How to organise a barbecue drinks reception

Start by fixing the guest list, serving time and location before booking the barbecue and party tent. Collect dietary requirements with the registrations, then plan the menu around what can be prepared ahead and what must be grilled on the day. A drinks reception usually needs more cooling space, tableware and serving areas than expected. Work backwards from guest arrival so chilled drinks, marinated meat, buffet food and the barbecue setup are ready before anyone arrives.

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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
Create final guest list
5
Reserve barbecue
6
Reserve a party tent
7
Check the weather forecast
8
Determine the site layout
9
Check the shopping list
10
Do the shopping
2 people
11
Chill drinks
2 people
12
Store meat refrigerated
13
Wash vegetables
2 people
14
Make marinades
2 people
15
Marinate the meat
2 people
16
Prepare desserts
2 people
17
Set out tableware
2 people
18
Set up tables
3 people
19
Set up chairs
3 people
20
Set up party tent
4 people
21
Set up the barbecue
2 people
22
Hang lighting
2 people
23
Hang decorations
2 people
24
Set up the buffet
3 people
25
Set up the drinks station
2 people
26
Prepare salads and side dishes
2 people
27
Light the barbecue
2 people

Event

28
Set out the welcome drink
2 people
29
Welcome guests
2 people
30
Serve snacks
2 people
31
Refill drinks
2 people
32
Grill meat and vegetables
3 people
33
Serve barbecue dishes
2 people
34
Restock the buffet
2 people
35
Collect waste
36
Serve coffee and tea
2 people

Aftercare

37
Store leftovers refrigerated
2 people
38
Safely extinguish barbecue
2 people
39
Collect tableware
3 people
40
Clear tables and chairs
3 people
41
Take down the party tent
4 people
42
Wash dishes
2 people
43
Clean the venue
3 people
44
Take out the trash
2 people
45
Return borrowed items
2 people

What to bring

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

Furniture

Party tentqty 2
Tablesqty 6
Chairsqty 40
High tablesqty 4
Tableclothsqty 6

Tableware

Dinner platesqty 50
Dessert platesqty 50
Glassesqty 60
Coffee cupsqty 40
Knivesqty 50
Forksqty 50
Spoonsqty 50
Serving spoonsqty 10
Serving bowlsqty 10
Serving plattersqty 8
Soup ladlesqty 3

Equipment

Barbecueqty 2
Coolersqty 4
Food warmersqty 4
Coffee maker
Kettle
Extension cordsqty 3
Power stripsqty 3

Kitchen

Cutting boardsqty 4
Chef's knivesqty 4
Mixing bowlsqty 6
Measuring cupsqty 2
Grill tongsqty 4
Aluminum traysqty 20
Kitchen cratesqty 6

Decorations

Buntingqty 4
Table décorqty 8

Lighting

String lightsqty 4
Battery lanternsqty 6

Cleaning

Dishpanqty 2
Spongesqty 6
Cleaning clothsqty 10
Broom
Dustpan and brush
Bucketsqty 2

Catering

Groceries

Tips

Send invitations early enough to collect registrations and dietary requirements at least 7 days before the reception. Create the final guest list before shopping, because the number of guests affects meat, drinks, seating and tableware.
Plan the site in separate zones: drinks station, buffet, barbecue and seating. Leave a clear route between them, and keep the barbecue away from the party tent and any hanging decorations.
Chill drinks in coolers several hours before guests arrive, not just when setup begins. For the first hour, allow roughly 2–3 drinks per person, then add non-alcoholic options and water for the rest of the reception.
Prepare marinades, washed vegetables and desserts in advance, but keep meat refrigerated until it is needed. Use separate cutting boards and serving equipment for raw meat and ready-to-eat food.
Set up tables, chairs, tablecloths, tableware, lighting and the drinks station before lighting or heating the barbecue. Check extension cords and power strips early if the coffee maker, kettle or lighting needs electricity.

Frequently asked questions

How far in advance should I organise a barbecue drinks reception?: Send invitations at least 3–4 weeks ahead if guests need to register. Finalise the guest list and dietary requirements about 7 days before the event, then shop and prepare the plan from that number.
How many drinks do I need for a barbecue drinks reception?: Allow around 2–3 drinks per person for the first hour, then roughly 1 drink per person per hour after that. Add water and non-alcoholic drinks, and chill everything at least 4 hours before guests arrive.
When should I prepare the barbecue food?: Wash vegetables, make marinades and prepare desserts the day before where possible. Marinate the meat in advance, but keep it refrigerated and take it out only shortly before grilling.
What should I check if the barbecue is outdoors?: Check the weather forecast 24–48 hours before the reception and confirm the party tent, tables and seating plan. On the day, check the ground, power connections and clear space around the barbecue before guests arrive.

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