Chicken Barbecue Checklist

A chicken barbecue needs more planning than buying chicken and lighting the grill. This checklist takes you from invitations and dietary requirements to chilled drinks, safe grill placement and the final buffet setup. Plan the menu and portions early, then leave enough time for marinating, preparing salads and keeping raw chicken refrigerated. On the day, set up tents, tables and equipment before guests arrive so cooking and serving do not compete for your attention.

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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 menu and portions
2 people
Reserve BBQs
Reserve party tents
Check the weather forecast
Create final guest list
Check the shopping list
2 people
Do the shopping
3 people
Store meat refrigerated
2 people
Marinate chicken
3 people
Wash and cut vegetables
3 people
Prepare salads
3 people
Make sauces and dressings
2 people
Set out tableware and supplies
2 people
Build party tents
4 people
Set up tables and chairs
4 people
Set up the buffet and drink tables
3 people
Hang up decorations
2 people
Chill drinks
2 people
Position BBQs safely
3 people
Light the charcoal
2 people
Set out cold dishes
3 people

Event

Welcome guests
3 people
Serve drinks
2 people
Place chicken on the BBQ
3 people
Serve chicken and side dishes
4 people
Check that the chicken is cooked through
2 people
Refill drinks
2 people
Restock the buffet
2 people
Collect trash and empty bottles
2 people
Serve coffee and tea
2 people
See off guests
2 people

Aftercare

Let the BBQs cool down
2 people
Store leftovers safely
2 people
Clear tables and chairs
4 people
Take down party tents
4 people
Wash dishes
3 people
Clean the kitchen
2 people
Clean the grounds
3 people
Take out the trash
2 people
Clean BBQs
2 people
Return materials
2 people

What to bring

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

Furniture

Party tentsqty 2
Tablesqty 6
Chairsqty 45
Buffet tablesqty 2

Tableware

Platesqty 50
Bowlsqty 50
Glassesqty 60
Coffee cupsqty 45
Forksqty 50
Knivesqty 50
Spoonsqty 50
Serving spoonsqty 12
Serving bowlsqty 10

Equipment

Barbecue grillsqty 3
Coolersqty 4
Coffee machinesqty 2
Kettlesqty 2
Meat thermometersqty 3
Extension cordsqty 3
Power stripsqty 3

Kitchen

Cutting boardsqty 6
Chef's knivesqty 4
Mixing bowlsqty 6
Serving traysqty 8
Aluminum grill traysqty 6

Lighting

String lightsqty 4
LED lanternsqty 6

Decorations

Tableclothsqty 8
Buntingqty 4

Cleaning

Waste binsqty 4
Bucketsqty 3
Dustpan and brushqty 2
Fire extinguisher
Fire blanket

Catering

Groceries

Tips

Confirm dietary requirements before you finalise the menu. Use the final guest list to calculate chicken, salads, sauces and drinks, then check the shopping list before you leave.
Marinate the chicken far enough ahead for the flavour to develop, but keep it refrigerated throughout. Prepare vegetables, salads, sauces and dressings in separate covered containers so the buffet is quick to assemble.
Do not leave BBQ reservations, party tents or weather checks until the last day. Check the forecast several days ahead and have the tents, tables and chairs ready before food preparation starts.
Place the BBQs on a stable, well-ventilated surface away from tents, tablecloths and guest traffic. Keep meat thermometers nearby and use separate boards and utensils for raw chicken and ready-to-eat food.
Set up the buffet and drinks tables before lighting the charcoal. Chill drinks in coolers, put serving bowls and spoons in position, and keep cold dishes covered until guests are ready to eat.

Frequently asked questions

How much chicken do I need per guest for a barbecue?: Plan around 250 to 350 grams of boneless chicken per adult, or 350 to 500 grams if the chicken includes bones. Add extra portions when the barbecue is the main meal and there are few substantial side dishes.
When should I marinate chicken for a barbecue?: Marinate chicken for at least 2 hours and, for most cuts, up to 24 hours in the refrigerator. Do not marinate it at room temperature, and keep raw chicken separate from salads and serving dishes.
When should I set up a chicken barbecue?: Set up tents, tables, chairs, buffet tables and drink coolers at least 2 hours before guests arrive. Light the charcoal only when the cooking area is ready and you have enough time to let it heat properly.
How do I keep chicken safe at an outdoor barbecue?: Keep raw chicken refrigerated until it goes on the grill and check the thickest pieces with a meat thermometer. Serve cooked chicken promptly, keep cold salads chilled, and do not leave perishable food outside for more than 2 hours.

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