Company barbecue shopping list

Use this shopping list to prepare a company barbecue without last-minute runs to the store. It covers the practical items around the food: barbecues, coolers, tables, reusable tableware, serving tools, lighting and power equipment. Confirm the final headcount before buying food and drinks, then separate chilled items so meat and salads can go straight into cold storage. Check dietary requirements early, because vegetarian, allergy-friendly and alcohol-free options are easy to overlook when ordering for a group.

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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
- Beef burgers - 50 pieces
- Chicken skewers - 50 pieces
- Pork satay - 40 pieces
- Sausages - 50 pieces
- Vegetarian burgers - 12 pieces
- Vegetarian skewers - 12 pieces
- Hamburger buns - 60 pieces
- Pistolets - 50 pieces
- Garlic baguettes - 8 pieces
- Potato salad - 4 kilogram
- Pasta salad - 4 kilograms
- Raw vegetable salad - 3 kilograms
- Mixed green salad - 3 kilograms
- Corn cobs - 40 pieces
- Zucchini - 12 pieces
- Bell peppers - 15 pieces
- Mushrooms - 2 kilogram
- Red onions - 2 kilograms
- Tomatoes - 2 kilograms
- Cucumbers - 8 pieces
- Iceberg lettuce - 6 heads
- Pickles - 3 jars
- Grated cheese - 2 kilogram
- Feta - 1 kilogram
- Herb butter - 1 kilogram
- Mayonnaise - 2 liter
- Ketchup - 2 liters
- Mustard - 1 liter
- Barbecue sauce - 2 liters
- Garlic sauce - 2 liters
- Satay sauce - 2 liters
- Olive oil - 1 liter
- Salt - 500 grams
- Black pepper - 250 grams
- Paprika powder - 250 gram
- Italian herbs - 150 grams
- Chili powder - 100 gram
- Paprika chips - 6 bags
- Plain chips - 6 bags
- Tortilla chips - 5 bags
- Peanut mix - 2 kilograms
- Still water - 40 bottles
- Sparkling water - 30 bottles
- Cola - 12 bottles
- Cola Zero - 10 bottles
- Orange soda - 8 bottles
- Iced tea - 8 bottles
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Alcohol-free beer - 48 bottles
- Pilsener - 120 bottles
- White wine - 12 bottles
- Rosé - 8 bottles
- Red wine - 6 bottles
- Coffee - 4 packs
- Tea - 2 boxes
- Milk - 6 liters
- Oat milk - 3 liters
- Sugar - 1 kilogram
- Mints - 1 box
- Lemons - 12 pieces
- Ice cubes - 15 kilograms
- Ice lollies - 50 pieces
- Brownies - 50 pieces
- Strawberries - 3 kilograms
- Grapes - 3 kilograms
- Coffee filters - 1 pack
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Paper towels - 6 rolls
- Napkins - 150 pieces
- Disposable gloves - 2 boxes
- Trash bags - 50 pieces
- Dish soap - 2 bottles
- Sponges - 6 pieces
- Disinfectant spray - 2 bottles
- Toilet paper - 24 rolls

Tips

Plan food and drinks from the final sign-up count, not the invitation list. Keep a small buffer for drinks and bread, but do not buy perishable meat and salads until dietary requirements and attendance are confirmed.
Allow two to three drinks per person for the first hour, then about one drink per person per hour. Chill drinks in coolers before guests arrive and keep separate ice packs available for food that must stay cold.
Use separate cutting boards, knives and serving utensils for raw meat and ready-to-eat salads. Meat thermometers, barbecue tongs, oven mitts and aluminum trays prevent rushed handling once several batches are cooking.
Count tableware at the same time as seats: one reusable plate, bowl, drinking glass and set of cutlery per guest, plus at least 10% extra. Add coffee cups and spoons if coffee will be served after the meal.
Check power and weather at least one day before setup. Party tents, lighting, extension cords and power strips should be ready before the BBQs are positioned, with cables kept away from cooking and guest walkways.

Frequently asked questions

What do I need for a company barbecue?: Plan food and drinks, barbecues, coolers, tables, chairs, reusable plates, bowls, glasses and serving utensils. You will also need firelighters, meat thermometers, cutting boards, knives, oven mitts, lighting and safe power connections.
How much tableware do I need for a company barbecue?: Allow one plate, bowl, drinking glass and set of cutlery per guest, plus at least 10% extra. For 50 guests, that means 55 of each core item so replacements are available during the event.
How early should I buy food for a company barbecue?: Confirm the final number and dietary requirements 3 to 5 days before the barbecue. Buy chilled meat, salads and other perishable food as close to the event as practical, then chill them immediately.
How many coolers do I need for a company barbecue?: Use enough cooler space to keep drinks separate from meat and salads, with food kept cold throughout setup and service. As a starting point, provide about 10 litres of cooler capacity per 10 guests, then add more for hot weather or a long event.

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