City barbecue checklist: what to arrange and when

A city barbecue needs more planning than food and a grill. You need to secure the barbecue area, confirm attendance and dietary requirements, and arrange tables, chairs, shelter and power before the day itself. Use this checklist to move from bookings and invitations to shopping, food preparation and site setup. The final checks cover chilled drinks, allergen information, waste stations, lighting and a team briefing so the barbecue can start on time.

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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

Reserve the barbecue area
Send invitations
Process registrations
Collect dietary requirements
Create final guest list
Reserve tables and chairs
Check the weather forecast
Check the shopping list
Do the shopping
3 people
Chill drinks
2 people
Portion meat and vegetarian products
3 people
Prepare salads and side dishes
3 people
Set out sauces and toppings
2 people
Lay out crockery and cutlery
2 people
Check venue and power
2 people
Set up tables and chairs
4 people
Build party tents
4 people
Hang decorations
2 people
Hang lighting
2 people
Set up the barbecue
3 people
Light the coals
2 people
Set up the buffet and drink tables
3 people
Set up waste stations
2 people
Prepare allergen information
Hold team briefing
5 people

Event

Welcome guests
2 people
Serve drinks
2 people
Topping up party snacks
2 people
Operate barbecue
3 people
Restock the buffet
2 people
Refill drinks
2 people
Empty trash bins
2 people
Serve coffee and tea
2 people
Chill leftovers safely
2 people
Extinguish barbecue
2 people

Aftercare

Collect tableware
3 people
Take down tables and chairs
4 people
Take down party tents
4 people
Remove decorations and lighting
3 people
Sort and remove waste
3 people
Wash dishes
3 people
Clean the venue
4 people
Check and pack materials
3 people
Return borrowed materials
2 people
Process leftover food
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
Drink tablesqty 2
Tableclothsqty 10

Tableware

Reusable platesqty 70
Reusable bowlsqty 60
Reusable drinking glassesqty 80
Coffee cupsqty 40
Forksqty 70
Knivesqty 70
Spoonsqty 50
Serving spoonsqty 12
Pliersqty 8

Equipment

Barbecueqty 3
Coolersqty 6
Gas fire extinguisher
Extension cordsqty 4
Power stripsqty 3
Cutting boardsqty 6
Kitchen knivesqty 8

Kitchen

Aluminum grill traysqty 12
Mixing bowlsqty 8
Serving plattersqty 12
Serving trays with lidsqty 8
Ice packsqty 24
Kitchen scale
Meat thermometerqty 2

Decorations

Buntingqty 6
Table décorqty 8

Lighting

String lightsqty 6
Battery lanternsqty 8

Cleaning

Waste binsqty 6
Waste sorting binsqty 3
Handwashing station
Cleaning bucketsqty 3
Broomqty 2
Dustpan and brushqty 2
Mopsqty 3

Catering

Groceries

Tips

Book the barbecue area before sending invitations, then allow time to process registrations and create a final guest list. Confirm dietary requirements before you portion meat, vegetarian products and side dishes.
Check the weather forecast several days ahead, not just on the morning. If rain is possible, make sure the party tent, tables, chairs and lighting can be installed safely in the available space.
Do the shopping after checking the final guest list and shopping list. Chill drinks early enough to cool them fully, and keep ice packs or coolers ready for food that must stay cold.
Check the venue’s power supply before bringing extension cords, power strips or lighting. Keep the barbecue, gas fire extinguisher and power cables positioned so guests cannot trip over them.
Set up the buffet and drink tables separately, with serving spoons, tongs and allergen information visible. Hold the team briefing before lighting the coals so everyone knows who handles food, drinks, waste and safety.

Frequently asked questions

How far in advance should I plan a city barbecue?: Reserve the barbecue area and send invitations at least 3 to 4 weeks ahead. This gives you time to process registrations, collect dietary requirements and reserve tables and chairs.
When should I check the guest list for a city barbecue?: Check registrations about 7 days before the barbecue and create the final guest list 2 to 3 days beforehand. Use that list to confirm shopping quantities and food portions.
When should I prepare the food for a city barbecue?: Prepare salads, side dishes and portions on the day of the barbecue, allowing roughly 2 to 3 hours before guests arrive. Chill drinks and keep prepared food cold until the buffet is ready.
How early should I arrive to set up a city barbecue?: Allow at least 2 hours for setup. Tables, chairs, tents, decorations, lighting, waste stations and the barbecue all need to be checked before lighting the coals and opening the buffet.

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