Father's Day barbecue checklist
A Father's Day barbecue is easier to run when the guest list, food and outdoor setup are handled in the right order. Start with invitations and dietary requirements, then confirm quantities before shopping. On the day, keep meat and vegetarian food chilled, prepare cold dishes ahead of time and leave enough time to set up the barbecue, tables and buffet. This checklist also covers the details people often leave too late, including weather cover, lighting, restroom supplies and safe power connections.
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
Check the guest list
Determine menu and quantities
2 people
Check the weather forecast
Check the shopping list
Do the shopping
2 people
Keep meat and vegetarian products chilled
Chill drinks
2 people
Marinate the meat
2 people
Wash vegetables
2 people
Prepare salads
2 people
Prepare the sauces
Set out bread and side dishes
2 people
Build party tents
4 people
Set up tables and chairs
3 people
Place barbecue safely
2 people
Hang up decorations
2 people
Hang lighting
2 people
Set up buffet and drinks table
2 people
Lay out crockery and cutlery
2 people
Check and restock restroom
Event
Light the barbecue
2 people
Welcome guests
2 people
Serve welcome drinks
2 people
Serve snacks
2 people
Grill meat and vegetables
3 people
Serve barbecue dishes
3 people
Refill drinks
2 people
Refill buffet
2 people
Collect used dishes
2 people
Serve dessert
2 people
Put out barbecue
2 people
Aftercare
Collect waste
2 people
Clear tables and chairs
3 people
Wash dishes
2 people
Clean the kitchen
2 people
Take down party tents
4 people
Remove decorations
2 people
Store materials clean and dry
2 people
What to bring
Grouped the way you'd shop for it, with quantities.
Furniture
- Party tentqty 2
- Tablesqty 6
- Chairsqty 32
- Buffet tablesqty 2
- Drinks table
Tableware
- Reusable platesqty 36
- Bowlsqty 36
- Drinking glassesqty 48
- Coffee cupsqty 36
- Cutlery setsqty 36
- Serving plattersqty 12
Equipment
- Barbecueqty 2
- Gas cylindersqty 2
- Coolersqty 4
- Kettlesqty 2
- Coffee maker
- Outdoor extension cordsqty 2
- Power stripsqty 2
Kitchen
- Cutting boardsqty 4
- Chef’s knives and bread knivesqty 4
- Barbecue tongsqty 4
- Aluminum traysqty 8
- Measuring cupsqty 2
- Kitchen thermometerqty 2
Decorations
- Buntingqty 4
- Tableclothsqty 6
- Napkin holdersqty 6
- Father's Day decorations
Lighting
- String lightsqty 4
- Lanternsqty 4
Cleaning
- Waste binsqty 4
- Washing-up tubsqty 2
- Cleaning bucketsqty 2
Catering
- Groceries
Tips
- Confirm registrations and dietary requirements at least 5–7 days before the barbecue, then use the final guest count to calculate meat, vegetarian options, salads, bread and drinks.
- Check the weather forecast 2–3 days beforehand and build party tents before guests arrive. Allow at least 60–90 minutes for tables, chairs, buffet tables, decorations and lighting.
- Chill drinks for at least 4 hours, and keep meat and vegetarian products in separate coolers until needed. Marinate the meat on the day before if the recipe allows it.
- Prepare salads, sauces and washed vegetables several hours ahead, but keep them refrigerated until serving. Set out bread and side dishes only shortly before guests sit down.
- Place the barbecue on a stable, non-combustible surface with clear space around it, and check gas cylinders, outdoor extension cords and power strips before lighting or connecting anything.
Frequently asked questions
- How far in advance should I plan a Father's Day barbecue?
- Send invitations 2–3 weeks in advance and close registrations around 5–7 days before the barbecue. Use the final guest list to confirm dietary requirements, food quantities, seating and equipment.
- How much food do I need for a Father's Day BBQ?
- Plan roughly 250–350 g of meat or vegetarian barbecue food per adult, plus 150–200 g of salads and side dishes. Add bread and sauces for everyone, then allow extra portions if the barbecue lasts more than 3 hours.
- When should I buy and chill drinks for a barbecue?
- Shop for drinks 1–2 days before the event and chill them for at least 4 hours before guests arrive. Keep a separate cooler for unopened drinks so the serving supply stays cold throughout the afternoon.
- How early should I set up a Father's Day barbecue?
- Start outdoor setup 90 minutes before guests arrive, including party tents, tables, chairs, buffet and drinks tables. Finish food preparation and light the barbecue early enough for it to be ready when guests are welcomed.
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