A practical checklist for organising a friends' barbecue

A friends' barbecue is easiest to manage when you settle the guest count before buying food or arranging the garden. Start with invitations, registrations and dietary requirements, then confirm the forecast and check the barbecue, coolers and shopping list. On the day, prepare salads and vegetables early, chill drinks, and set up separate areas for dining, serving and coffee. Leave enough time to light the barbecue safely 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

Send invitations
Process registrations
Collect dietary requirements
Determine the final number of guests
Check the weather forecast
Check the shopping list
Check the barbecue and coolers
2 people
Do the shopping
2 people
Chill drinks
Marinate meat and vegetarian dishes
2 people
Wash and cut vegetables
2 people
Prepare salads
2 people
Set out dessert and fruit
Clear the garden and terrace
2 people
Set up party tent
3 people
Set up tables and chairs
3 people
Hang lighting
2 people
Hang decorations
2 people
Place barbecue safely
2 people
Set up the buffet table
2 people
Set out tableware and cutlery
2 people
Set out sauces and salads
2 people
Set up the coffee and tea station
Set out welcome drinks

Event

Light the barbecue
2 people
Welcome guests
2 people
Serve snacks
2 people
Refill drinks
2 people
Grill meat and vegetables
2 people
Serve barbecue dishes
2 people
Restock the buffet
2 people
Serve coffee and tea
Serve dessert
Handle the final drinks round
Collect waste along the way

Aftercare

Store food and drinks
2 people
Wash dishes and cutlery
2 people
Clean the barbecue
2 people
Clear tables and chairs
3 people
Take down the party tent
3 people
Remove decorations and lighting
2 people
Clean the garden and patio
2 people
Take out the trash

What to bring

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

Furniture

Party tent
Tablesqty 4
Chairsqty 24
Buffet table
Folding chairsqty 4

Tableware

Platesqty 30
Bowlsqty 24
Cutlery setsqty 30
Drinking glassesqty 30
Wine glassesqty 20
Coffee cupsqty 20
Serving plattersqty 8
Serving tongsqty 4

Equipment

Charcoal barbecue
Coolersqty 3
Wireless speaker
Extension cordqty 2
Core thermometer
Lighterqty 2

Kitchen

Chef's knifeqty 2
Cutting boardsqty 4
Mixing bowlsqty 4
Grill tongsqty 3
Aluminum foilqty 2

Decorations

Buntingqty 4
Tableclothsqty 4
Lanternsqty 6

Lighting

String lightsqty 3
LED lanternsqty 4

Cleaning

Waste binsqty 3
Bucketsqty 2
Dish brushesqty 2
Reusable cleaning clothsqty 8

Catering

Groceries

Tips

Set a firm RSVP deadline about 7 days before the barbecue. Use the final guest count to adjust meat, vegetarian food, drinks, plates and seating rather than shopping from an early estimate.
Check the weather 24 hours before the event and decide whether the party tent can cover the tables and buffet. Put the barbecue on a stable, clear surface away from the tent, decorations and seating.
Chill drinks in the coolers at least 3 hours before guests arrive. Keep a separate supply of water available so people are not relying only on alcoholic drinks in warm weather.
Prepare vegetables, salads and marinades earlier in the day, but keep meat and vegetarian food refrigerated until needed. A core thermometer and separate serving tools help prevent undercooked food and cross-contamination.
Set up the buffet, tableware, sauces, lighting and waste bins before lighting the barbecue. Aim to have the grill hot 20–30 minutes before the planned meal so cooking does not start after everyone is already hungry.

Frequently asked questions

How much food do I need for a friends' barbecue?: Plan roughly 300–400 g of uncooked main food per adult, including meat and vegetarian options, plus salads, bread or other sides. Add about 10% if guests will be eating over several hours or if there are few side dishes.
How many drinks should I buy for a barbecue?: For the first hour, allow around 2–3 drinks per person, then about 1 drink per person per hour. Include water and soft drinks, and chill them at least 3 hours before guests arrive.
When should I send barbecue invitations?: Send invitations 2–3 weeks in advance and set the RSVP deadline 7 days before the barbecue. That gives you time to collect dietary requirements, confirm the final number and complete the shopping.
When should I light the barbecue?: Light a charcoal barbecue about 30–45 minutes before you plan to serve the food. Start cooking when the coals are hot and covered with a grey-white ash, and keep the barbecue away from the party tent and combustible decorations.

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