Family barbecue checklist: what to arrange and when

A family barbecue is easier to run when the practical jobs are spread across several days. Start with guests, dietary requirements and quantities, then arrange furniture, equipment and weather cover before shopping. The day before, prepare food that keeps well and chill the drinks. On the day itself, allow time for the garden, tables, buffet, barbecue and toilet to be ready before guests arrive.

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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

Compile guest list
Send invitations
Process registrations
Collect dietary requirements
Determine menu and quantities
2 people
Reserve tables and chairs
Check the weather forecast
Finalize shopping list
Do the shopping
2 people
Collect reusable items
2 people
Clear the garden and patio
2 people
Check tableware and materials
2 people
Marinate meat and vegetables
2 people
Prepare salads
2 people
Prepare dessert and fruit
Chill drinks
2 people
Prepare the toilet and sink
Set up party tent
3 people
Set up tables and chairs
3 people
Set the tables
2 people
Hang decorations
2 people
Set up barbecue and worktables
2 people
Set up the buffet and drinks station
2 people
Lay out game materials

Event

Light the barbecue
2 people
Welcome guests
2 people
Serve aperitifs and snacks
2 people
Grill meat and vegetables
3 people
Restock the buffet
2 people
Refill drinks
Serve coffee and tea
2 people
Serve dessert and fruit
2 people
Store leftovers in the fridge
2 people
Safely extinguish barbecue
2 people

Aftercare

Collect and sort waste
2 people
Wash dishes
3 people
Clean tables and chairs
2 people
Clean the garden and patio
2 people
Take down the party tent
3 people
Sort and store materials
2 people
Return rental items
2 people
Take waste to the collection point

What to bring

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

Furniture

Party tent
Foldable tablesqty 5
Chairsqty 40
Buffet table
Parasolsqty 2
Tableclothsqty 6

Tableware

Dinner platesqty 50
Bowlsqty 40
Dessert platesqty 40
Drinking glassesqty 60
Wine glassesqty 40
Coffee mugsqty 40
Cutlery setsqty 50
Serving boardsqty 8

Decorations

Buntingqty 3
Balloonsqty 40
Flower vasesqty 4
Table decorationsqty 6

Equipment

Barbecuesqty 2
Coolersqty 3
Bluetooth speaker
Extension cordsqty 2
Power stripsqty 2
Meat thermometer

Kitchen

Barbecue tongsqty 4
Barbecue spatulasqty 2
Serving spoonsqty 8
Cutting boardsqty 3
Chef's knivesqty 3
Mixing bowlsqty 4
Serving plattersqty 8
Thermos flasksqty 2
Ice scoop
Food storage containersqty 10

Cleaning

Bucketsqty 2
Broomsqty 2
Dustpans
Mopsqty 2
Toilet brush

Lighting

String lightsqty 4
LED lanternsqty 4

Sports equipment

Badminton set
Soccer
Frisbeesqty 2

Catering

Groceries

Tips

Send invitations and collect dietary requirements early enough to adjust the menu and quantities. A clear guest count also tells you how many chairs, plates, glasses and portions you need.
Check the weather forecast twice: once before finalizing the shopping list and again on the morning of the barbecue. Set up the party tent, parasols or indoor backup before rain becomes an immediate problem.
Do the main shopping at least one day ahead, especially for meat, vegetables, salads, fruit and drinks. Chill drinks overnight and keep separate coolers available so guests are not opening the food cooler repeatedly.
Prepare salads, dessert and fruit before the barbecue day where possible, but leave grilling and final serving until the event. Marinate meat and vegetables in covered containers and keep them refrigerated until needed.
Set up the barbecue and worktables before lighting the charcoal or grill. Keep tongs, spatulas, a meat thermometer and serving utensils at the cooking station so nobody has to search for them while food is cooking.

Frequently asked questions

How far in advance should I plan a family barbecue?: Start the guest list and invitations about 2–3 weeks ahead. Confirm registrations and dietary requirements at least 7 days before the barbecue so you can finalize quantities and the shopping list.
How much food do I need for a family barbecue?: For a mixed menu, plan roughly 300–400 g of uncooked meat, fish or vegetarian main food per adult, plus side dishes. Children usually need about half that amount; add 10% if the guest count is uncertain.
When should I set up the garden for a barbecue?: Clear the garden and patio the day before, then set up tables, chairs, shade and the buffet 2–3 hours before guests arrive. Leave lighting the barbecue until the food station and serving equipment are ready.
How many drinks should I buy for a family barbecue?: Allow 2–3 drinks per person for the first hour, then about 1 drink per person per hour. Add water and non-alcoholic options for every guest, and chill the drinks at least 12 hours in advance.

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.