How to organise a barbecue festival

Start by fixing the date, location and budget before you contact suppliers. Then work through permits, reservations, invitations and dietary requirements while you still have time to adjust the plan. The busiest part is usually the final 48 hours: deliveries arrive, drinks and rental items are collected, vegetables and salads are prepared, and meat must stay refrigerated. A site layout, clear volunteer instructions and a weather backup prevent small delays from affecting the whole festival.

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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
Confirm date and location
2
Set the budget
3
Check permits
4
Select suppliers
2 people
5
Make reservations
6
Send invitations
2 people
7
Process registrations
8
Collect dietary requirements
9
Update visitor list
10
Determine the menu and portions
2 people
11
Prepare the allergen list
12
Create Site Layout
2 people
13
Check power outlets
14
Check the weather forecast
15
Confirm deliveries
16
Assign volunteers
2 people
17
Create volunteer instructions
18
Share team contact details
19
Do the shopping
3 people
20
Pick up drinks
2 people
21
Pick up rental items
2 people
22
Store meat refrigerated
2 people
23
Wash and cut vegetables
3 people
24
Prepare salads
3 people
25
Prepare marinades
2 people
26
Marinate the meat
2 people
27
Portion desserts
2 people
28
Chill drinks
3 people
29
Clear the site
3 people
30
Build party tents
4 people
31
Set up tables
3 people
32
Set up chairs
3 people
33
Set up the barbecue
3 people
34
Connect gas cylinders
2 people
35
Set out charcoal
2 people
36
Set up buffet tables
3 people
37
Set out tableware
2 people
38
Set out sauces
2 people
39
Place waste stations
2 people
40
Hang up decorations
3 people
41
Hang lighting
3 people
42
Connect the music
2 people
43
Set up the cash register and payment point
2 people
44
Post allergen information
2 people
45
Check toilets
2 people
46
Disinfect work tables
2 people

Event

47
Preheat barbecues
3 people
48
Welcome visitors
3 people
49
Hand out wristbands
2 people
50
Grill meat
4 people
51
Grill Vegetarian Products
2 people
52
Grill bread and vegetables
2 people
53
Restock the buffet
3 people
54
Serve dishes
3 people
55
Hand out drinks
2 people
56
Refill drinks
2 people
57
Serve coffee and tea
2 people
58
Keep tables clean
2 people
59
Empty trash bins
2 people
60
Restock toilets
61
Check temperatures
2 people
62
Process final orders
2 people
63
See visitors out
3 people
64
Switch Off Barbecues
3 people
65
Put food into cold storage
3 people
66
Secure cash
2 people

Aftercare

67
Collect tableware
3 people
68
Separate waste
3 people
69
Wipe down tables and chairs
3 people
70
Wash kitchen equipment
3 people
71
Clean the grounds
4 people
72
Remove decorations
2 people
73
Dismantle lighting
2 people
74
Disconnect Music Equipment
2 people
75
Dismantle tents and barbecues
4 people
76
Return rental items
2 people
77
Process leftover food
2 people
78
Dispose of waste
2 people
79
Hand over the venue
2 people

What to bring

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

Furniture

Party tentqty 3
Tablesqty 10
Folding chairsqty 80
Buffet tablesqty 4
High tablesqty 6
Work tablesqty 4

Tableware

Reusable platesqty 100
Reusable bowlsqty 80
Reusable glassesqty 120
Reusable cupsqty 150
Forksqty 120
Knivesqty 120
Spoonsqty 100
Serving spoonsqty 12
Serving utensilsqty 12
Plate racksqty 3

Kitchen

Cutting boardsqty 8
Chef's knivesqty 6
Mixing bowlsqty 8
Gastronorm containersqty 12
Aluminum traysqty 20
Serving plattersqty 12
Squeeze bottlesqty 12
Kitchen tongsqty 10
Oven mittsqty 6
Kitchen apronsqty 8
Coolersqty 8
Food thermometersqty 4

Equipment

Gas barbecuesqty 3
Charcoal barbecuesqty 2
Gas cylindersqty 4
Gas pressure regulatorsqty 4
Lightersqty 6
Refrigeratorsqty 2
Coffee machinesqty 2
Kettlesqty 2
Payment terminal
Sound system
Extension cordsqty 6
Power stripsqty 4
Ice packsqty 30
Fire extinguishersqty 3
Heat-resistant matsqty 5
Cable reelsqty 3

Decorations

Buntingqty 8
Balloonsqty 100
Menu boardsqty 4
Allergen signsqty 12
Tableclothsqty 12
Directional signsqty 8
Information boardqty 2

Lighting

String lightsqty 6
LED lampsqty 10
Batteriesqty 24

Cleaning

Waste binsqty 8
Waste binsqty 4
Bucketsqty 6
Spongesqty 12
Dish brushesqty 6
Microfiber clothsqty 20
Broomqty 3
Dustpan and brushqty 3
Mop setsqty 3
Toilet brushesqty 3
Toilet plungersqty 2
Warning signsqty 3

Catering

Groceries
Drink cratesqty 12
Thermos flasksqty 6
Drink dispensersqty 6
Ice containersqty 4
Cash box
Wristbandsqty 150
Menusqty 100
Price tagsqty 30
Refrigerated display casesqty 2

Tips

Set the menu and portions before shopping. For the first hour, allow about two to three drinks per person, then plan roughly one main barbecue portion per guest and extra salad for dietary substitutions.
Check permits, power outlets and the weather forecast at least two weeks before the event. A party tent, coolers and a clear wet-weather layout are difficult to arrange at the last minute.
Keep raw meat refrigerated until it goes on the barbecue, and use separate cutting boards, knives and serving utensils for raw and cooked food. Check thick items with a food thermometer rather than relying on cooking time alone.
Finish the site layout before assigning volunteers. Mark the positions of the gas or charcoal barbecues, buffet tables, work tables, coolers and waste points, then give each volunteer a written role and the team contact details.
Confirm deliveries and collections the day before, not on the morning itself. Count tables, chairs, reusable plates, bowls, glasses, cups and cutlery when they arrive so missing items can still be replaced.

Frequently asked questions

How far in advance should I plan a barbecue festival?: Set the date, location and budget at least 8 weeks ahead. Check permits and reserve suppliers during the first 2 weeks, then send invitations early enough to collect registrations and dietary requirements before ordering food.
How much food do I need for a barbecue festival?: Plan one main barbecue portion per guest, plus about 10% extra for unexpected guests and larger appetites. Prepare at least one clearly identified alternative for each dietary requirement and confirm final numbers 3 to 5 days before shopping.
When should I prepare barbecue festival food?: Wash and cut vegetables, prepare salads and make marinades the day before where food safety allows. Keep meat refrigerated until cooking and collect drinks and rental items no later than the day before the festival.
How many volunteers do I need for a barbecue festival?: For a small festival, assign at least 1 volunteer per 20 guests, with separate responsibility for cooking, serving, drinks and guest support. Share the rota and contact details at least 48 hours before the event.

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