Christmas barbecue checklist: plan it without last-minute stress

A Christmas barbecue needs more planning than a summer cookout because weather, darkness and indoor comfort all affect the setup. Start with invitations and dietary requirements, then confirm the guest count before recording portions and shopping. In the final week, check the barbecue, gas, forecast, lighting and heating. On the day, allow time for chilling drinks, preparing food, setting up the tent and tables, and creating a safe route around the barbecue.

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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
Record menu and portions
2 people
Plan vegetarian options
Check barbecue and gas
Check the weather forecast
Do the shopping
2 people
Chill drinks
Marinate the meat
2 people
Wash and cut vegetables
2 people
Make sauces and dressings
Prepare desserts
2 people
Determine the table layout
Set up party tent
3 people
Set up tables and chairs
3 people
Set up lighting and heating
2 people
Hang Christmas decorations
2 people
Set up barbecue safely
2 people
Set up cold buffet
2 people
Prepare hot dishes
3 people
Set up the coffee and tea station
Test music and lighting

Event

Welcome guests
2 people
Serve welcome drinks
2 people
Serve snacks
2 people
Light the barbecue
2 people
Grill meat and vegetables
3 people
Serve dishes
3 people
Refill drinks
Keep the buffet and tables tidy
2 people
Serve dessert and coffee
2 people
Guide farewell and coats

Aftercare

Cover food securely
2 people
Chill leftovers
2 people
Collect waste
2 people
Safely extinguish barbecue
2 people
Pre-rinse tableware
2 people
Clean tables and kitchen
2 people
Wash dishes and glasses
2 people
Take down the tent and decorations
3 people
Put furniture back
2 people
Clean the floor and terrace
2 people
Take waste to the collection point
Check and store the materials
2 people

What to bring

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

Furniture

Party tent
Tablesqty 5
Chairsqty 32
Buffet tableqty 2
Coat racksqty 2

Tableware

Dinner platesqty 36
Dessert platesqty 36
Cutlery setsqty 36
Glassesqty 48
Coffee cupsqty 36
Serving plattersqty 10
Serving tongsqty 6

Decorations

Christmas light stringsqty 4
Christmas wreathsqty 2
Table runnersqty 5
Christmas baublesqty 30
Christmas napkinsqty 40

Equipment

Barbecueqty 2
Gas cylindersqty 2
Coolersqty 3
Coffee maker
Kettle
Bluetooth speaker
Extension cordsqty 3
Power stripsqty 2

Kitchen

Cutting boardsqty 4
Chef's knifeqty 3
Mixing bowlsqty 5
Aluminum foilqty 2

Cleaning

Waste binsqty 3
Dishpanqty 2
Broomsqty 2
Mopsqty 2

Lighting

Outdoor lightsqty 4
LED candlesqty 12
Batteriesqty 16

Catering

Groceries

Tips

Confirm the final guest count at least 7 days before the barbecue. Use it to adjust meat, vegetarian portions, side dishes, desserts, plates, glasses and chairs rather than guessing on the day.
Check the barbecue, gas cylinders and connection at least 3 days beforehand. A spare cylinder is only useful if it is compatible, so verify the fitting before guests arrive.
Recheck the weather forecast 48 hours before the event and plan the party tent, heating and lighting together. Keep the barbecue outside the tent and leave clear space around it for safe movement.
Prepare cold items, sauces, vegetables and desserts earlier in the day, then leave hot dishes and the barbecue for later. Chill drinks for at least 4 hours and keep serving platters ready before cooking starts.
Test Christmas light strings, extension cords, power strips, the coffee maker, kettle and speaker before guests arrive. Put coat racks, waste bins and the coffee and tea station where people can reach them without crossing the cooking area.

Frequently asked questions

How much food do I need for a Christmas barbecue?: Plan the portions after registrations close, ideally 7 days before the event. For the first course of the meal, allow about 250–300 g of raw meat or equivalent per adult, then add separate vegetarian portions and side dishes for the confirmed guest count.
When should I check the gas for a Christmas barbecue?: Check the barbecue, gas cylinders and connections at least 3 days before the event, then check the remaining gas again on the morning itself. This gives you time to replace an empty or incompatible cylinder before food preparation begins.
How early should I set up a Christmas barbecue?: Start the outdoor setup 3–4 hours before guests arrive. Set up the tent, tables, chairs, lighting, heating and safe barbecue position first; prepare hot dishes and light the barbecue closer to serving time.
What should I do if the weather is bad for a Christmas barbecue?: Make the weather decision 48 hours before the event and confirm it again on the morning. Use the party tent for shelter, but keep the barbecue outside it, protect cables from wet areas and leave enough ventilation and walking space around the cooking equipment.

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.