Fundraising barbecue checklist

A fundraising barbecue needs more planning than a regular cookout because you are feeding guests, collecting donations and coordinating volunteers at the same time. Start with invitations and registrations, then confirm dietary requirements, equipment and payment arrangements. During the final week, lock the guest list, shop for food and prepare anything that keeps well. On the day, allow time for safe barbecue setup, chilled drinks, labelled diet meals and a clearly marked donation point.

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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
2 people
Process registrations
Collect dietary requirements
Reserve barbecues
Reserve tents and tables
Arrange a payment method for donations
Prepare donation boards
2 people
Assign volunteers
Create final guest list
Label diet meals
Check the weather forecast
Do the shopping
3 people
Set up non-perishable supplies
2 people
Wash and cut vegetables
3 people
Prepare salads
2 people
Marinate meat and vegetables
2 people
Chill drinks
2 people
Set up tents
4 people
Set up tables and chairs
4 people
Set the tables
2 people
Set up barbecues safely
3 people
Set up the buffet and drinks station
3 people
Set up the donation point
2 people
Hang decorations
2 people
Test lighting and power
2 people

Event

Light the grills
3 people
Welcome guests
3 people
Register donations
2 people
Refill drinks
2 people
Set out salads and bread
2 people
Prepare barbecue dishes
4 people
Serve dishes
3 people
Serve coffee and tea
2 people
Collect trash and empty bottles
2 people
See off the last guests
2 people

Aftercare

Let barbecues cool down
2 people
Clear away food and drinks
3 people
Wash dishes
3 people
Clear tables and chairs
4 people
Take down tents
4 people
Clean the grounds
3 people
Clean barbecues and coolers
2 people
Sort and store leftovers
2 people
Dispose of waste
2 people
Return borrowed materials
2 people
Safely deposit donation proceeds
2 people

What to bring

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

Furniture

Party tentsqty 2
Tablesqty 8
Chairsqty 60
Buffet tablesqty 3
Tableclothsqty 8
Waste binsqty 6

Tableware

Platesqty 70
Bowlsqty 60
Drinking glassesqty 80
Coffee cupsqty 60
Cutlery setsqty 70
Serving plattersqty 10
Serving plattersqty 10
Serving spoonsqty 12

Equipment

Barbecuesqty 3
Coolersqty 4
Coffee machinesqty 2
Thermos flasksqty 4
Extension cordsqty 3
Power stripsqty 3

Kitchen

Cutting boardsqty 4
Kitchen knivesqty 6
Mixing bowlsqty 6
Food containersqty 12
Barbecue tongsqty 6
Meat thermometersqty 2
Oven mittsqty 4

Decorations

Party flagsqty 4
Donation signsqty 3
Price listsqty 4

Lighting

String lightsqty 4
Battery lanternsqty 6

Cleaning

Washing-up basinsqty 4
Bucketsqty 3
Hand broomsqty 3
Litter pickersqty 2

Catering

Groceries

Tips

Set a registration deadline at least 7 days before the barbecue. Use the final guest list to estimate portions, assign volunteers and identify dietary requirements before shopping.
Confirm tents, tables, chairs and barbecues at least 2 weeks ahead if you are hiring them. Check that the available power, extension cords and lighting match the site setup.
Prepare salads, chopped vegetables and marinades on the day before where food-safety guidance allows. Keep raw meat separate, use food containers, and use meat thermometers to check cooking.
Assign volunteers to specific shifts rather than asking for general help. Cover registration, cooking, the buffet and drinks station, the donation point, waste bins and the final clean-up.
Check the weather forecast 48 hours before the event and again on the morning itself. Set up tents, tables and the donation point before guests arrive, then test lighting and power before cooking starts.

Frequently asked questions

How far in advance should I plan a fundraising barbecue?: Start organising it 4 to 6 weeks ahead. Send invitations early, reserve tents, tables and barbecues, and arrange the donation payment method before registrations build up.
When should I close registrations for a fundraising barbecue?: Close registrations about 7 days before the event. That gives you time to create the final guest list, confirm dietary requirements, label diet meals and buy the right quantities.
How much food should I buy for a fundraising barbecue?: Base your shopping on the confirmed guest list, including children and volunteers, and allow a small extra margin for popular items. Final quantities depend on your menu, but complete the calculation after registrations close rather than guessing weeks in advance.
When should volunteers arrive for a fundraising barbecue?: Have setup volunteers arrive 2 to 3 hours before guests. This allows time to put up tents, arrange tables and chairs, set tables, prepare the buffet and drinks station, check the donation point and test power and lighting.

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.