How to organise a barbecue cook-off from start to finish

A barbecue cook-off needs more structure than a regular garden barbecue. You are coordinating competitors, judges, cooking stations, food safety and a serving area at the same time. Start with registrations and dietary requirements, then lock in the rules, judges and site layout before buying food. On the day, allow several hours for chilled food preparation, station setup and safe placement of barbecues. This approach keeps the competition moving without leaving judges, cooks or guests waiting.

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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
Send invitations
2
Process registrations
3
Collect dietary requirements
4
Finalize participant list
5
Send competition rules
6
Confirm judges
7
Reserve tables and chairs
8
Make race numbers
9
Print the jury forms
10
Do the shopping
2 people
11
Cool Meat and Vegetables
2 people
12
Prepare marinades
2 people
13
Wash and cut vegetables
2 people
14
Prepare desserts
2 people
15
Fill coolers
2 people
16
Check the venue and surface
2 people
17
Build party tents
4 people
18
Set up tables
3 people
19
Set out chairs
2 people
20
Set up competition stations
3 people
21
Place barbecues safely
3 people
22
Prepare charcoal and gas
2 people
23
Set up the buffet and drinks station
3 people
24
Lay out crockery and cutlery
2 people
25
Hang up decorations
2 people
26
Test the lighting
2 people
27
Set up the jury table
2 people

Event

28
Receive participants
3 people
29
Give the competition briefing
2 people
30
Distribute ingredients
3 people
31
Light the barbecues
4 people
32
Lead the cooking round
3 people
33
Refill drinks
2 people
34
Serve snacks and side dishes
3 people
35
Collect trash and empty bottles
2 people
36
Serve jury portions
3 people
37
Collect jury forms
38
Calculate the result
2 people
39
Announce the winners
40
Serve dessert and coffee
3 people
41
Serve the last round of drinks
2 people

Aftercare

42
Safely extinguish barbecues
3 people
43
Clear away food and drinks
3 people
44
Wash dishes
3 people
45
Take down tables and chairs
3 people
46
Take down party tents
4 people
47
Clean the venue
4 people
48
Take out the trash
2 people
49
Return materials
2 people
50
Store leftover stock
2 people

What to bring

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

Furniture

Party tentsqty 2
Foldable tablesqty 8
Folding chairsqty 50
Buffet tablesqty 3
Judges' table

Equipment

Barbecuesqty 5
Coolersqty 4
Gas cylindersqty 3
Coal binsqty 5
Gas hosesqty 3
Extension cordsqty 4

Kitchen

Cutting boardsqty 8
Chef's knifeqty 6
Mixing bowlsqty 8
Serving plattersqty 10
Baking traysqty 6
Barbecue tongsqty 8
Oven mittsqty 8
Digital thermometersqty 5
Measuring cupsqty 4

Tableware

Platesqty 60
Bowlsqty 50
Reusable cupsqty 80
Cutlery setsqty 60
Coffee cupsqty 40

Decorations

Buntingqty 6
Competition number signsqty 5
Prize trophiesqty 3

Lighting

String lightsqty 4
LED lampsqty 6

Cleaning

Waste binsqty 6
Bucketsqty 3
Broom and dustpanqty 2

Safety

Fire extinguishersqty 3
Heat-resistant matsqty 5

Catering

Groceries

Tips

Close registrations before you finalise quantities. Set a clear deadline, then confirm the participant list and collect dietary requirements so you know how much meat, vegetables and dessert to prepare.
Send the competition rules and race numbers at least 3–5 days beforehand. Include the judging process, station arrangements and any deadlines so competitors do not need explanations during setup.
Plan the site around safety before decorating. Check the ground, place barbecues away from tents and seating, and position gas cylinders, coal bins, hoses and extension cords where they cannot become trip hazards.
Start food preparation early on the event day. Cool meat and vegetables promptly, prepare marinades and cut vegetables in separate batches, then keep everything in coolers until it is needed.
Set up the judges’ table and jury forms before competitors arrive. Put thermometers, barbecue tongs, oven mitts and serving platters at the stations, while keeping the buffet and drinks area separate from raw-food preparation.

Frequently asked questions

How far in advance should I invite people to a barbecue cook-off?: Send invitations 3–4 weeks before the event and set the registration deadline 7–10 days before it. That leaves enough time to confirm competitors, dietary requirements, judges and food quantities.
How many judges do I need for a barbecue cook-off?: Use at least 3 judges for a small competition so one unusual score does not decide the result. Confirm them at least 1 week ahead and print one jury form per judge and category.
When should I set up the barbecue stations?: Allow 2–3 hours before cooking starts to check the surface, build tents, arrange tables and chairs, and position the barbecues safely. Prepare charcoal or gas only after the layout has been checked.
How do I keep food cold at a barbecue cook-off?: Put meat and prepared vegetables into filled coolers as soon as shopping and preparation are finished. Keep raw ingredients chilled until use and prepare the buffet separately, ideally within 1–2 hours of serving.

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.