How to organise a barbecue festival

Start by fixing the guest list and serving time, then work backwards from the barbecue. Registrations and dietary requirements determine how much meat, vegetarian food, seating and tableware you need. Book suppliers early, especially if you need tents, tables or extra barbecue equipment. In the final 48 hours, focus on weather, shopping, refrigeration and preparation; on the day itself, set up separate zones for cooking, serving, drinks and coffee.

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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
Announce the event
2
Send invitations
3
Process registrations
4
Collect dietary requirements
5
Reserve suppliers
6
Check the weather forecast
7
Check the shopping list
8
Do the shopping
3 people
9
Collect materials
2 people
10
Store meat refrigerated
2 people
11
Prepare vegetables
3 people
12
Prepare salads
3 people
13
Make marinades
2 people
14
Portion the meat
3 people
15
Set out vegetarian products
2 people
16
Fill coolers
2 people
17
Set up tables and chairs
4 people
18
Set up barbecue area
3 people
19
Build party tents
4 people
20
Hang lighting
2 people
21
Hang decorations
2 people
22
Set up buffet tables
3 people
23
Lay out crockery and cutlery
2 people
24
Chill drinks
2 people
25
Set up coffee station
26
Place waste stations
2 people

Event

27
Light the barbecues
3 people
28
Welcome guests
3 people
29
Serve drinks
2 people
30
Grill meat
4 people
31
Vegetarian grilling
2 people
32
Restock salads and bread
2 people
33
Refill drinks
2 people
34
Collect used dishes
2 people
35
Serve coffee and tea
36
Arrange the final grilling round
3 people
37
See off guests
2 people

Aftercare

38
Safely extinguish barbecues
3 people
39
Store food refrigerated
2 people
40
Collect waste
3 people
41
Wash dishes
3 people
42
Clear tables and chairs
4 people
43
Clean the venue
4 people
44
Remove decorations
2 people
45
Empty coolers
2 people
46
Clean materials
3 people
47
Return materials
2 people
48
Clear away leftover stock
2 people

What to bring

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

Furniture

Party tentqty 2
Folding tableqty 8
Folding chairqty 70
Buffet tableqty 4
Standing tableqty 4

Tableware

Reusable plateqty 80
Reusable bowlqty 70
Reusable cutleryqty 80
Drinking glassqty 100
Wine glassqty 50
Trayqty 12
Serving tongsqty 8
Serving spoonqty 8

Equipment

Barbecueqty 4
Gas cylinderqty 4
Gas pressure regulatorqty 4
Cool boxqty 6
Coffee maker
Kettle
Extension cordqty 3

Kitchen

Cutting boardqty 6
Chef's knifeqty 6
Mixing bowlqty 6
Aluminum trayqty 20
Meat thermometerqty 2
Oven mittqty 6
Barbecue tongsqty 8
Barbecue brushqty 4

Decorations

Buntingqty 6
Table runnerqty 8
Menu boardqty 6

Lighting

String lightsqty 4
LED lampqty 8

Cleaning

Waste binqty 6
Bucketqty 4
Broomqty 3
Dustpan and brushqty 3
Mopqty 3
Reusable kitchen towelqty 20

Catering

Groceries

Tips

Collect registrations and dietary requirements before buying food. Use the final number of guests to portion meat, prepare salads and provide vegetarian products rather than relying on last-minute estimates.
Reserve suppliers and check the barbecue setup at least one week ahead. Confirm that the barbecue, gas cylinder, pressure regulator, tables, chairs and party tents are all available and compatible.
Do the main shopping one or two days before the festival, then keep meat refrigerated until preparation. Prepare vegetables, salads and marinades in advance, but keep raw meat separate from ready-to-eat food.
Check the weather forecast 48 hours before the event and again on the morning itself. Build party tents, plan lighting and protect the buffet area before guests arrive if rain or low light is possible.
Set up the cooking and buffet areas before chilling drinks and opening the coolers. Keep serving tongs and spoons at each dish, place vegetarian food separately, and use a meat thermometer so grilling does not become a bottleneck.

Frequently asked questions

How far in advance should I plan a barbecue festival?: Start planning four to six weeks ahead if you need suppliers, party tents or extra furniture. Send invitations early enough to close registrations at least one week before the event, giving you time to buy the right quantities.
How much food do I need for a barbecue festival?: Base the shopping list on confirmed registrations, not the number originally invited. As a working guide, plan about 300–400 grams of total food per adult, then adjust the meat, salads and vegetarian portions to match dietary requirements.
When should I prepare barbecue food?: Prepare salads, vegetables and marinades one day ahead where possible. Portion meat on the day before or the morning of the festival, then store it refrigerated until it goes onto the barbecue.
What should I do if it rains during a barbecue festival?: Make the weather decision 48 hours before the event and keep checking until setup begins. Have party tents and covered buffet space ready, but keep the barbecue itself safely ventilated and follow the equipment’s clearance requirements.

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