Company outing checklist: outdoor activity and barbecue

A company outing with an outdoor activity and barbecue needs more than a booking and a shopping trip. You need final guest numbers, dietary information, transport details, group assignments and a clear plan for the activity. Food also takes more coordination than expected: keep meat chilled, separate vegetarian products and prepare items that can be made ahead. Use this checklist to organise the day in the right order and avoid last-minute problems.

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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
Collect transport needs
Update participant list
Reserve activities
Reserve the barbecue area
Arrange transportation
Create the program
Create group assignments
Develop the rules
2 people
Send directions
Share final numbers
Check the weather forecast
Set up alternative program
2 people
Check the shopping list
Do non-perishable shopping
2 people
Buy fresh groceries
2 people
Store meat refrigerated
Separate vegetarian products
Prepare snacks
3 people
Cut vegetables
2 people
Make marinades
2 people
Marinate the meat
2 people
Chill desserts
Collect game materials
2 people
Create a music playlist
Label the materials
2 people
Fill coolers
2 people
Chill drinks
2 people
Load transport
3 people
Check the venue
2 people
Set up tables and chairs
4 people
Set up party tents
4 people
Set up buffet tables
3 people
Prepare game materials
2 people
Prepare reception
2 people

Event

Receive participants
3 people
Serve welcome drinks
2 people
Explain the program
Assign teams
2 people
Lead the first activity
3 people
Refill drinks
2 people
Serve break snacks
2 people
Supervise the second activity
3 people
Light the barbecue
2 people
Assemble the salads
3 people
Set up the buffet
3 people
Barbecue
3 people
Serve the barbecue buffet
3 people
Serve vegetarian buffet
2 people
Refill drinks
2 people
Collect tableware
2 people
Serve dessert
2 people
Serve coffee and tea
2 people
Provide music
Announce the final round
See participants off
2 people

Aftercare

Collect waste
3 people
Safely extinguish barbecue
2 people
Take down tables and chairs
4 people
Take down party tents
4 people
Wash dishes
3 people
Clean the venue
3 people
Load materials
3 people
Check found items
Unload materials
3 people
Clean coolers
2 people
Clean game equipment
2 people
Dispose of waste
2 people
Return borrowed materials
2 people
Handle the deposit and keys
Return Lost Items

What to bring

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

Furniture

Party tentsqty 2
Foldable tablesqty 6
Folding chairsqty 32
Buffet tablesqty 3
High tablesqty 4

Tableware

Dinner platesqty 40
Dessert platesqty 40
Glassesqty 50
Coffee cupsqty 35
Knivesqty 40
Forksqty 40
Spoonsqty 40
Serving spoonsqty 8
Small bowlsqty 12
Serving bowlsqty 8
Serving plattersqty 6

Kitchen

Cutting boardsqty 4
Chef’s knives and bread knivesqty 6
Mixing bowlsqty 6
Measuring cupsqty 2
Aluminum traysqty 8
Pliersqty 6
Barbecuesqty 2
BBQ toolsqty 2
Food warmersqty 4

Equipment

Coolersqty 4
Ice packsqty 20
Coffee machinesqty 2
Kettlesqty 2
Bluetooth speakersqty 2
Extension cordsqty 2
Power stripsqty 2

Lighting

String lightsqty 4
Battery lanternsqty 6

Decorations

Tableclothsqty 6
Buntingqty 4
Name badgesqty 35
Pensqty 12

Sports equipment

Team bibsqty 6
Soft ballsqty 4
Frisbeesqty 4
Tug-of-war ropesqty 2
Conesqty 20
Stopwatchesqty 3
Scoreboardsqty 3
Pens and scorecards

Cleaning

Dishpanqty 2
Spongesqty 8
Dish brushesqty 3
Tea towelsqty 12
Towelsqty 6
Bucketsqty 3
Broom and dustpanqty 2
Hand soap dispensersqty 3

Catering

Groceries

Tips

Close registrations early enough to confirm activity bookings, transport and food quantities. Aim to have final numbers and dietary requirements at least 5–7 days before the outing.
Create groups before the day and send the programme, meeting point, directions and what to wear at least 3 days in advance. This prevents delays when people arrive or change activities.
Plan the barbecue backwards from serving time. Shop for non-perishables first, buy fresh groceries close to the event, and keep meat refrigerated until it goes on the barbecue.
Prepare snacks, cut vegetables and make marinades the day before where possible. Chill desserts in advance and keep vegetarian products separate from meat during preparation and serving.
Check the weather forecast 48 hours before the outing and prepare the alternative programme then. Also confirm tents, tables, chairs, coolers, ice packs and food warmers before loading the transport.

Frequently asked questions

How far in advance should I organise a company outing with a barbecue?: Start booking the outdoor activity, barbecue area and transport at least 4–6 weeks ahead. Collect registrations and dietary requirements early enough to share final numbers 5–7 days before the event.
How much food should I buy for a company barbecue?: Use the confirmed guest list rather than estimates, and add around 10% extra for food that is easy to portion, such as salads, bread or snacks. Buy fresh groceries 1 day before the outing and keep meat chilled until use.
When should I send the details for a company outing?: Send the first invitation as soon as the date and main activity are confirmed. Share the final programme, group assignments, directions and transport information at least 3 days before the outing.
What should I do if the weather is bad on the day?: Make the go/no-go decision after checking the forecast 24–48 hours beforehand. Keep an alternative programme ready and tell participants what will change as soon as the decision is made.

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.