How to organise a barbecue contest without chaos

Start by fixing the competition format, judging criteria and number of teams before you invite anyone. Then secure the venue, check permits and build a schedule that separates cooking, judging and serving. Collect dietary requirements with registrations, because menu changes are difficult once the meat and ingredients are bought. On the day, keep raw meat cold, mark each competition area clearly and place barbecues safely before guests arrive.

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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
Draw up the competition rules
2 people
2
Reserve competition venue
3
Send invitations
2 people
4
Invite the judges
5
Process registrations
6
Collect dietary requirements
7
Assign competition teams
2 people
8
Confirm jury participation
9
Create the match schedule
2 people
10
Check permits
11
Check material stock
2 people
12
Finalize shopping list
2 people
13
Make race numbers
2 people
14
Print score sheets
15
Do the shopping
3 people
16
Chill drinks
2 people
17
Wash and cut vegetables
3 people
18
Set out sauces and seasonings
2 people
19
Store meat refrigerated
2 people
20
Collect tableware and cutlery
2 people
21
Check the venue and surface
2 people
22
Build party tents
4 people
23
Set up tables and chairs
4 people
24
Mark off competition areas
2 people
25
Place barbecues safely
3 people
26
Set up the cooking and serving area
3 people
27
Set up judges' table
2 people
28
Hang decorations and signage
2 people
29
Install handwashing station
2 people
30
Prepare safety equipment
2 people
31
Prepare coffee and tea
2 people

Event

32
Receive and register teams
3 people
33
Give the competition briefing
2 people
34
Guide teams to competition lanes
2 people
35
Light the barbecues
4 people
36
Welcome the audience
2 people
37
Serve side dishes and sauces
3 people
38
Refill drinks
2 people
39
Serve jury portions
3 people
40
Collect waste and empty packaging
2 people
41
Collect and total scores
2 people
42
Announce the winners
2 people
43
See off guests
2 people

Aftercare

44
Let barbecues cool down
3 people
45
Store food safely
2 people
46
Wash dishes and cutlery
3 people
47
Clear tables and chairs
4 people
48
Take down party tents
4 people
49
Sweep the venue
3 people
50
Take waste to the collection point
2 people
51
Clean and dry materials
3 people
52
Inventory materials
2 people
53
Return borrowed materials
2 people

What to bring

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

Furniture

Party tentsqty 3
Tablesqty 10
Chairsqty 50
Beer benchesqty 8
Tablecloth clipsqty 24

Equipment

Barbecuesqty 6
Meat thermometersqty 8
Coolersqty 8
Extension cordsqty 3
Coffee machinesqty 2
Kettlesqty 2
Speakersqty 2

Kitchen

Cutting boardsqty 8
Chef's knivesqty 6
Barbecue tongsqty 12
Serving spoonsqty 10
Mixing bowlsqty 8
Serving plattersqty 12
Aluminum traysqty 30
Measuring cupsqty 4

Tableware

Reusable platesqty 60
Reusable bowlsqty 60
Reusable cupsqty 100
Cutlery setsqty 70
Coffee cupsqty 50
Judging cupsqty 80

Decorations

Party flagsqty 6
Race numbersqty 12
Direction signsqty 8
Chalkboardsqty 4
Waterproof markersqty 12

Lighting

String lightsqty 6
LED lampsqty 8

Safety

Fire extinguishersqty 3
Buckets of fire waterqty 4
Heat-resistant glovesqty 8
First aid kitsqty 2

Cleaning

Waste binsqty 8
Cleaning bucketsqty 3
Mopsqty 3
Broom setsqty 3
Dustpan and brushqty 3

Catering

Drink dispensersqty 3
Thermos flasksqty 4
Ice packsqty 24
Competition cupsqty 3
Prize tablesqty 2
Kitchen timersqty 6
Cash register case
Groceries

Tips

Set the rules before opening registrations: define the categories, portion size, judging criteria and submission time, then print score forms and competition numbers from the final version.
Confirm the venue and permits at least four weeks ahead. Check the ground, power access and tent space before you commit to the layout, especially if teams need separate barbecues and preparation tables.
Close registrations with enough time to build teams and the running order. A useful deadline is 7–10 days before the contest, leaving time to confirm jury members and dietary requirements.
Plan food safety as a separate job. Store meat in cool boxes until needed, use separate cutting boards for raw ingredients, and check internal temperatures with meat thermometers rather than judging by colour.
Set up the competition zones before decorating or serving drinks. Mark team spaces, position barbecues away from walkways and tents, and keep score sheets, jury trays and serving platters together at the judging table.

Frequently asked questions

How far in advance should I plan a barbecue contest?: Start at least four weeks before the event to reserve the venue, check permits and invite teams and judges. Set the registration deadline 7–10 days before the contest so you can finish the schedule and shopping list.
How much food do I need for a barbecue contest?: Base quantities on the confirmed guest and team numbers, then add about 10% for unexpected portions and cooking losses. Finalise the list only after dietary requirements are collected, ideally 7 days before the event.
How do you organise judging at a barbecue contest?: Use numbered entries so judges assess the food without relying on team names. Give each judge a score form and jury tray, and schedule judging in fixed time slots so samples are served within 10–15 minutes of the announced submission time.
Where should barbecues be placed at an outdoor contest?: Place them on a stable, non-flammable surface with clear space around each unit and no obstruction on walkways. Check the layout before setup, and keep fuel, extension reels and tents safely separated from heat sources.

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.