What to buy for a closing barbecue

A closing barbecue needs more than meat and charcoal. Plan food and drinks around your final guest count, then check dietary requirements before buying fresh ingredients. Drinks, ice, serving equipment and weather protection are easy to underestimate, especially when guests stay for several hours. Use this list to prepare the shopping, equipment and setup for the barbecue, buffet and drinks station without last-minute runs to the shop.

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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
- Hamburgers - 60 pieces
- Chicken skewers - 50 pieces
- Sausages - 50 pieces
- Pork belly slices - 3 kilograms
- Vegetarian burgers - 15 pieces
- Vegetarian skewers - 15 pieces
- Hamburger buns - 60 pieces
- Hot dog buns - 50 pieces
- Baguettes - 8 pieces
- Herb butter - 6 tubs
- Lettuce - 6 heads
- Tomatoes - 4 kilogram
- Cucumbers - 5 pieces
- Peppers - 3 kilograms
- Red onions - 1 kilogram
- Corn cobs - 30 pieces
- Mushrooms - 2 kilogram
- Potatoes - 5 kilograms
- Pasta salad - 4 kilograms
- Raw vegetable salad - 3 kilograms
- Fruit salad - 3 kilograms
- Watermelons - 3 pieces
- Ketchup - 2 bottles
- Mayonnaise - 2 jars
- Mustard - 2 bottles
- Garlic sauce - 2 bottles
- Barbecue sauce - 2 bottles
- Sambal - 2 jars
- Olive oil - 2 bottles
- Salt - 1 pack
- Black pepper - 1 jar
- Paprika powder - 1 jar
- Italian herbs - 1 jar
- Cola - 12 bottles
- Cola Zero - 8 bottles
- Sinas - 6 bottles
- Sparkling water - 8 bottles
- Still water - 8 bottles
- Alcohol-free beer - 24 cans
- Beer - 96 cans
- White wine - 8 bottles
- Rosé - 6 bottles
- Red wine - 4 bottles
- Coffee - 2 packs
- Tea - 1 box
- Milk - 4 liters
- Sugar - 1 kilogram
- Lemons - 10 pieces
- Ice cubes - 12 bags
- Charcoal - 6 bags
- Firelighters - 2 boxes
- Matches - 2 boxes
- Paper napkins - 150 pieces
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Trash bags - 40 pieces
- Glass trash bags - 10 pieces
- Dish soap - 2 bottles
- Sponges - 6 pieces
- Hand soap - 3 bottles
- Hand gel - 3 bottles
- Aluminum foil - 3 rolls
- Cling film - 2 rolls

Tips

Allow around two to three drinks per person for the first hour, then one drink per person per hour. Buy ice on the day and keep a separate cooler for drinks so food stays cold.
Plan roughly 250–350 g of meat or meat alternatives per adult, depending on how many salads, bread and side dishes you serve. Include vegetarian or other alternatives from the dietary requirements list.
Chill drinks at least 4 hours before guests arrive. Fill coolers shortly before the event and keep backup drinks cold rather than putting everything out at once.
Count reusable plates, bowls, glasses and cutlery against the final guest list, then add at least 10% extra. Serving platters, tongs and spoons are often forgotten because they are not part of each place setting.
Check the weather forecast 48 hours before the barbecue and confirm tents, tables, chairs and lighting. Set up food storage containers, foil and aluminum grill trays before cooking starts, not while the first food is on the barbecue.

Frequently asked questions

How much food do I need for a closing barbecue?: Plan about 250–350 g of meat or meat alternatives per adult, plus salads, bread or other sides. Increase the amount if the barbecue is the main meal and guests will stay longer than 3 hours.
How many drinks should I buy for a barbecue?: Allow 2–3 drinks per person for the first hour and about 1 drink per person for each additional hour. Add water and non-alcoholic options, then buy and chill the drinks at least 4 hours before serving.
When should I buy meat and fresh groceries for a barbecue?: Buy fresh meat, vegetables and salads on the day or no more than 1 day beforehand. Marinate meat and vegetables in the refrigerator, and keep prepared food chilled until it goes onto the barbecue or buffet.
How many plates and glasses do I need for a barbecue?: Provide one plate, bowl, glass and cutlery set per guest, plus at least 10% extra. For 30 guests, that means at least 33 of each reusable item, along with enough serving platters and utensils.

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