Grill competition checklist: everything to arrange

A grill competition needs more than grills and meat. You need clear rules, confirmed judges, a reliable participant list, enough chilled storage and a site that is safe before anyone lights a burner. This checklist puts the work in a practical order, from booking the venue and collecting dietary requirements to setting up grill stations, race numbers, prizes and guest seating. Use it to see what is easy to overlook and what must be ready before competition day.

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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

Reserve competition venue
Draw up the competition rules
2 people
Send invitations
Process registrations
Keep track of the participant list
Collect dietary requirements
Confirm judges
Inform participants
Order prizes and trophies
Check power supply
2 people
Check the weather forecast
Do the shopping
2 people
Store meat refrigerated
2 people
Wash and cut vegetables
3 people
Prepare sauces and marinades
2 people
Set out race numbers
Prepare prizes and certificates
Fill coolers
2 people
Inspect the grounds
2 people
Build party tents
4 people
Set up tables and chairs
3 people
Set up grill stations
4 people
Set up fire safety measures
2 people
Connect power and lighting
2 people
Set up competition table
2 people
Set up the buffet and drinks station
3 people
Divide ingredients among teams
4 people
Set up the jury room
2 people

Event

Register participants
2 people
Give the competition briefing
2 people
Light the grills
4 people
Run the competition round
3 people
Refill drinks
2 people
Serve salads and side dishes
3 people
Serve jury portions
3 people
Collect judging forms
2 people
Announce the winners
2 people
Collect waste along the way
2 people

Aftercare

Let grills cool safely
3 people
Wash dishes and kitchen utensils
3 people
Pack food chilled
2 people
Clear tables and chairs
4 people
Take down party tents
4 people
Clean the grounds
4 people
Check equipment and materials
2 people
Return borrowed items
2 people
Process leftover food
2 people

What to bring

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

Furniture

Party tentsqty 3
Tablesqty 10
Chairsqty 60
Beer tablesqty 6
Tableclothsqty 12
Parasolsqty 3

Equipment

Barbecue grillsqty 8
Grill racksqty 10
Coolersqty 6
Extension cordsqty 4
Power stripsqty 4
Coffee machinesqty 2
Speaker

Kitchen

Cutting boardsqty 12
Chef's knivesqty 8
Mixing bowlsqty 8
Serving spoonsqty 10
Pliersqty 12
Brushesqty 8
Measuring cupsqty 4
Aluminum traysqty 30
Aluminum foilqty 4

Tableware

Platesqty 150
Bowlsqty 80
Glassesqty 180
Coffee cupsqty 60
Cutlery setsqty 150
Serving plattersqty 20

Decorations

Race numbersqty 8
Buntingqty 8
Prize trophiesqty 3
Jury formsqty 40

Lighting

String lightsqty 6
Battery lanternsqty 8

Cleaning

Waste binsqty 8
Bucketsqty 4
Spongesqty 12
Dish brushesqty 4
Hand broomsqty 4
Dustpan and brushqty 3

Catering

Groceries

Tips

Set the rules before sending invitations. State the number of teams or participants, judging criteria, timings and any restrictions so registrations do not create different expectations later.
Close registrations early enough to confirm dietary requirements and judge availability. A final participant list also tells you how many race numbers, tables, chairs, plates, glasses and serving platters you need.
Keep meat refrigerated until it is needed and separate raw-food preparation from serving areas. Prepare vegetables, sauces and marinades in advance, but do not leave perishable food sitting out while the site is being built.
Check power and weather before setup day. Count extension cords and power strips, decide where coffee machines and lighting will connect, and build party tents before the forecast becomes a problem.
Finish the site setup before competitors arrive: inspect the grounds, position tables and chairs, establish grill stations, set out fire-safety measures and prepare the competition table with race numbers, certificates and prizes.

Frequently asked questions

How far in advance should I organise a grill competition?: Start booking the venue and confirming the format at least 6 to 8 weeks ahead. Send invitations after the rules are fixed, then close registrations early enough to confirm judges, dietary requirements and the final shopping list.
How much meat should I buy for a grill competition?: For a meal-style competition, plan roughly 300 to 400 grams of raw meat per adult participant or guest, then add a 10% buffer for unexpected portions. Keep the meat refrigerated and adjust the amount once registrations and dietary requirements are final.
How many judges do I need for a grill competition?: Use at least 3 judges so one opinion does not decide every result. Confirm them before publishing the final schedule, and prepare one clear scoring system and enough score sheets for every round.
What should be ready on the morning of the competition?: Allow at least 2 to 3 hours for grounds inspection, tents, tables, chairs, grill stations, power, lighting and fire safety. Have coolers filled, race numbers displayed, prizes and certificates prepared, and the competition table ready before participants arrive.

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