Company barbecue checklist: what to arrange and when

A company barbecue needs more planning than food and a grill. You need final numbers, dietary details, shelter, chilled storage, cooking equipment and a clear setup sequence. Start with invitations and registrations, then confirm quantities and reservations before buying groceries. On the day, allow time to build the tents, arrange tables and chairs, set up the buffet and keep meat and vegetarian food separate and cold.

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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
Confirm registrations
Reserve barbecue
Reserve party tents
Coordinate the music
Check the weather forecast
Count the final numbers
Check the shopping list
Do the shopping
2 people
Chill drinks
2 people
Keep meat and vegetarian products chilled
2 people
Collect decorations
Check the venue
Sort groceries
2 people
Wash fruits and vegetables
2 people
Prepare salads
2 people
Set out bread and sauces
Build party tents
4 people
Set up tables
3 people
Set up chairs
3 people
Set up barbecue and worktables
3 people
Set out tableware and cutlery
2 people
Set up the buffet
2 people
Hang decorations
2 people
Set up music

Event

Light the barbecue
2 people
Welcome guests
2 people
Serve drinks
2 people
Serve snacks
2 people
Grill barbecue meat
3 people
Grill Vegetarian Products
2 people
Restock the buffet
2 people
Refill drinks
2 people
Collect waste
2 people
Serve coffee and tea
2 people
See off guests
2 people

Aftercare

Safely extinguish barbecue
2 people
Collect tableware
3 people
Take out the trash
2 people
Clean the venue
3 people
Wash dishes
2 people
Dismantle furniture
4 people
Take down party tents
4 people
Check materials
2 people
Return borrowed items
2 people
Store leftover stock

What to bring

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

Furniture

Party tentsqty 2
Foldable tablesqty 6
Folding chairsqty 55
Buffet tablesqty 3
High tablesqty 4

Tableware

Reusable platesqty 60
Reusable bowlsqty 60
Reusable glassesqty 100
Coffee cupsqty 30
Cutlery setsqty 60
Serving spoonsqty 10

Catering

Groceries

Equipment

Gas barbecuesqty 2
Gas cylindersqty 4
Gas pressure regulatorsqty 2
Grill tongsqty 6
Grill spatulasqty 4
Meat thermometersqty 2
Coolersqty 6
Coffee machinesqty 2
Kettlesqty 2
Bluetooth speakersqty 2

Kitchen

Cutting boardsqty 8
Chef’s knives and bread knivesqty 8
Mixing bowlsqty 8
Serving plattersqty 12
Serving trays with lidsqty 8
Sauce bowlsqty 8
Serving traysqty 4
Kitchen tongsqty 6
Measuring cupsqty 2
Cooling racksqty 4

Decorations

Buntingqty 10
Balloonsqty 100
Balloon ribbonqty 2
Tableclothsqty 9
Table décorqty 12

Lighting

String lightsqty 6
LED lampsqty 8
Extension cordsqty 4

Cleaning

Bucketsqty 3
Trash binsqty 6
Waste sorting binsqty 3
Broom setsqty 2
Mopsqty 3
Cleaning clothsqty 12
Hand soap dispensersqty 3
Towel rollsqty 6

Tips

Set a registration deadline at least 10 days before the barbecue. Use the final count to confirm catering quantities, seating, dietary requirements and the number of drinks to chill.
Check the weather forecast 48 hours beforehand and confirm that the party tents are available. Build them before arranging the buffet, so food and serving equipment are not left outside while you work.
Allow two to three drinks per person for the first hour, then about one drink per hour. Chill drinks in coolers before guests arrive and keep separate cold storage for meat and vegetarian products.
Plan at least 90 minutes for setup with two or three helpers. Put tables and chairs in place first, then the barbecue and worktables, followed by tableware, cutlery and the buffet.
Do not leave cooking controls until the last minute: check the gas cylinders, pressure regulators, grill tools and meat thermometers before the event. Keep serving platters, trays with lids and sauce bowls ready before the first food comes off the grill.

Frequently asked questions

How far in advance should I send company barbecue invitations?: Send invitations 3 to 4 weeks before the barbecue and set the registration deadline about 10 days beforehand. This leaves time to collect dietary requirements, confirm attendance and reserve the barbecue, tents and furniture.
How much food and drink do I need for a company barbecue?: Use the final guest count rather than the number originally invited. For drinks, plan on two to three per person in the first hour and about one per hour after that; order food according to your menu and include separate vegetarian portions based on registrations.
How early should I start setting up a company barbecue?: Start setup at least 90 minutes before guests arrive, with two or three people. Add another 30 minutes if the party tents, tables, chairs and barbecue still need to be assembled on site.
What should I check the day before a company barbecue?: Check the weather forecast, final attendance, dietary requirements, gas supply, refrigeration and the complete shopping list 24 to 48 hours beforehand. Chill drinks in advance, but keep meat and other perishable food cold until it is ready to prepare.

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