Company grounds barbecue checklist

A company barbecue on your own grounds needs more planning than food and a few grills. You need a confirmed headcount, dietary information, enough chilled storage, working power and a setup that keeps guests moving between drinks, buffet tables and barbecues. Start with the date and location, then work through invitations, equipment, food and site preparation in that order. This checklist covers the details that are often left until the last day, including weather cover, gas, serving equipment and keeping meat and vegetarian products separate.

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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

Set date and location
2 people
Reserve barbecues
Send invitations
2 people
Process registrations
Collect dietary requirements
Check power outlets
2 people
Check the weather forecast
Share final numbers
Do the shopping
3 people
Chill drinks
2 people
Keep meat and vegetarian products chilled
2 people
Sort decorations
2 people
Check barbecue equipment
2 people
Clean and clear the venue
3 people
Build party tents
4 people
Set up tables and chairs
4 people
Set up the barbecue
3 people
Set up buffet tables
3 people
Set up the drinks station
2 people
Set out tableware and cutlery
2 people
Prepare salads and sauces
4 people
Cut vegetables and bread
3 people
Remove the meat from the cooler
2 people
Light the barbecues
3 people

Event

Welcome guests
3 people
Serve welcome drinks
3 people
Serve snacks
3 people
Barbecue
5 people
Restock salads and side dishes
2 people
Refill drinks
2 people
Collect tableware and waste
2 people
Serve coffee and tea
2 people
Store leftovers in the fridge
2 people
See off guests
2 people

Aftercare

Safely extinguish barbecues
3 people
Clear tables and chairs
4 people
Sort and dispose of waste
3 people
Wash the dishes and kitchenware
3 people
Clean the grounds
4 people
Empty and clean coolers
2 people
Return borrowed materials
2 people
Check and distribute leftovers
2 people

What to bring

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

Furniture

Party tentsqty 2
Tablesqty 6
Chairsqty 55
Buffet tablesqty 3
High tablesqty 4
Tablecloth coversqty 10

Tableware

Reusable platesqty 60
Reusable bowlsqty 60
Reusable glassesqty 100
Coffee cupsqty 50
Cutlery setsqty 60
Serving plattersqty 12
Serving tongsqty 8

Equipment

Gas barbecuesqty 3
Gas cylindersqty 4
Coolersqty 6
Coffee machinesqty 2
Kettlesqty 2
Extension cordsqty 4
Power stripsqty 4

Kitchen

Cutting boardsqty 6
Chef’s knives and bread knivesqty 6
Mixing bowlsqty 6
Measuring cupsqty 2
Aluminum traysqty 12
Kitchen tweezersqty 4
Barbecue tongsqty 6
Barbecue brushesqty 3

Decorations

Buntingqty 8
Table decorationsqty 10
Name badgesqty 60

Lighting

String lightsqty 6
Battery lanternsqty 8

Cleaning

Waste binsqty 6
Crates for return bottlesqty 4

Catering

Groceries

Tips

Confirm the final guest count before shopping and share it with anyone arranging food, seating or equipment. Ask for dietary requirements during registration rather than trying to collect them when guests arrive.
Check gas barbecues, gas cylinders, power outlets and extension leads at least 3 days before the barbecue. A grill that works in a test run is easier to fix than one discovered during setup.
Plan cold storage before buying food: use coolers for meat, vegetarian products and drinks, and chill drinks several hours before guests arrive. Keep raw meat chilled until it is ready to go onto the barbecue.
Build party tents and arrange tables, chairs, buffet tables and the drinks station before food preparation starts. Leave clear space around the barbecues and keep serving platters, tongs and tableware within easy reach.
Use the weather forecast to make a decision at least 24 hours in advance. If rain is possible, finish the tents, covers and indoor backup arrangement before lighting the barbecues, not after guests are already outside.

Frequently asked questions

How much food do I need for a company barbecue?: Use the confirmed number of guests as your starting point and separate meat, vegetarian products and dietary alternatives before shopping. Finalise quantities at least 2 days ahead, once registrations and dietary requirements are closed.
When should I send company barbecue invitations?: Send invitations about 3 weeks before the event and close registrations 5 to 7 days before it. This gives you time to process the final numbers, collect dietary requirements and order or buy the right amount of food.
How early should I set up a company barbecue?: Allow at least 3 hours for tents, tables, chairs, buffet tables, the drinks station and barbecue equipment. Start chilling drinks and checking coolers earlier, and light the barbecues only when the cooking team and food are ready.
What should I check the day before a company barbecue?: Check the weather, final guest numbers, gas cylinders, power outlets, barbecue tools, coolers and tableware the day before. Also prepare salads, sauces, vegetables and bread where possible, so the event day is mainly setup, cooking and welcoming guests.

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.