Family barbecue checklist and planning guide

A family barbecue runs smoothly when the work is spread over several days instead of left until the first guest arrives. Start with invitations and dietary requirements, then confirm numbers before buying food and arranging seating. On the day, keep meat refrigerated, chill drinks early and separate the grill area from the buffet. This checklist covers the order of jobs, including weather checks, food preparation, tables, lighting and a safe barbecue setup.

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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 menu and portions
2 people
Confirm final guest count
Check the weather forecast
Check the shopping list
Arrange tables and chairs
2 people
Do the shopping
2 people
Collect tableware and glassware
Store meat refrigerated
Chill drinks
2 people
Set out non-perishable groceries
Wash vegetables and herbs
2 people
Prepare salads
2 people
Marinate the meat
2 people
Prepare vegetarian grill products
Set up tables and chairs
3 people
Set up party tent
3 people
Set up the grill area safely
2 people
Light the barbecue
2 people
Set up buffet and drinks station
2 people
Lay out crockery and cutlery
Hang up decorations and lighting
2 people
Check toilet and sink

Event

Welcome guests
2 people
Serve aperitifs and snacks
2 people
Refill drinks
Serve salads and bread
2 people
Grill meat and vegetables
2 people
Serve grilled dishes
2 people
Refill buffet regularly
Collect used dishes
2 people
Serve dessert and coffee
2 people
Sort waste during the event
See off guests
2 people

Aftercare

Let the barbecue burn out
Store food and drinks safely
2 people
Take down tables and chairs
3 people
Wash dishes and glassware
2 people
Clean the terrace and garden
2 people
Take out the trash
Clean the barbecue and tools
2 people
Clear away decorations and lighting
2 people
Return borrowed items
2 people

What to bring

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

Furniture

Party tent
Foldable tablesqty 5
Chairsqty 32
Buffet tableqty 2
Tableclothsqty 5

Tableware

Dinner platesqty 36
Dessert platesqty 36
Drinking glassesqty 40
Wine glassesqty 24
Cutlery setsqty 36
Serving bowlsqty 8

Equipment

Barbecueqty 2
Barbecue tongsqty 4
Barbecue spatulasqty 2
Meat thermometer
Coolersqty 3
Extension cordsqty 2

Kitchen

Cutting boardsqty 4
Chef's knifeqty 3
Mixing bowlsqty 4
Measuring cupsqty 2
Serving plattersqty 8
Storage binsqty 8
Corkscrewsqty 2

Decorations

Table décorqty 6
Buntingqty 4
Flower arrangementsqty 5

Lighting

String lightsqty 4
LED lampsqty 8

Cleaning

Dishpanqty 2
Reusable cleaning clothsqty 8
Bucketsqty 2

Catering

Groceries

Tips

Confirm the final guest count at least 3 days before the barbecue. Use it to adjust meat, vegetarian grill items, salads, drinks, plates and seating rather than shopping from the first estimate.
Check the weather forecast 2 days beforehand and again on the morning itself. A party tent, dry table covering and a backup place for the buffet can prevent rain from disrupting the meal.
Start chilling drinks at least 4 hours before guests arrive, using coolers as well as the refrigerator. Keep non-perishable food separate from refrigerated meat and dairy products.
Prepare salads, wash vegetables and marinate meat earlier in the day, but keep raw meat refrigerated until it goes on the grill. Use separate cutting boards and serving dishes for raw and cooked food.
Set up the grill area before lighting the barbecue and place the buffet away from heat and smoke. Check the toilet, sink, lighting and extension cords before guests arrive, not while food is being served.

Frequently asked questions

How far in advance should I plan a family barbecue?: Send invitations about 2 to 3 weeks ahead, then collect dietary requirements and registrations. Confirm the final guest count at least 3 days before shopping.
How much food should I buy for a family barbecue?: Use the confirmed guest count and plan roughly 250 to 350 grams of total food per adult, including meat, vegetarian grill items, salads and side dishes. Allow extra portions for children with larger appetites and unexpected guests.
When should I start preparing for a family barbecue?: Do the main shopping and equipment check 1 to 2 days beforehand. On the day, begin setup about 3 hours before guests arrive, with drinks chilling and salads prepared before the barbecue is lit.
How do I set up a barbecue safely?: Place the barbecue on a stable surface at least 2 metres from the party tent, tables and other flammable materials. Keep a clear working area around it and never leave lit coals or an operating grill unattended.

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.