Hiking club barbecue checklist

A hiking club barbecue needs more planning than food and a grill. Confirm the location and barbecue reservation first, then track registrations, dietary requirements and final portions. In the last week, check the forecast, finish the shopping list and make sure chilled food has a refrigerated place to stay. On the day, allow time for tents, tables, lighting, a safe barbecue setup and a drinks station before the group arrives.

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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

Confirm date and location
2 people
Arrange barbecue reservation
Send invitations
2 people
Process registrations
Collect dietary requirements
Update participant list
Check the weather forecast
Set the final number of portions
2 people
Check the shopping list
2 people
Do the shopping
3 people
Collect materials
2 people
Store meat refrigerated
2 people
Wash and cut vegetables
3 people
Prepare salads
2 people
Prepare marinades and sauces
2 people
Fill coolers
2 people
Inspect venue
2 people
Build party tents
4 people
Set up tables
3 people
Set up chairs
3 people
Set up barbecue safely
2 people
Hang lighting
2 people
Hang decorations
2 people
Set up buffet and drinks table
3 people
Lay out crockery and cutlery
2 people
Lay out salads and bread
3 people

Event

Light the barbecue
2 people
Welcome guests
3 people
Serve drinks
2 people
Grill meat and vegetarian options
4 people
Refill salads and bread
2 people
Refill drinks
2 people
Collect used dishes
2 people
Serve coffee and tea
2 people
Announce the final round

Aftercare

Safely extinguish barbecue
2 people
Sort and dispose of waste
3 people
Wash dishes
3 people
Clean the venue
4 people
Take down tables and chairs
4 people
Take down party tents
4 people
Return materials
2 people
Store leftover food
2 people
Clean the coolers and barbecue
2 people

What to bring

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

Furniture

Party tentsqty 2
Foldable tablesqty 6
Folding chairsqty 45
Buffet tablesqty 2
Waste binsqty 4

Tableware

Reusable platesqty 50
Reusable bowlsqty 50
Reusable drinking glassesqty 70
Coffee cupsqty 50
Cutlery setsqty 50
Serving spoonsqty 8

Equipment

Barbecuesqty 2
Coolersqty 4
Coffee machinesqty 2
Kettlesqty 2
Extension cordsqty 3
Power stripsqty 3

Kitchen

Cutting boardsqty 4
Chef and serving knivesqty 6
Mixing bowlsqty 6
Serving traysqty 10
Aluminum barbecue traysqty 6
Barbecue tongsqty 4
Oven mittsqty 3
Meat thermometersqty 2

Decorations

Buntingqty 4
Tableclothsqty 8
Name badgesqty 50

Lighting

String lightsqty 4
Battery lanternsqty 6

Cleaning

Washing-up basinsqty 3
Dish brushesqty 3
Cleaning bucketsqty 3
Dustpans and brushesqty 2
Microfiber clothsqty 12

Catering

Groceries

Tips

Set a deadline for registrations before you calculate portions. Use the final participant list to account for dietary requirements, rather than estimating from the number of invitations sent.
Check the weather forecast twice: once during the week before the barbecue and again on the morning itself. This gives you time to confirm party tents and battery lanterns are ready if conditions change.
Keep meat refrigerated until it is needed and fill the coolers before setup begins. Do not leave chilled food sitting on preparation tables while tents, chairs and decorations are being arranged.
Inspect the venue before carrying in equipment. Check where the barbecue can stand safely, where extension cords and power strips can run, and where waste bins can be placed without blocking walking routes.
Start the barbecue and buffet setup before laying out reusable plates, bowls, glasses and cutlery. Put serving spoons, tongs, oven mitts and meat thermometers at the stations where they will be used, so they are not forgotten in a storage box.

Frequently asked questions

How far in advance should I organise a hiking club barbecue?: Confirm the date, location and barbecue reservation at least 4 to 6 weeks ahead. Send invitations early enough to close registrations before you set the final number of portions.
How many portions should I prepare for a hiking club barbecue?: Base the final quantity on confirmed registrations, not on the invitation list. Set the portions after the registration deadline and adjust for dietary requirements before shopping.
When should I check the weather for an outdoor hiking club barbecue?: Check the forecast about 7 days before the event, then check it again on the morning of the barbecue. Use the first check to confirm tents and the second to adjust the setup and lighting plan.
What equipment do I need to set up before guests arrive?: Have the barbecue, coolers, tents, tables, chairs, buffet table and waste bins in place before food is served. Allow at least 60 to 90 minutes for venue inspection, safe barbecue setup, lighting and the drinks and buffet stations.

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