people
Refill drinks
2 people
Serve salads and bread
2 people
Prepare barbecue dishes
3 people
Serve barbecue dishes
3 people
Restock the buffet
2 people
Clear away dishes
2 people
Process final donations
2 people
Safely extinguish barbecue
2 people

Aftercare

Take down tables and chairs
4 people
Take down party tents
4 people
Collect and sort waste
3 people
Wash dishes and kitchen equipment
3 people
Clean the venue
3 people
Dry and inventory materials
2 people
Return borrowed materials
2 people
Transfer the donation amount
2 people

What to bring

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

Furniture

Party tentqty 2
Foldable tablesqty 8
Folding chairsqty 60
Buffet tablesqty 3
High tablesqty 4
Waste binsqty 4

Tableware

Reusable platesqty 60
Reusable bowlsqty 30
Reusable cupsqty 100
Knivesqty 60
Forksqty 60
Spoonsqty 40
Serving spoonsqty 8
Pliersqty 6

Equipment

Barbecueqty 2
Gas cylindersqty 2
Coolersqty 4
Extension cordsqty 3
Power stripsqty 3
Thermos flasksqty 4

Kitchen

Cutting boardsqty 4
Chef's knifeqty 3
Mixing bowlsqty 5
Aluminum traysqty 10
Ice packsqty 12

Decorations

Tableclothsqty 8
Buntingqty 6
Balloonsqty 50
Donation board
QR code signqty 2

Lighting

String lightsqty 4
Battery lanternsqty 6

Cleaning

Washing-up tubsqty 3
Cleaning bucketsqty 2
Broom and dustpanqty 2
Floor squeegee

Catering

Groceries

Tips

Set the donation method before invitations go out. Put the donation board and QR code where guests will see them as they enter and again near the buffet.
Close registrations early enough to shop accurately. Confirm the final guest count and dietary requirements before buying meat, vegetarian products, salads, bread and sauces.
Keep chilled food separate from drinks where possible. Prepare coolers and ice packs before shopping, and move meat and vegetarian products into cold storage as soon as they arrive.
Plan at least two setup hours before serving starts. Use this time for the party tents, tables, chairs, barbecue, worktables, buffet, lighting and donation point.
Assign one volunteer to monitor the barbecue and another to watch drinks, buffet supplies and waste. This prevents the cooks from having to leave hot food unattended or search for missing serving utensils.

Frequently asked questions

How far in advance should I plan a charity barbecue?: Confirm the date, location and donation method at least 6 weeks ahead. Send invitations early enough to collect registrations and dietary requirements, then confirm the final numbers about 7 days before the barbecue.
How many volunteers do I need for a charity barbecue?: For a small event, plan at least 4 volunteers: one for the barbecue, one for food preparation and replenishment, one for drinks and one for donations and guest support. Add more people if guests arrive in shifts or the food service lasts longer than 2 hours.
When should I buy food for a charity barbecue?: Check the shopping list after registrations are confirmed, preferably 2 to 3 days before the event. Buy meat, vegetarian products and other chilled food as close to the barbecue as practical, then keep everything chilled until preparation and cooking.
How much time is needed to set up a charity barbecue?: Allow at least 2 hours for setup, and 3 hours if you need to build party tents, arrange lighting or work on an unfamiliar venue. Complete a weather and surface check before setting up tables, chairs and the barbecue.

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.