Club barbecue checklist: what to arrange and when

A club barbecue needs more planning than buying meat and putting out tables. Start by confirming the date, location and guest list, then work toward food quantities, equipment and a safe setup. Close registrations before shopping so dietary requirements and the final number of guests are known. On the day, allow time for tents, tables, chilled drinks, buffet preparation and barbecue lighting rather than trying to do everything at once.

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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

Confirm date and location
Send invitations
2 people
Process registrations
Collect dietary requirements
Close registrations
Determine the final number of guests
2 people
Check the shopping list
2 people
Reserve barbecues
Reserve party tents
Check the weather forecast
Do the shopping
3 people
Store meat refrigerated
2 people
Wash and cut vegetables
3 people
Prepare salads
3 people
Set out desserts
2 people
Collect materials
3 people
Build party tents
4 people
Set up tables and chairs
4 people
Place barbecues safely
3 people
Hang up decorations
2 people
Set up buffet tables
3 people
Chill drinks
2 people
Lay out crockery and cutlery
2 people
Light the barbecues
2 people
Prepare snacks and salads
3 people

Event

Welcome guests
3 people
Serve welcome drinks
2 people
Grill meat and vegetables
4 people
Refill buffet
2 people
Refill drinks
2 people
Empty trash bins
2 people
Serve coffee and tea
2 people
Announce the final round

Aftercare

Safely extinguish barbecues
2 people
Dismantle the buffet and bar
3 people
Collect waste
3 people
Wash the dishes and kitchenware
3 people
Clear tables and chairs
4 people
Take down party tents
4 people
Clean the grounds
3 people
Check materials
2 people
Return borrowed items
2 people
Empty and clean coolers
2 people
Store leftover food safely
2 people

What to bring

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

Furniture

Party tentqty 2
Tablesqty 6
Buffet tablesqty 3
Chairsqty 45
High tablesqty 3
Tableclothqty 9

Tableware

Platesqty 60
Bowlsqty 50
Glassesqty 80
Coffee cupsqty 50
Knivesqty 60
Forksqty 60
Spoonsqty 60
Serving spoonsqty 12

Equipment

Barbecueqty 3
Gas cylindersqty 3
Coolersqty 4
Food warmersqty 4
Coffee maker
Kettle
Extension cordsqty 3
Power stripsqty 2

Kitchen

Cutting boardsqty 4
Chef and serving knivesqty 6
Mixing bowlsqty 5
Serving plattersqty 10
Aluminum foilqty 2
Food storage containersqty 12
Barbecue tongsqty 6

Decorations

Buntingqty 6
Table décorqty 6

Lighting

String lightsqty 4
Battery lanternsqty 4

Cleaning

Waste binsqty 4
Waste sorting binsqty 3
Broomqty 2
Dustpan and brushqty 2
Mop
Bucketsqty 2

Catering

Groceries

Tips

Close registrations before you shop. Use the final guest count and collected dietary requirements to check food quantities, salads, desserts, drinks and tableware.
Reserve barbecues and party tents early, especially if the event depends on rented equipment. Check that you also have gas cylinders, coolers and enough safe power access for electrical equipment.
Check the weather forecast several days before the barbecue and again on the morning itself. Build the tents before arranging the buffet, and place the barbecues where smoke, heat and queues will not affect guests.
Keep meat refrigerated until it is needed and chill drinks in advance. Wash and cut vegetables, prepare salads and portion snacks before guests arrive so the cooking area does not become the serving area.
Count plates, bowls, glasses, cups, cutlery and serving utensils against the final guest number. Set out buffet tables, food warmers, foil and storage containers before lighting the barbecues, not after the first food is ready.

Frequently asked questions

How far in advance should I organise a club barbecue?: Confirm the date, location and equipment reservations at least 4 to 6 weeks ahead. Send invitations early enough to close registrations several days before shopping.
When should I close registrations for a club barbecue?: Close registrations 3 to 5 days before the event. That gives you a reliable guest count, dietary requirements and enough time to buy food and check tableware.
How much time do I need to set up a club barbecue?: Allow at least 2 to 3 hours for tents, tables, chairs, decorations, buffet tables, chilled drinks and crockery. Add extra time if the barbecue equipment must be collected or assembled.
When should I light the barbecues?: Light the barbecues about 30 to 45 minutes before cooking, depending on the fuel and equipment. Keep raw meat refrigerated until the cooking area is ready and place cooked food in warmers or covered serving dishes.

Start this plan in Lizzt

Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.