How to organise a barbecue fair

A barbecue fair needs more planning than a single grill in the garden. Start with the venue, permits and exhibitors, then build a clear stall layout before you invite visitors. Registration details, dietary requirements and power access must be settled early, while drinks, salads, sauces and marinades can be prepared closer to the day. Use the final setup window for tents, tables, barbecues, buffets, signs and safety checks—not last-minute shopping.

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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
Reserve venue
2
Apply for permits
3
Invite exhibitors
2 people
4
Send invitations
2 people
5
Process registrations
6
Collect dietary requirements
7
Assign stalls
2 people
8
Check power outlets
2 people
9
Create floor plan
10
Inform exhibitors
11
Prepare visitor registration
2 people
12
Make name badges
2 people
13
Do the shopping
3 people
14
Chill drinks
2 people
15
Prepare vegetables and salads
3 people
16
Make sauces and marinades
2 people
17
Collect materials
3 people
18
Set up tents
5 people
19
Set up tables and chairs
4 people
20
Set up BBQs
4 people
21
Connect power
2 people
22
Set up buffets
3 people
23
Set up standing tables
4 people
24
Set out plates and cutlery
2 people
25
Hang up signage
2 people
26
Conduct a safety check
2 people

Event

27
Welcome exhibitors
3 people
28
Prepare demonstrations
6 people
29
Staff visitor registration
2 people
30
Welcome visitors
2 people
31
Prepare tastings
6 people
32
Serve tastings
4 people
33
Refill drinks
2 people
34
Replenish buffets
3 people
35
Empty trash bins
2 people
36
Check BBQs for safety
2 people
37
Announce the final round
38
Check out exhibitors
2 people

Aftercare

39
Extinguish the BBQs
4 people
40
Dismantle materials
5 people
41
Wash dishes
3 people
42
Clean the venue
4 people
43
Dispose of waste
2 people
44
Return rental items
2 people
45
Process leftover food
2 people

What to bring

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

Furniture

Party tentsqty 4
Foldable tablesqty 18
Beer tablesqty 8
Chairsqty 120
Bar stoolsqty 12
Tableclothsqty 18
Bollardsqty 12

Equipment

Charcoal barbecuesqty 6
Gas barbecuesqty 2
Coolersqty 8
Food warmersqty 6
Cooking thermometersqty 6
Extension cordsqty 8
Power stripsqty 6
Work lightsqty 6

Kitchen

BBQ tool setsqty 8
Cutting boardsqty 8
Chef's knivesqty 8
Mixing bowlsqty 10
Serving plattersqty 16
Serving tongsqty 12

Tableware

Reusable platesqty 180
Reusable bowlsqty 120
Reusable cupsqty 250
Cutlery setsqty 180
Coffee cupsqty 80

Decorations

Buntingqty 10
Table signsqty 12
Name badgesqty 80
Markersqty 12

Lighting

String lightsqty 8

Cleaning

Waste binsqty 10
Bucketsqty 6
Broomsqty 4
Mopsqty 4
Dustpan and brushqty 4

Catering

Groceries

Tips

Set the layout before assigning stalls. Mark the position of every exhibitor, barbecue, buffet, standing table and visitor-registration point so power cables and queues do not cross busy cooking areas.
Ask exhibitors for equipment and power needs at registration, then check every outlet before setup day. Keep extension cords and power strips away from walkways, and use work lights if cooking continues after dark.
Collect dietary requirements with registrations and pass a written summary to the people preparing vegetables, salads, sauces and marinades. Label shared serving platters clearly so visitors do not have to guess what they contain.
Chill drinks several hours before visitors arrive, not when the first guests are already queuing. With multiple coolers, separate drinks from ingredients and keep one clearly marked supply for refilling.
Allow a dedicated setup block for tents, tables, chairs, barbecues, buffets, tableware and signage. Check cooking thermometers, BBQ tool sets, serving tongs and fire-safe working space before exhibitors begin cooking.

Frequently asked questions

How far in advance should I organise a barbecue fair?: Start at least 8 to 12 weeks ahead. That gives you time to reserve the venue, apply for permits, invite exhibitors, collect registrations and resolve power or dietary requirements before the final two weeks.
When should I send invitations for a barbecue fair?: Send the first invitations about 6 weeks before the event, with registration closing 10 to 14 days beforehand. Use the final registration list to prepare name badges, stall assignments and dietary information.
How much food and drink should I prepare for a barbecue fair?: Plan food quantities from confirmed registrations and add a 10% buffer for walk-ins or larger portions. For drinks, allow two to three drinks per person during the first hour, then review the supply based on the event length and weather.
How early should the barbecue fair setup start?: Begin physical setup at least 4 hours before visitors arrive. Tents, tables, power, barbecues and buffets take longer than expected; keep the last 30 minutes for signage, registration materials, chilled drinks and safety checks.

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.