How to organise a barbecue clinic

A barbecue clinic needs more planning than a regular cookout because guests are learning, cooking and eating at the same time. Start by fixing the participant list and collecting dietary requirements, then confirm the venue, power supply and barbecue capacity. Prepare chilled ingredients and marinades shortly before the event, and leave enough time to build workstations and position the grills safely. This guide helps you follow the right order and avoid the details that are often left until the last minute.

Organize this event for free with Lizzt

The plan, step by step

Every task with its own sub-checklist, in the order you'll actually need them.

Preparations

1
Send invitations
2
Process registrations
3
Collect dietary requirements
4
Check participant list
5
Reserve barbecue supplies
6
Check venue and power
2 people
7
Check the weather forecast
8
Inform the confirmed participants
9
Check the shopping list
2 people
10
Do the shopping
3 people
11
Store meat and fish chilled
2 people
12
Wash and cut vegetables
3 people
13
Prepare marinades
2 people
14
Marinate meat and fish
2 people
15
Prepare salads
3 people
16
Set out bread and side dishes
2 people
17
Chill drinks
2 people
18
Bring materials to the venue
3 people
19
Build party tents
4 people
20
Set up tables and chairs
3 people
21
Set up clinic workstations
3 people
22
Place barbecues safely
3 people
23
Set out fire extinguishers
24
Check charcoal and gas
2 people
25
Lay out crockery and cutlery
2 people
26
Distribute ingredients per workstation
3 people
27
Place name cards and program

Event

28
Light the barbecues
3 people
29
Receive participants
2 people
30
Serve welcome drinks
2 people
31
Give safety instructions
2 people
32
Give barbecue use instructions
2 people
33
Demonstrate herbs and marinades
2 people
34
Assist participants with grilling
4 people
35
Serve snacks and side dishes
3 people
36
Refill drinks
2 people
37
Keep cooked food warm
2 people
38
Serve the main course
4 people
39
Serve dessert and coffee
3 people
40
Guide the final grill round
3 people
41
See participants off
2 people

Aftercare

42
Package food chilled
2 people
43
Let barbecues cool down
2 people
44
Collect and sort waste
3 people
45
Wash dishes and cutlery
3 people
46
Clean workstations
3 people
47
Clear tables and chairs
3 people
48
Take down party tents
4 people
49
Sweep and inspect the venue
2 people
50
Return materials
3 people
51
Return borrowed materials
2 people
52
Process leftover food
2 people

What to bring

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

Furniture

Party tentqty 2
Tablesqty 6
Chairsqty 36
Buffet tablesqty 2

Tableware

Platesqty 40
Bowlsqty 40
Cutlery setsqty 40
Drinking glassesqty 50
Coffee cupsqty 40

Kitchen

Cutting boardsqty 8
Chef's knivesqty 8
Mixing bowlsqty 8
Serving plattersqty 10
Serving tongsqty 8
Aluminum traysqty 30
Kitchen scaleqty 2
Meat thermometersqty 4
Barbecue tongsqty 8
Barbecue brushesqty 4
Spatulasqty 6
Grill basketsqty 4
Potholdersqty 8

Equipment

Gas barbecuesqty 3
Charcoal barbecue
Gas cylindersqty 4
Coolersqty 4
Food warmersqty 4
Thermos flasksqty 4
Extension cordsqty 4
Power stripsqty 3
Bluetooth speaker

Safety

Fire extinguishersqty 2
Heat-resistant glovesqty 4
First aid kit

Lighting

String lightsqty 4
Battery lanternsqty 4

Decorations

Name badgesqty 40
Program formsqty 40

Cleaning

Waste binsqty 4
Washing-up tubsqty 3
Spongesqty 8
Cleaning clothsqty 12

Catering

Groceries

Tips

Confirm registrations and dietary requirements at least 7 days before the clinic. Use the final participant list to plan workstations, portions and the number of barbecue tools needed.
Check the venue, power supply and weather forecast 3–5 days ahead. Decide then whether party tents are needed and whether gas barbecues, charcoal barbecues or both can be used safely.
Prepare marinades, chopped vegetables and salads on the day before or the morning of the clinic. Keep meat and fish chilled until they are needed, and use separate cutting boards for raw and ready-to-eat food.
Set up one workstation per cooking group before guests arrive. Put barbecue tongs, spatulas, grill baskets, cutting boards, knives and meat thermometers where participants can reach them without crossing the serving area.
Place the barbecues on a stable, well-ventilated surface with clear space around them. Check charcoal and gas before the clinic starts, keep fire extinguishers visible, and do not run extension cords where people walk.

Frequently asked questions

How far in advance should I organise a barbecue clinic?: Start planning at least 3–4 weeks ahead so you can send invitations, process registrations and reserve barbecue supplies. Finalise the participant list and dietary requirements 7 days before the event.
How much food do I need for a barbecue clinic?: Plan the menu by participant and include meat or fish, vegetables, salads, bread and side dishes. Confirm the exact quantities after registrations close, because the number of cooking groups affects both portions and workstation supplies.
When should I prepare meat and fish for a barbecue clinic?: Prepare marinades and marinate the meat and fish no earlier than the day before, unless the recipe requires a shorter period. Keep everything chilled and take ingredients out in smaller batches during the clinic.
How early should I set up the barbecue clinic?: Allow at least 2 hours before participants arrive for tents, tables, chairs, workstations and buffet areas. Complete the safety check, chill the drinks and lay out crockery and cutlery before the first cooking demonstration begins.

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.

Organize this event for free with Lizzt

Organize for free and invite your contacts!