Closing barbecue checklist: what to arrange and when

A closing barbecue usually involves more than buying food and lighting the grills. You need final numbers, dietary information, shelter, chilled drinks and enough time to prepare salads, marinades and serving areas. This checklist puts the work in a practical order, from invitations and shopping to setting up tents, tables, barbecue areas and the welcome table. Use the guest count to adjust quantities, but keep the deadlines: fresh food, ice, weather checks and equipment are the things people most often leave 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 party tents
Create final guest list
Determine menu and quantities
2 people
Check the shopping list
Do non-perishable shopping
2 people
Buy drinks and ice
2 people
Buy fresh groceries
2 people
Marinate meat and vegetables
2 people
Prepare salads
2 people
Check tableware and materials
Check the weather forecast
Check venue and power
2 people
Build party tents
4 people
Set up tables and chairs
3 people
Set up barbecue areas
2 people
Set up the buffet and drinks station
2 people
Hang decorations
2 people
Chill drinks
2 people
Set out salads and sauces
2 people
Light the barbecues
2 people
Set up the welcome table

Event

Welcome guests
2 people
Serve welcome drinks
2 people
Serve snacks
2 people
Grill meat and vegetables
3 people
Refill buffet
2 people
Refill drinks
2 people
Collect trash and empty bottles
2 people
Serve coffee and tea
Announce the final round

Aftercare

Pack leftovers safely
2 people
Let barbecues cool down
2 people
Clear tables and chairs
3 people
Wash dishes
2 people
Clean the venue
4 people
Take down party tents
4 people
Return materials
2 people
Take out the trash
2 people

What to bring

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

Furniture

Party tentsqty 2
Foldable tablesqty 6
Chairsqty 55
Buffet tablesqty 2
Stoolsqty 6

Tableware

Reusable platesqty 60
Reusable bowlsqty 60
Reusable glassesqty 70
Coffee cupsqty 30
Cutlery setsqty 60
Serving plattersqty 12
Serving tongsqty 6
Serving spoonsqty 6

Equipment

Barbecuesqty 2
Coolersqty 4
Thermos flasksqty 3
Kettle
Cutting boardsqty 6
Chef's knifeqty 4
Meat thermometersqty 2

Kitchen

Aluminum grill traysqty 6
Mixing bowlsqty 6
Ice packsqty 16
Aluminum foilqty 2
Food storage containersqty 12

Decorations

Tableclothsqty 8
Pennant stringsqty 6
Balloonsqty 50

Lighting

String lightsqty 4
LED lanternsqty 6

Cleaning

Waste binsqty 4
Broomqty 2
Centerpiece
Mopsqty 2
Bucketsqty 2

Catering

Groceries

Tips

Send invitations early enough to collect registrations and dietary requirements before you finalise the guest list. Set a clear reply deadline, then use the confirmed number to calculate food, drinks, seating and tableware.
Do the non-perishable shopping before the final few days. Leave fresh groceries, ice and chilled drinks until shortly before the barbecue, and allow extra time to marinate meat and vegetables and prepare salads.
Check the weather forecast and the venue at least 24 hours before setup. Confirm that party tents fit the available space and that the barbecue areas have a safe position and enough power for any equipment that needs it.
Set up the practical areas before decorating: tables and chairs first, then the barbecue areas, buffet, drinks station and welcome table. Chill drinks before guests arrive, rather than trying to cool everything after the welcome starts.
Keep food safety equipment together at the preparation area. Use cutting boards, storage containers, foil, serving utensils and meat thermometers so raw ingredients, cooked food and salads can be handled separately.

Frequently asked questions

When should I send invitations for a closing barbecue?: Send them around 3 to 4 weeks before the event and set the registration deadline at least 7 days before it. That gives you time to collect dietary requirements, create the final guest list and adjust the menu.
How much food and drink do I need for a closing barbecue?: Base quantities on the confirmed guest list and plan roughly 2 to 3 drinks per person for the first hour, then about 1 drink per hour. For food, allow around 300 to 400 g of total main ingredients per adult, adjusted for salads, bread and side dishes.
When should I buy ice and chill the drinks?: Buy the ice and drinks on the day before or the morning of the barbecue, depending on storage space. Start chilling drinks several hours before guests arrive; a cooler packed with ice chills faster than a refrigerator filled at the last minute.
What time should I start setting up the barbecue?: Begin setup about 3 to 4 hours before the welcome time. Put up the party tents, arrange tables and chairs, prepare the buffet and drinks station, check the barbecue areas and light the barbecues early enough for them to reach cooking temperature.

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