Easter barbecue checklist

An Easter barbecue needs more planning than a quick trip to the grill. Confirm guest numbers and dietary requirements first, then work backwards from serving time for shopping, food preparation, weather checks and equipment setup. This checklist covers the practical details, including vegetarian portions, chilled drinks, tents, lighting, buffet service and the coffee station. Use it to see what needs doing early and what can wait until the day itself.

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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
Determine the final number of guests
Plan vegetarian portions
Check the weather forecast
Check barbecue and gas
2 people
Do the shopping
2 people
Chill drinks
2 people
Prepare the meat and vegetables
3 people
Make marinades and sauces
2 people
Sort Easter decorations
Set up tables and chairs
3 people
Set up party tents
4 people
Connect lighting and power
2 people
Set up buffet tables
2 people
Lay out crockery and cutlery
2 people
Hang Easter decorations
2 people
Make salads and side dishes
3 people
Set out bread and toppings
2 people
Set out meat and vegetarian food
3 people
Set up the coffee and tea station
Light the barbecue
2 people

Event

Welcome guests
2 people
Serve welcome drinks
2 people
Serve snacks
2 people
Grill meat and vegetables
3 people
Serve barbecue dishes
3 people
Restock salads and bread
2 people
Refill drinks
2 people
Collect tableware and waste
2 people
Serve coffee and tea
2 people
Serve dessert
2 people
Announce the final round
See off guests
2 people

Aftercare

Safely extinguish barbecue
2 people
Store food chilled
2 people
Clear tables and chairs
3 people
Take down party tents
4 people
Wash dishes and cutlery
2 people
Separate and dispose of waste
2 people
Clean the venue
2 people
Remove decorations
2 people
Clean equipment
2 people
Check and store the materials
2 people

What to bring

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

Furniture

Party tentsqty 2
Foldable tablesqty 6
Chairsqty 55
Buffet tablesqty 3
Coolersqty 4

Tableware

Platesqty 60
Bowlsqty 30
Drinking glassesqty 70
Wine glassesqty 30
Cutlery setsqty 60
Serving plattersqty 12

Decorations

Easter tableclothsqty 6
Easter garlandsqty 6
Easter eggsqty 40
Flower arrangementsqty 6

Equipment

Barbecueqty 2
Gas cylindersqty 3
Grill racksqty 4
Meat thermometersqty 2
Coffee machinesqty 2
Extension cordsqty 4

Kitchen

Cutting boardsqty 5
Chef’s, bread and carving knivesqty 8
Pliersqty 6
Aluminum traysqty 12
Measuring cupsqty 3

Lighting

String lightsqty 4
LED lampsqty 8
Lanternsqty 6

Cleaning

Washing-up bowlsqty 2
Cleaning brushesqty 4
Bucketsqty 3
Microfiber clothsqty 12

Catering

Groceries

Tips

Finalise the guest count at least 5 days before the barbecue. Use it to calculate meat, vegetarian portions, seating, crockery and drinks instead of shopping from estimates.
Check the weather forecast 3 days before, then again on the morning of the event. If rain or strong wind is likely, allow time to position party tents, protect the buffet and secure decorations.
Check the barbecue, gas cylinders, grill racks and meat thermometers 2 days ahead. Testing the equipment before guests arrive gives you time to replace an empty cylinder or faulty part.
Prepare marinades, sauces, salads and side dishes on the day before where possible. Keep meat and vegetables covered and chilled, and set out only what can safely stay outside during service.
Start the setup about 3 hours before serving. Put tables, chairs, buffet tables, lighting, power, decorations and the coffee station in place before lighting the barbecue or welcoming guests.

Frequently asked questions

How far in advance should I plan an Easter barbecue?: Send invitations around 3 weeks before the event and request registrations within 7 days. Confirm the final guest count and dietary requirements at least 5 days before shopping.
How much food do I need for an Easter barbecue?: Plan about 250–350 g of meat or vegetarian alternatives per adult, depending on the number of salads, bread and side dishes. Add vegetarian portions based on confirmed dietary requirements rather than guessing.
When should I light the barbecue for an Easter barbecue?: Light the barbecue around 30–45 minutes before you want to serve, allowing time for the grill to reach cooking temperature. Keep the welcome drinks and buffet setup ready before the first food goes on.
How many drinks should I buy for an Easter barbecue?: Allow roughly 2–3 drinks per person for the first hour, then about 1 drink per person per hour after that. Chill drinks several hours ahead and keep extra bottles in coolers during service.

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