How to organise a barbecue championship

A barbecue championship needs more than grills and good recipes. Set the date and location first, then lock down the rules, judging method, team entries and match schedule before ordering supplies. The busiest work happens in the final 48 hours: checking equipment, chilling food, preparing sauces and marking out the competition area. Use this plan to keep teams, judges, food service and safety moving in the right order.

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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

1
Confirm date and location
2 people
2
Draw up competition rules
2 people
3
Invite the judges
4
Send invitations
2 people
5
Recruit competition teams
2 people
6
Process registrations
7
Collect dietary requirements
8
Make reservations
9
Assign teams and jury
2 people
10
Publish the match schedule
11
Order prizes and certificates
12
Check permits and safety rules
2 people
13
Check the weather forecast
14
Check the shopping list
2 people
15
Do the shopping
3 people
16
Keep meat and vegetarian products chilled
2 people
17
Prepare sauces and marinades
3 people
18
Prepare vegetables and salad
3 people
19
Set out desserts and bread
2 people
20
Check materials
2 people
21
Print participant list
22
Print score sheets
23
Label the competition tables
2 people
24
Cordon off the area
3 people
25
Build party tents
4 people
26
Set up tables and chairs
4 people
27
Place barbecues safely
4 people
28
Hang lighting
2 people
29
Set up the buffet and bar
3 people
30
Prepare competition materials
2 people
31
Fill coolers
3 people
32
Prepare the jury table
2 people

Event

33
Light the barbecues
4 people
34
Receive participants
3 people
35
Opening and introduction
2 people
36
Supervise competition events
4 people
37
Bring dishes to the jury
3 people
38
Serve buffet dishes
4 people
39
Refill drinks
2 people
40
Empty trash bins
2 people
41
Collect scores
2 people
42
Calculate the winners
2 people
43
Handle prize ceremony
3 people
44
Serve the last round
3 people

Aftercare

45
Safely extinguish barbecues
4 people
46
Collect tableware
3 people
47
Clear tables and chairs
4 people
48
Sort and remove waste
3 people
49
Clean the grounds
4 people
50
Clean the kitchen and bar
3 people
51
Store materials dry
3 people
52
Return rental items
2 people
53
Distribute leftover food
2 people

What to bring

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

Furniture

Party tentsqty 3
Foldable tablesqty 12
Chairsqty 90
Buffet tablesqty 4
Judges' table
Folding barsqty 2

Equipment

Barbecue grillsqty 8
Gas cylindersqty 6
Gas pressure regulatorsqty 6
Core thermometersqty 8
Coolersqty 8
Extension cordsqty 6
Power stripsqty 6

Kitchen

Cutting boardsqty 12
Chef and serving knivesqty 16
Mixing bowlsqty 12
Measuring cupsqty 4
Kitchen tongsqty 16
Serving spoonsqty 12
Aluminum barbecue traysqty 120
Heat-resistant glovesqty 12
Aluminum foilqty 8
Food storage containersqty 24

Tableware

Reusable platesqty 120
Reusable bowlsqty 100
Reusable cupsqty 180
Cutlery setsqty 120
Coffee cupsqty 50
Serving plattersqty 20
Serving platters for the juryqty 32

Decorations

Competition table signsqty 16
Route arrowsqty 12
Tableclothsqty 16
Buntingqty 8
Prizes and medalsqty 12

Lighting

String lightsqty 6
Battery lanternsqty 8

Cleaning

Waste binsqty 8
Waste sorting binsqty 4
Bucketsqty 6
Spongesqty 12
Dish brushesqty 6
Broom and dustpanqty 4
Mopsqty 4
Paper towel dispensersqty 4

Catering

Groceries

Tips

Publish the rules before teams register, including categories, cooking times, scoring criteria and how ties are decided. Judges should receive the same rules and score sheets at least one week before the event.
Close registration several days before the championship and record dietary requirements separately. Assign teams and judges only after entries are final, then publish the schedule so teams know when and where to report.
Check grills, gas cylinders, pressure regulators, extension cords and power strips at least 24 hours ahead. Do not leave equipment checks until setup morning, when a missing regulator or unsafe cable route can delay every team.
Keep meat and vegetarian products chilled until they are needed, using separate cutting boards, knives and storage containers. Prepare sauces, marinades, vegetables and salad in advance, but set out desserts and bread close to serving time.
Mark each competition table, cordon off the cooking area and build party tents before teams arrive. Keep heat-resistant gloves, core thermometers and aluminum trays at the stations, with a clear route for judges and serving staff.

Frequently asked questions

How far in advance should I organise a barbecue championship?: Start at least 6 to 8 weeks ahead. Confirm the date and location first, then allow time for rules, judge invitations, team recruitment, registrations, prizes and any permit or safety checks.
How many judges do I need for a barbecue competition?: Plan at least 2 judges per judging group, plus one event lead to resolve questions and collect score sheets. Finalise the judging team at least 2 weeks before the event so everyone can review the rules.
When should I prepare the food for a barbecue championship?: Prepare sauces, marinades, vegetables and salad on the day before or early on event day, depending on your food-safety procedures. Keep meat and vegetarian products chilled until use, and set out bread and desserts shortly before serving.
When should I check the weather and build the tents?: Check the forecast 48 hours before the championship and again on the morning itself. Build party tents and secure the event area before teams arrive, leaving enough time to change the layout if wind or rain affects safety.

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.