What you need for a clubhouse barbecue

A clubhouse barbecue needs more than meat, bread and drinks. You also need a way to keep food cold, prepare salads, serve guests and manage the barbecue safely. Check what the clubhouse already has before you shop, especially tables, chairs, coolers, crockery and kitchen equipment. Then match quantities to your final participant list and dietary requirements, so vegetarian food and special items are not added at the last minute.

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What to bring

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

Furniture

Party tentsqty 2
Tablesqty 6
Chairsqty 50
High tablesqty 3

Equipment

Barbecuesqty 2
Coolersqty 4
Coffee machinesqty 2
Kettlesqty 2
Music speaker
Extension cordsqty 3
Power stripsqty 3

Kitchen

Cutting boardsqty 4
Chef’s knives and bread knivesqty 6
Mixing bowlsqty 6
Serving plattersqty 8
Serving boardsqty 4
Grill tongsqty 4
Kitchen tongsqty 4
Measuring cupsqty 2

Tableware

Reusable platesqty 50
Reusable bowlsqty 30
Reusable glassesqty 60
Coffee cupsqty 30
Reusable cutleryqty 60

Cleaning

Waste binsqty 4
Washing-up tubsqty 3
Washing-up bowlsqty 2

Lighting

String lightsqty 4
Outdoor lightsqty 4

Safety

Fire blanketsqty 2

Decorations

Tableclothsqty 6
Buntingqty 4

Catering

Groceries
- Hamburgers - 50 pieces
- Chicken skewers - 40 pieces
- Barbecue sausages - 40 pieces
- Pork chops - 30 pieces
- Vegetarian burgers - 15 pieces
- Vegetarian skewers - 15 pieces
- Hamburger buns - 60 pieces
- Baguettes - 8 pieces
- Herb butter - 6 tubs
- Potatoes - 8 kilograms
- Mixed salad - 5 heads
- Cucumbers - 6 pieces
- Tomatoes - 3 kilograms
- Bell peppers - 12 pieces
- Red onions - 2 kilograms
- Corn - 12 ears
- Mushrooms - 2 kilogram
- Feta - 1 kilogram
- Potato salad - 4 kilogram
- Pasta salad - 4 kilograms
- Hummus - 1 kilogram
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Garlic sauce - 2 bottles
- Barbecue sauce - 2 bottles
- Mustard - 2 bottles
- Olive oil - 2 bottles
- Salt - 1 pack
- Pepper - 1 jar
- Paprika powder - 1 jar
- Barbecue seasoning - 2 jars
- Charcoal - 20 kilograms
- Firelighters - 2 packs
- Cola - 12 bottles
- Cola Zero - 8 bottles
- Orange lemonade - 8 bottles
- Sparkling mineral water - 12 bottles
- Still mineral water - 12 bottles
- Non-alcoholic beer - 24 bottles
- Beer - 72 bottles
- White wine - 8 bottles
- Rosé - 6 bottles
- Red wine - 4 bottles
- Coffee - 2 packs
- Tea - 1 box
- Milk - 4 liters
- Oat milk - 2 liter
- Sugar - 1 kilogram
- Ice cubes - 10 kilograms
- Paprika chips - 4 bags
- Plain chips - 4 bags
- Salted peanuts - 3 bags
- Olives - 4 jars
- Ice lollies - 50 pieces
- Lemons - 10 pieces
- Paper towels - 6 rolls
- Napkins - 100 pieces
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Baking paper - 2 rolls
- Disposable gloves - 2 boxes
- Trash bags - 50 pieces
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Glass cleaner - 1 bottle
- Sponges - 6 pieces
- Microfiber cloths - 10 pieces
- Toilet paper - 24 rolls

Tips

Plan about two to three drinks per person for the first hour, then one drink per person for each additional hour. Chill them before guests arrive and keep a separate supply of water available.
Buy enough barbecue food for your confirmed guest count, with vegetarian options counted separately rather than treated as leftovers. Check dietary requirements before placing the final food order.
Allow at least one plate, bowl, glass and set of cutlery per guest, plus roughly 10% extra for breakages, dropped items and second servings. Include coffee cups if coffee will be served after the meal.
Prepare salads, sauces and cut vegetables with separate cutting boards, knives and serving utensils. Keep meat and vegetarian products chilled and use separate grill or kitchen tongs to avoid mixing them.
Check power and safety before setup: test extension cords, power strips, music and outdoor lighting, and place fire blankets beside the barbecue. Arrange waste bins and washing-up tubs before food is served.

Frequently asked questions

How much food do I need for a clubhouse barbecue?: Use your final participant list as the starting point and plan a full meal portion for each guest. Count vegetarian portions separately, then add about 10% extra for unexpected guests or larger appetites.
How many drinks should I buy for a clubhouse barbecue?: Allow two to three drinks per person for the first hour and one more per person for every following hour. Add water and keep enough drinks chilled before the first guests arrive.
How many plates, glasses and cutlery sets do I need?: Plan one complete set per guest plus around 10% extra. For 40 guests, that means at least 44 plates, glasses and cutlery sets, unless the clubhouse has a washing-up system that allows reuse during the event.
When should I buy and chill the barbecue food?: Buy fresh meat, vegetarian products and chilled items as close to the event as practical, preferably on the same day. Start chilling drinks several hours beforehand and keep barbecue food cold until it is ready to cook.

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