What you need for a family day barbecue

A family day barbecue needs more than meat and buns. Plan food and drinks around the final guest count, then check serving equipment, cooling capacity and shade before shopping. This list covers the practical items for preparing, serving and enjoying the barbecue, including reusable tableware, coolers, gas equipment and buffet supplies. Buy non-perishables first and leave fresh groceries, meat and drinks for the final one or two days.

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What to bring

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

Furniture

Party tentsqty 2
Tablesqty 6
Chairsqty 45
Buffet tablesqty 2
High tablesqty 2
Tablecloth coversqty 8

Tableware

Reusable platesqty 50
Reusable bowlsqty 50
Reusable glassesqty 60
Wine glassesqty 30
Coffee cupsqty 30
Knivesqty 50
Forksqty 50
Spoonsqty 50
Serving spoonsqty 12
Pliersqty 6
Small bowlsqty 12
Serving plattersqty 10
Coastersqty 20

Equipment

Gas barbecuesqty 2
Gas cylindersqty 2
Coolersqty 4
Coffee machinesqty 2
Kettlesqty 2
Portable speaker
Extension cordsqty 3

Kitchen

Cutting boardsqty 4
Chef's knifeqty 4
Mixing bowlsqty 5
Kitchen tongsqty 4
Barbecue tongsqty 4
Barbecue brushesqty 2
Aluminum traysqty 8
Food storage containersqty 12
Aluminum foilqty 2
Cling filmqty 2
Corkscrewsqty 2

Decorations

Balloonsqty 80
Balloon ribbonqty 2
Buntingqty 6
Table décorqty 8
Name badgesqty 45

Lighting

String lightsqty 4
LED lampsqty 8
Battery lanternsqty 4

Sports equipment

Footballsqty 2
Frisbeesqty 3
Boccia set
Tug of war rope
Trash bagsqty 6
Kubb set
Conesqty 12

Cleaning

Waste binsqty 4
Litter pickersqty 2
Bucketsqty 3
Spongesqty 6
Dish brushesqty 3
Microfiber clothsqty 10
Rubber glovesqty 4
Hand soap dispensersqty 3
Toilet brushesqty 2

Catering

Groceries
- Beef burgers - 45 pieces
- Pork satay - 40 skewers
- Chicken thigh fillet - 3 kilograms
- Chipolata sausages - 40 pieces
- Vegetarian burgers - 10 pieces
- Vegetarian vegetable skewers - 20 pieces
- Hamburger buns - 50 pieces
- Baguettes - 8 pieces
- Garlic bread - 4 pieces
- Herb butter - 500 grams
- Iceberg lettuce - 4 heads
- Tomatoes - 2 kilograms
- Cucumbers - 5 pieces
- Red onions - 1 kilogram
- Bell peppers - 2 kilograms
- Mushrooms - 1 kilogram
- Zucchini - 4 pieces
- Canned corn - 6 cans
- Canned kidney beans - 4 cans
- Potatoes - 5 kilograms
- Potato salad - 3 kilogram
- Pasta salad - 3 kilograms
- Coleslaw - 2 kilograms
- Feta - 500 grams
- Grated cheese - 750 grams
- Pickles - 2 jars
- Crispy fried onions - 2 bags
- Mayonnaise - 2 jars
- Ketchup - 2 bottles
- Mustard - 2 jars
- Barbecue sauce - 3 bottles
- Garlic sauce - 2 bottles
- Satay sauce - 2 jars
- Chili sauce - 2 bottles
- Olive oil - 2 bottles
- Sunflower oil - 1 bottle
- Salt - 1 pack
- Black pepper - 1 jar
- Paprika powder - 1 jar
- Garlic powder - 1 jar
- Italian herbs - 1 jar
- Barbecue seasoning - 2 jars
- Lemons - 8 pieces
- Watermelons - 2 pieces
- Grapes - 2 kilogram
- Apples - 3 kilograms
- Strawberries - 2 kilograms
- Bananas - 2 kilograms
- Plain chips - 4 bags
- Paprika chips - 4 bags
- Tortilla chips - 4 bags
- Salsa - 3 jars
- Hummus - 1 kilogram
- Olives - 3 jars
- Peanuts - 1 kilogram
- Marshmallows - 4 bags
- Ice cream - 5 liters
- Whipped cream - 6 cans
- Chocolate sauce - 2 bottles
- Coffee - 3 packs
- Tea - 2 boxes
- Sugar - 1 kilogram
- Milk - 6 liters
- Oat milk - 3 liters
- Mineral water - 8 bottles
- Sparkling water - 6 bottles
- Cola - 8 bottles
- Cola Zero - 6 bottles
- Sinas - 4 bottles
- Ice tea - 4 bottles
- Apple juice - 4 packs
- Orange juice - 4 cartons
- Beer - 3 crates
- Alcohol-free beer - 1 crate
- Rosé - 6 bottles
- White wine - 4 bottles
- Red wine - 4 bottles
- Prosecco - 3 bottles
- Ice cubes - 12 bags
- Napkins - 150 pieces
- Paper towels - 6 rolls
- Toilet paper - 12 rolls
- Dish soap - 2 bottles
- Dishwasher tablets - 30 pieces
- All-purpose cleaner - 2 bottles
- Glass cleaner - 1 bottle
- Garbage bags - 30 pieces
- Freezer bags - 2 boxes
- Barbecue charcoal - 2 bags
- Firelighters - 2 boxes

Tips

Plan 250–350 g of meat or other barbecue food per adult, and about 150–200 g per child. Add salads, bread and vegetables separately so the grill is not carrying the whole meal.
Allow 2–3 drinks per person for the first hour, then 1 drink per person per hour. Chill drinks in coolers before guests arrive and keep a separate cooler for food and meat.
Count tableware by guest plus 10% spare. For 30 guests, that means at least 33 reusable plates, bowls, glasses, knives, forks and spoons, with extra serving spoons and tongs.
Check gas barbecue fuel at least 3 days beforehand and keep a spare gas cylinder available if the barbecue will run for several hours. Test the barbecue before shopping for meat.
Buy fresh meat, vegetables and salads no earlier than 1–2 days before the barbecue. Transport meat refrigerated and keep it chilled until marinating or cooking.

Frequently asked questions

How much food do I need for a family day barbecue?: Plan 250–350 g of barbecue food per adult and 150–200 g per child, plus bread, salads and vegetables. Increase the amount if the barbecue is the main meal and runs for more than 3 hours.
How many drinks should I buy for a family barbecue?: Allow 2–3 drinks per person for the first hour, followed by about 1 drink per person per hour. For a 4-hour barbecue with 20 guests, that is roughly 100–120 drinks, including water and non-alcoholic options.
How many plates and glasses do I need for a barbecue?: Buy one set per guest plus 10% spare. For 25 guests, prepare at least 28 plates, bowls, glasses, knives, forks and spoons, and add enough serving platters and utensils for each dish.
When should I buy meat and fresh vegetables for a barbecue?: Buy meat, salads and cut vegetables 1–2 days before the event. Keep meat refrigerated during transport and storage, and chill drinks at least several hours before guests arrive.

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