How to organise a barbecue contest from start to finish

A barbecue contest needs more structure than a regular cookout. Set the competition format and rules before opening registration, then confirm competitors, judges and dietary requirements in time to plan the food and layout. On the day, separate contestant stations from the buffet, keep meat chilled until needed and place grills safely before guests arrive. This plan takes you from the first decisions through judging, serving and the final clean-up details that are easy to overlook.

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
Set competition format
2 people
2
Invite participants
3
Open registration
4
Send competition rules
5
Process registrations
6
Collect dietary requirements
7
Finalize the participant list
8
Confirm judges
9
Print the jury forms
10
Arrange prizes and medals
11
Check the shopping list
2 people
12
Do the shopping
2 people
13
Store meat refrigerated
2 people
14
Wash and cut vegetables
2 people
15
Prepare Sauces and Marinades
2 people
16
Prepare desserts and salads
2 people
17
Chill drinks
2 people
18
Fill coolers
2 people
19
Check the venue
2 people
20
Build party tents
4 people
21
Set up tables and chairs
3 people
22
Set up competition stations
3 people
23
Place barbecues safely
3 people
24
Set out fire extinguishers
25
Set up the buffet and drinks station
3 people
26
Set out tableware and cutlery
2 people
27
Set up judges' table
2 people
28
Place name tags
2 people

Event

29
Receive participants
3 people
30
Explain the competition rules
31
Distribute ingredients
3 people
32
Light the barbecues
4 people
33
Stock the competition stations
2 people
34
Supervise the competition
3 people
35
Refill drinks
2 people
36
Serve salads and side dishes
3 people
37
Serve jury snacks
2 people
38
Collect judging forms
39
Add up the scores
2 people
40
Announce the winners
41
Present prizes
2 people
42
Serve the last drinks round
2 people
43
Let barbecues cool down
2 people

Aftercare

44
Collect waste
3 people
45
Collect tableware and materials
3 people
46
Take down tables and chairs
4 people
47
Take down party tents
4 people
48
Wash dishes
3 people
49
Clean the barbecues
2 people
50
Clean the venue
3 people
51
Sort materials
2 people
52
Chill leftover food
2 people
53
Take waste to the collection point
2 people
54
Return borrowed items
2 people

What to bring

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

Furniture

Party tentsqty 2
Tablesqty 8
Chairsqty 60
Buffet tablesqty 3
Judges' table
Waste binsqty 4

Tableware

Dinner platesqty 70
Dessert platesqty 60
Cutlery setsqty 70
Drinking glassesqty 70
Coffee cupsqty 30
Serving plattersqty 12
Serving tongsqty 8
Serving spoonsqty 6

Equipment

Barbecuesqty 6
Coolersqty 4
Cooking thermometersqty 6
Kitchen timersqty 6
Extension cordsqty 2
Coffee maker
Kettlesqty 2

Kitchen

Cutting boardsqty 8
Chef's knifeqty 6
Mixing bowlsqty 6
Measuring cupsqty 3
Aluminum traysqty 20
Oven mittsqty 6
Grill tongsqty 8
Grill brushesqty 4
Ice packsqty 20

Competition equipment

Jury formsqty 20
Name badgesqty 60
Markersqty 12
Prizesqty 3
Medalsqty 12
Bib numbersqty 12

Safety

Fire extinguishersqty 2
Bucketsqty 4
Heat-resistant glovesqty 6

Decorations

Buntingqty 6
Tableclothsqty 8
Competition postersqty 4

Lighting

String lightsqty 6

Cleaning

Washing-up bowlsqty 3
Dish brushesqty 4
Microfiber clothsqty 12
Trash binsqty 4

Catering

Groceries

Tips

Set the competition format before inviting anyone: decide how many entries each participant can submit, what they must cook and how judging will work. Send the rules as soon as registration opens so nobody arrives with different expectations.
Close registrations early enough to prepare the site. Aim to finalise the participant list at least 7 days before the contest, then confirm judges and print one judging form per entry plus a few spares.
Prepare cold food and sauces ahead of time, but keep meat refrigerated until it is needed. Use cool boxes with ice packs for transport and service, and keep a cooking thermometer at every active barbecue station.
Lay out the site before lighting any barbecue. Leave clear space around grills, keep extension cables away from wet areas and place fire extinguishers where organisers can reach them without crossing the cooking stations.
Plan the handover from judging to eating. Set up the jury table separately from the buffet, label serving platters and provide separate tongs for different dishes so judged portions do not get mixed with guest servings.

Frequently asked questions

How far in advance should I organise a barbecue contest?: Start planning 4 to 6 weeks before the event. Open registration after the format and rules are fixed, and close entries about 7 days before the contest so you can finish the participant list, food quantities and layout.
How many judges do I need for a barbecue contest?: Use at least 3 judges for a small contest and add one judge for every 8 to 10 entries. Confirm them at least 2 weeks ahead, then print one judging form per entry and keep spare forms available.
When should I prepare the food for a barbecue contest?: Wash and cut vegetables, prepare sauces and marinades, and make salads or desserts the day before where possible. Keep meat chilled until cooking, and put drinks in cool boxes or refrigeration several hours before serving.
How should I arrange barbecue stations safely?: Set the stations out before competitors arrive, with clear walking routes and no cables through wet or busy areas. Keep a fire extinguisher close to each cooking zone, and leave enough space for grill work without blocking the buffet or judging table.

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.