What you need for a client barbecue

A client barbecue needs more than meat and drinks. Plan food, serving items, cooling, cooking equipment and a separate setup for vegetarian options before you shop. Use the final guest list and dietary requirements to calculate quantities, then chill drinks and prepare salads before guests arrive. This checklist also covers the items people often remember too late, such as gas, ice, extension cords, coffee supplies and waste bins.

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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
- Hamburgers - 60 pieces
- Beef sausages - 40 pieces
- Chicken skewers - 40 pieces
- Marinated chicken breast - 3 kilogram
- Vegetarian burgers - 15 pieces
- Vegetarian vegetable skewers - 20 pieces
- Hamburger buns - 70 pieces
- Baguettes - 10 pieces
- Herb butter - 6 tubs
- Potato salad - 5 kilograms
- Pasta salad - 5 kilograms
- Mixed green salad - 4 kilograms
- Cucumbers - 8 pieces
- Cherry tomatoes - 3 kilograms
- Bell peppers - 12 pieces
- Red onions - 8 pieces
- Corn cobs - 30 pieces
- Barbecue spice mix - 4 jars
- Salt - 1 pack
- Pepper - 1 jar
- Olive oil - 2 bottles
- Ketchup - 3 bottles
- Mayonnaise - 3 jars
- Garlic sauce - 3 bottles
- Satay sauce - 3 jars
- Mustard - 2 jars
- Pickles - 2 jars
- Herb cheese - 4 tubs
- Paprika chips - 6 bags
- Plain chips - 6 bags
- Snack mix - 4 bags
- Still water - 8 bottles
- Sparkling water - 6 bottles
- Cola - 6 bottles
- Cola Zero - 6 bottles
- Sinas - 4 bottles
- Iced tea - 4 bottles
- Beer - 8 crates
- Red wine - 12 bottles
- White wine - 12 bottles
- Alcohol-free beer - 2 crates
- Coffee - 4 packs
- Tea - 2 boxes
- Milk - 6 liters
- Sugar - 2 packs
- Lemons - 10 pieces
- Ice cubes - 15 kilograms
- Ice pops - 60 pieces
- Brownies - 60
- Grapes - 3 kilograms
- Apples - 30 pieces
- Trash bags - 3 rolls
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Liquid dish soap - 2 bottles
- Cleaning spray - 2 bottles
- Hand soap - 4 bottles
- Hand sanitizer - 4 bottles
- Aluminum foil - 3 rolls
- Cling film - 2 rolls
- Baking paper - 2 rolls

Tips

Allow about 250–300 g of meat or vegetarian barbecue food per adult, then add 10% if guests will eat over several hours. Buy vegetarian portions separately rather than relying on side dishes.
Plan two to three drinks per person for the first hour and one to two per person for each following hour. Chill the first batch in coolers and keep extra drinks in reserve so the bar does not run dry.
Buy at least 1.5 kg of ice per 10 guests for drinks, and keep ice packs available for salads and other chilled food. Do not use the same ice for cooling and serving drinks.
Count one reusable plate, bowl, glass and cutlery set per guest, then add 10% spare tableware. Serving platters, tongs and cutting boards are easy to overlook when the food shopping is already complete.
Check barbecue fuel at least one day before the event and keep a spare gas cylinder if the barbecue will run for several hours. Test extension cords, string lights and LED lamps before setting up after dark.

Frequently asked questions

How much food do I need for a client barbecue?: Allow 250–300 g of meat or vegetarian barbecue food per adult, plus salads, bread and sauces. Add around 10% extra when the barbecue lasts more than three hours or guests are likely to stay for dinner.
How many drinks should I buy for a client barbecue?: Plan two to three drinks per person for the first hour and one to two drinks per person for every additional hour. Include water and non-alcoholic options, and chill the first supply several hours before guests arrive.
How much ice do I need for a barbecue?: Allow roughly 1.5 kg of ice per 10 guests for cooling drinks, with extra ice packs for salads and other perishable food. Buy or freeze it no later than the day before the barbecue.
What do people forget to buy for a barbecue?: Gas, ice, serving tongs, spare tableware, waste bins, coffee cups and extension cords are often missed. Check these items at least 24 hours before setup, along with the barbecue, coolers and lighting.

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