Client barbecue checklist: what to arrange and when

A client barbecue needs more planning than a private cookout because guest details, dietary requirements and venue arrangements must be confirmed before you shop. Start with the guest list and registrations, then check permits, shelter, toilets and barbecue capacity. In the final week, confirm numbers, buy food and chill drinks. On the day, allow time for tables, lighting, the buffet, vegetarian options and a safe grill setup 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

Compile the guest list
Send invitations
Process registrations
Collect dietary requirements
Check the venue and permit
Reserve barbecue and tent
Create final guest list
Check the shopping list
Do the shopping
2 people
Chill drinks
2 people
Prepare meat and salads
3 people
Check the weather forecast
Check venue and toilets
2 people
Set up tables and chairs
3 people
Set up party tent
4 people
Check barbecue and gas
2 people
Set up buffet tables
2 people
Lay out crockery and cutlery
2 people
Hang decorations
2 people
Connect lighting
2 people
Set up the bar and drink station
2 people
Set out salads and bread
3 people
Set Aside Vegetarian Options

Event

Light the grill
2 people
Welcome guests
3 people
Serve welcome drinks
2 people
Serve snacks
2 people
Refill drinks
2 people
Barbecue
3 people
Restock the buffet
2 people
Serve diet meals
Serve coffee and tea
2 people
Serve dessert and fruit
2 people
Announce the final round

Aftercare

Safely extinguish barbecue
2 people
Collect waste
3 people
Wash dishes and glasses
3 people
Clean the venue
3 people
Clear away furniture
3 people
Remove decorations
2 people
Check stock
Return barbecue and equipment
2 people

What to bring

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

Furniture

Party tentqty 2
Tablesqty 6
Chairsqty 55
Buffet tablesqty 3
Foldable tablesqty 2
Tableclothsqty 8

Tableware

Reusable platesqty 70
Reusable bowlsqty 40
Reusable glassesqty 100
Coffee cupsqty 55
Cutlery setsqty 70
Serving plattersqty 12
Serving tongsqty 6

Equipment

Barbecueqty 2
Gas cylindersqty 4
Coolersqty 4
Coffee machinesqty 2
Kettlesqty 2
Extension cordsqty 4

Kitchen

Cutting boardsqty 5
Chef and barbecue tongsqty 6
Knivesqty 6
Measuring cupsqty 2
Ice packsqty 20

Decorations

Buntingqty 8
Table décorqty 8

Lighting

String lightsqty 6
LED lampsqty 8

Cleaning

Waste binsqty 4
Cleaning bucketsqty 2
Broom and dustpanqty 2
Mopsqty 2

Catering

Groceries

Tips

Close registrations before creating the final guest list. Use the confirmed number to calculate seating, crockery, glasses and food instead of relying on invitation estimates.
Check the venue, permit and toilets at least one week before the barbecue. Confirm where the party tent, buffet tables, waste bins and coolers can stand without blocking access.
Buy or reserve the barbecue, gas cylinders and tent early, then check the gas connection before setup. Keep a backup cooking plan if the forecast shows strong wind or rain.
Prepare meat, salads, bread and vegetarian options separately. Label dietary dishes and use separate cutting boards, knives and serving tongs to avoid mixing ingredients.
Start setup several hours before guests arrive: position tables and chairs, connect string lights or LED lamps, arrange the drink station and buffet, then light the grill only when everything is ready.

Frequently asked questions

How far in advance should I organise a client barbecue?: Start planning at least 4 weeks ahead. Send invitations early enough to collect registrations and dietary requirements, and reserve the barbecue, party tent and other hire equipment before the final guest count.
When should I confirm the final guest list for a client barbecue?: Set a registration deadline about 7 days before the event. Create the final list immediately afterwards so you can shop for the correct quantities and prepare seating, crockery and vegetarian meals.
How much food and drink should I plan per guest?: For the first hour, allow around 2 to 3 drinks per person, then about 1 drink per person per hour. Plan several small portions of meat or other main food per guest, plus salads, bread and a clearly separate vegetarian option.
How early should I set up the barbecue and buffet?: Begin venue setup at least 3 hours before guests arrive. Put out tables, chairs, crockery, drinks, lighting and buffet dishes first; light the grill around 30 to 45 minutes before serving, depending on the barbecue.

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