How to organise a barbecue hike

A barbecue hike works best when the walking route and the meal are planned as one event. Start by booking both the starting point and the barbecue area, then confirm the route, walking time and participant numbers before buying food. A practice walk catches missing signs, difficult sections and poor mobile coverage. On the day, check people in before departure, mark the route clearly and allow enough time to set up the barbecues, buffet, seating and drinks before the group 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
Determine the walking route
2 people
2
Reserve starting location
3
Reserve the barbecue area
4
Send invitations
2 people
5
Process registrations
6
Collect dietary requirements
7
Walk the route in advance
2 people
8
Prepare route map
9
Print participant list
10
Check materials
2 people
11
Do the shopping
2 people
12
Chill drinks
2 people
13
Prepare vegetables
2 people
14
Prepare salads
2 people
15
Portion the meat
2 people
16
Set aside vegetarian products
17
Lay out route signs
18
Set up tables and chairs
3 people
19
Build party tents
4 people
20
Set up barbecues
2 people
21
Set up buffet and drinks table
2 people
22
Hang decorations
2 people
23
Put up route signs
2 people

Event

24
Receive participants
2 people
25
Carry out check-in
2 people
26
Explain the walking route
27
Guide walkers
4 people
28
Manage the water point
2 people
29
Light the barbecues
2 people
30
Restock the buffet
2 people
31
Grill meat and vegetables
3 people
32
Serve barbecue dishes
2 people
33
Refill drinks
2 people
34
Wash dishes
2 people
35
See off the last guests
2 people

Aftercare

36
Extinguish barbecues safely
2 people
37
Collect waste
3 people
38
Clear tables and chairs
3 people
39
Take down party tents
4 people
40
Clean the venue
3 people
41
Remove route signs
2 people
42
Return materials
2 people
43
Clean coolers and equipment
2 people

What to bring

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

Furniture

Party tentqty 2
Folding tableqty 6
Folding chairqty 50
Buffet tableqty 2
Waste binqty 4

Tableware

Reusable plateqty 50
Reusable bowlqty 50
Reusable glassqty 60
Reusable coffee cupqty 50
Reusable forkqty 50
Reusable knifeqty 50
Reusable spoonqty 50

Kitchen

Barbecueqty 2
Barbecue tongsqty 4
Spatulaqty 2
Cutting boardqty 4
Chef's knifeqty 4
Serving platterqty 8
Salad Spinnerqty 2
Cool boxqty 6
Thermosqty 4

Equipment

Gas cylinderqty 2
Gas pressure regulatorqty 2
Barbecue lighterqty 4
Hand Lampqty 4

Walking gear

Route mapqty 50
Route arrowqty 20
Marking tapeqty 4
Reflective vestqty 6
Start sign
Clipboardqty 3
Pensqty 10

Safety

First aid kitqty 2
Flashlightqty 4

Decorations

Buntingqty 8
Table runnersqty 8

Lighting

String lightsqty 4

Cleaning

Dishpanqty 3
Dish brushqty 4
Hand brush and dustpanqty 2

Catering

Groceries

Tips

Book the start location and barbecue area before sending invitations, then state the walking distance, expected duration and finish time clearly. Keep a registration deadline at least 7 days before the hike so you can buy the right amount of food.
Walk the full route in advance, ideally at the same time of day as the event. Check every turn, note sections that need route arrows or marking tape, and prepare a printed route map rather than relying only on phone reception.
Collect dietary requirements with each registration and separate vegetarian products before packing. Portion meat and prepare vegetables and salads only after the final headcount, preferably 1 to 2 days before the hike.
Set up the barbecue area before participants finish walking: allow at least 60 minutes for tents, tables, chairs, barbecues, drinks and the buffet. Test the gas cylinder, pressure regulator and lighter before guests arrive.
Prepare a check-in point with the participant list, start sign and route information. Carry a hand lamp and reflective vest if the return or setup may continue in low light, and place waste bins where plates and reusable glasses are collected.

Frequently asked questions

How far in advance should I organise a barbecue hike?: Book the starting location and barbecue area at least 4 to 6 weeks ahead, especially for a weekend. Send invitations once the route and finish time are fixed, and close registrations about 7 days before the event.
How long should a barbecue hike take?: Allow the walking time shown on your route map plus 30 to 45 minutes for stops, regrouping and route-finding. Plan at least 60 minutes between the expected arrival of the group and the meal so the barbecue and buffet are ready.
How do I plan food for a barbecue hike?: Use the final registration list to calculate portions, then keep vegetarian products separate from the meat. Prepare salads and vegetables 1 day before, chill drinks several hours in advance, and pack food in cool boxes until serving.
What should I do if participants get lost on the hike?: Mark every turn with route arrows or marking tape and check the signs during a practice walk. Give each participant a printed route map, keep a current participant list at check-in, and appoint one person to wait at the last marked point if the group splits.

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