Company barbecue checklist

A company barbecue needs more than meat, drinks and a few grills. You need a reliable headcount, dietary information, enough cold storage, safe grill positions and a layout that works when people arrive at the same time. This checklist takes you from invitations and reservations through shopping, food preparation and site setup. Start with the guest number and infrastructure, then confirm supplies and leave enough time for chilling food, building tents and testing power, lighting and sound.

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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
Register sign-ups
Collect dietary requirements
Determine the final number
Reserve BBQs
Reserve cold storage
Check the weather forecast
Create Site Layout
Compile the music playlist
Check the shopping list
Do the shopping
2 people
Chill the meat and salads
2 people
Collect materials
2 people
Test lighting and sound equipment
2 people
Share route and parking information
Build party tents
4 people
Set up tables and chairs
3 people
Set up buffet tables
2 people
Position BBQs safely
2 people
Hang lighting
2 people
Set up music
2 people
Hang decorations
2 people
Chill drinks
2 people
Set out salads and bread
3 people
Lay out crockery and cutlery
2 people
Set up waste stations

Event

Light the BBQs
2 people
Welcome guests
2 people
Serve welcome drinks
2 people
Serve snacks
2 people
Grill meat and vegetables
3 people
Restock the buffet
2 people
Refill drinks
2 people
Serve dietary meals separately
Serve dessert and coffee
2 people
Collect used dishes
2 people
Empty trash bins
Wrap up the music

Aftercare

Extinguish barbecue fires
2 people
Clear away food and drinks
3 people
Clear tables and chairs
3 people
Take down party tents
4 people
Wash the dishes and kitchenware
3 people
Clean the grounds
3 people
Check materials
2 people
Store leftover groceries
2 people
Dispose of waste
2 people
Return borrowed materials
2 people

What to bring

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

Furniture

Party tentsqty 2
Beer tablesqty 6
Folding chairsqty 45
Buffet tablesqty 3
High tablesqty 4
Tableclothsqty 9

Tableware

Reusable platesqty 50
Reusable bowlsqty 50
Drinking glassesqty 60
Coffee cupsqty 45
Coffee spoonsqty 45
Serving spoonsqty 12
Meat Tongsqty 6
Small bowlsqty 12

Equipment

Barbecuesqty 3
Coolersqty 4
Speakersqty 2
Microphone
Extension cordsqty 4
Power stripsqty 3
Firelightersqty 3

Kitchen

Cutting boardsqty 6
Chef's knivesqty 4
Mixing bowlsqty 6
Aluminum traysqty 12
Barbecue tongsqty 6
Oven mittsqty 4
Meat thermometersqty 2
Ice packsqty 20

Decorations

Buntingqty 6
Balloonsqty 50
Table décorqty 8

Lighting

String lightsqty 4
LED lampsqty 8

Cleaning

Waste binsqty 6
Waste binsqty 3
Broomsqty 2
Dustpan and brushqty 2
Mopsqty 2
Cleaning bucketsqty 2

Catering

Groceries

Tips

Set a firm RSVP deadline and collect dietary requirements at the same time. Confirm the final number before buying food or reserving the number of barbecues, tables and chairs.
Check cold storage before shopping. Meat, salads and drinks all need space, so decide how many coolers or other chilled storage units are required and add ice packs for transport and backup.
Make the site layout before anything is delivered. Keep barbecues away from party tents, tables and power cables, and leave clear routes between the buffet tables, seating and drinks.
Do the shopping only after the headcount and dietary list are final. Chill meat and salads as soon as they arrive, while drinks can be chilled separately so food storage is not used up.
Treat power, lighting and sound as setup tasks, not last-minute fixes. Test speakers, the microphone, extension cords and power strips before guests arrive, then hang lighting after the tents and tables are in place.

Frequently asked questions

How far in advance should I organise a company barbecue?: Send invitations at least 3 to 4 weeks before the event and set the RSVP deadline about 7 days before it. Use the final headcount to confirm food, equipment, seating and dietary requirements.
How many barbecues do I need for a company barbecue?: Plan the grill capacity around the final number of guests and the serving time, rather than choosing one grill by guesswork. Confirm the number after RSVPs close, and reserve it at least 1 to 2 weeks ahead.
When should I buy and chill the food for a company barbecue?: Buy perishable food as close to the event as practical, usually 1 day before or on the day itself. Chill meat and salads immediately, and keep them cold until cooking or serving.
When should I check the weather for a company barbecue?: Check the forecast 7 days before the event, then again 48 hours and 24 hours beforehand. Use the final checks to confirm party tents, table placement, lighting and any changes to the site layout.

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.