What to buy for a hiking club barbecue

A hiking club barbecue needs more than meat and charcoal. This shopping list covers food preparation, cold storage, serving, seating, lighting and shelter for a group arriving after a walk. Use the final registration count to calculate portions, then add a small buffer for unexpected guests and larger appetites. Check dietary requirements before shopping, and keep meat refrigerated until it goes on the barbecue.

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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
- Hamburgers - 50 pieces
- Bratwursts - 45 pieces
- Chicken skewers - 40 pieces
- Vegetarian burgers - 15 pieces
- Vegetarian vegetable skewers - 15 pieces
- Hamburger buns - 50 pieces
- Hot dog buns - 45 pieces
- Baguettes - 8 pieces
- Herb butter - 6 tubs
- Baby potatoes - 4 kilogram
- Corn cobs - 25 pieces
- Bell peppers - 12 pieces
- Zucchinis - 6 pieces
- Mushrooms - 2 kilogram
- Red onions - 2 kilograms
- Lettuce - 6 heads
- Cucumbers - 8 pieces
- Tomatoes - 3 kilograms
- Carrots - 2 kilogram
- Potato salad - 4 kilogram
- Pasta salad - 4 kilograms
- Raw vegetable salad - 3 kilograms
- Feta - 1 kilogram
- Shredded cheese - 1 kilogram
- Pickles - 3 jars
- Fried onions - 3 bags
- Mayonnaise - 3 bottles
- Ketchup - 3 bottles
- Garlic sauce - 3 bottles
- Satay sauce - 3 jars
- Barbecue sauce - 3 bottles
- Mustard - 2 jars
- Olive oil - 2 bottles
- Salt - 2 packs
- Black pepper - 2 jars
- Paprika powder - 1 jar
- Italian herbs - 1 jar
- Garlic - 6 bulbs
- Lemons - 10 pieces
- Water - 40 liter
- Cola - 12 bottles
- Cola Zero - 8 bottles
- Sinas - 6 bottles
- Lemonade - 6 bottles
- Beer - 6 crates
- Alcohol-free beer - 2 crates
- Coffee - 3 packs
- Tea - 2 boxes
- Milk - 6 liters
- Sugar - 2 packs
- Honey - 2 jars
- Ice cubes - 12 kilograms
- Ice lollies - 50 pieces
- Paprika chips - 5 bags
- Plain chips - 5 bags
- Peanuts - 3 bags
- Grapes - 3 kilograms
- Apples - 40 pieces
- Watermelons - 2 pieces
- Dish soap - 2 bottles
- Hand soap - 3 bottles
- Hand sanitizer - 3 bottles
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Aluminum foil - 3 rolls
- Cling film - 2 rolls
- Baking paper - 2 rolls
- Napkins - 150 pieces
- Trash bags - 50 pieces
- Ziplock bags - 2 boxes
- Charcoal - 30 kilograms
- Firelighters - 2 boxes

Tips

Plan about 250–350 g of main food per adult, including meat, fish or vegetarian options, and add 200–250 g of salads and vegetables per person. Set aside separate portions once dietary requirements are confirmed.
Allow two to three drinks per person for the first hour, then one drink per hour after that. Pack extra water for hikers, and keep chilled drinks in coolers rather than relying on the barbecue area.
Buy or bring at least one serving utensil for each dish, plus enough reusable plates, bowls, glasses and cutlery for the final headcount. Add 10% extra tableware so a dropped plate or forgotten guest does not disrupt service.
Prepare salads, chopped vegetables, marinades and sauces before guests arrive, but keep perishable food cold until cooking. Bring separate cutting boards and knives for raw meat and ready-to-eat food.
Check the forecast 24 hours before the barbecue and confirm the venue setup. Party tents, tables, chairs, lighting, extension cords, waste bins and a safe barbecue position are easy to arrange too late, especially after a hike.

Frequently asked questions

How much food do I need for a hiking club barbecue?: Plan 250–350 g of main food per adult, plus 200–250 g of salads and vegetables. Add around 10% extra if attendance is uncertain or the group includes hungry hikers.
How many drinks should I buy for a hiking club barbecue?: Allow two to three drinks per person for the first hour and one drink per person for each following hour. Include at least 500–750 ml of water per hiker, with more in warm weather.
When should I buy meat for a barbecue?: Buy fresh meat no more than 1–2 days before the event and keep it refrigerated at 4°C or below. Transfer it to coolers only shortly before leaving for the venue.
How many plates and glasses do I need for the barbecue?: Use the final participant count and add 10% extra. For 30 guests, prepare at least 33 plates, 33 glasses and 33 sets of cutlery, plus extra serving spoons and bowls for shared dishes.

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