Client barbecue checklist: what to arrange and when

A client barbecue needs more than meat, drinks and a few tables. You need a confirmed guest count, dietary information, enough cooling capacity and a layout that keeps the BBQs, buffet and bar moving safely. Work backwards from guest arrival: confirm suppliers and equipment first, then buy and portion food, and leave setup time for tents, seating, lighting and music. This checklist gives you a practical order for organising the day and highlights details that are often left too late.

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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
Reserve suppliers
Determine the final number of guests
Reserve tables and chairs
Reserve BBQs and coolers
Finalize the menu and allergens
2 people
Create Site Layout
Check the weather forecast
Print guest list and dietary list
Do the shopping
2 people
Pick up drinks and chilled products
2 people
Portion meat and vegetarian products
2 people
Prepare sauces and salads
2 people
Check tableware and materials
2 people
Check venue and toilets
Build party tents
4 people
Set up tables and chairs
3 people
Set up bar and buffet
3 people
Position BBQs safely
2 people
Hang decorations
2 people
Test music and lighting

Event

Light the BBQs
2 people
Welcome guests
3 people
Serve aperitifs and snacks
2 people
Grill barbecue dishes
3 people
Restock the buffet
2 people
Refill drinks
2 people
Collect tableware and waste
2 people
Serve coffee and tea
See off guests
2 people

Aftercare

Safely extinguish the BBQs
2 people
Store leftovers refrigerated
2 people
Sort and remove waste
3 people
Wash the dishes and kitchenware
3 people
Clean the venue and furniture
3 people
Take down party tents
4 people
Check and pack materials
2 people
Return borrowed materials
2 people

What to bring

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

Furniture

Party tentsqty 2
Beer tablesqty 6
Chairsqty 48
Buffet tablesqty 3
Bar stoolsqty 6

Tableware

Dinner platesqty 60
Dessert platesqty 50
Cutlery setsqty 60
Drinking glassesqty 60
Wine glassesqty 40
Coffee cupsqty 40
Serving plattersqty 12
Serving spoonsqty 12

Equipment

Gas barbecuesqty 2
Gas cylindersqty 4
Coolersqty 4
Coffee machinesqty 2
Kettlesqty 2
Bluetooth speakersqty 2

Kitchen

Cutting boardsqty 6
Chef and serving knivesqty 8
Pliersqty 6
Aluminum traysqty 20
Ice packsqty 16

Decorations

Tableclothsqty 9
Bannersqty 4
Balloonsqty 60
Flower arrangementsqty 6

Lighting

String lightsqty 6
LED lampsqty 8

Cleaning

Waste binsqty 6
Bucketsqty 3
Cleaning clothsqty 12
Dish brushesqty 3

Catering

Groceries

Tips

Set a firm RSVP deadline at least 10 days before the barbecue. Use the final guest count to confirm tables, chairs, BBQ capacity, drinks and the number of vegetarian or special-diet portions.
Collect dietary requirements with the invitations, then print a separate dietary list for the serving team. Keep vegetarian and allergen-sensitive food on clearly identified trays and use separate serving utensils.
Plan the food quantities after registrations close: allow about 250–350 g of meat or vegetarian products per adult, plus salads, sauces and bread. Portion food before guests arrive so the BBQ team is not weighing ingredients during service.
Check the weather forecast 48 hours before the event and decide whether the party tents cover the buffet, seating and bar—not just the cooking area. Build the tents before arranging tables, and secure them according to the site conditions.
Allow at least 90 minutes for final setup. This should cover tables and chairs, buffet and bar service, safe BBQ placement, chilled drinks, tableware, decorations, lighting and a sound check before the first guest arrives.

Frequently asked questions

How much food do I need for a client barbecue?: Plan around 250–350 g of meat or vegetarian products per adult, depending on how many salads, sides and bread options you serve. Add extra portions for staff and keep a small buffer of about 10% for unexpected guests or larger appetites.
How early should I send client barbecue invitations?: Send invitations at least 3–4 weeks before the barbecue and set the RSVP deadline around 10 days before it. That leaves enough time to collect dietary requirements, confirm suppliers and reserve the correct number of tables, chairs and BBQs.
When should I check the weather for an outdoor client barbecue?: Check it once about a week ahead for planning and again 48 hours before the event for the final decision. If rain or strong wind is possible, confirm the party tents, their placement and any changes to the outdoor layout before setup day.
How long does it take to set up a client barbecue?: Allow at least 90 minutes for a prepared site, and closer to 2–3 hours if you still need to build party tents, arrange furniture, set up the buffet and bar, place decorations, position BBQs and test lighting and music.

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