How to organise a barbecue lunch without last-minute chaos

A barbecue lunch runs smoothly when you work backwards from serving time. Confirm the guest count and dietary requirements first, then calculate the menu, reserve enough barbecues and arrange tables, seating and shelter. Most problems appear on the day: drinks are not cold, ingredients are still refrigerated when cooking starts, or the buffet opens before everything is ready. Use the plan below to keep preparation, cooking and guest arrival in the right order.

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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
Confirm number of guests
5
Determine menu and quantities
2 people
6
Reserve barbecues
7
Arrange extra tables and chairs
8
Check the weather forecast
9
Do the shopping
2 people
10
Check materials
2 people
11
Chill drinks
2 people
12
Wash fruits and vegetables
2 people
13
Marinate meat and vegetarian dishes
2 people
14
Prepare salads
2 people
15
Portion the dessert
16
Set up tables and chairs
3 people
17
Build party tents
3 people
18
Place barbecues safely
2 people
19
Set up the buffet and drinks station
2 people
20
Lay out crockery and cutlery
2 people
21
Hang up decorations
2 people
22
Take ingredients out of refrigeration
2 people
23
Light the barbecues
2 people
24
Restock the buffet before opening
2 people

Event

25
Welcome guests
2 people
26
Grill meat and vegetables
3 people
27
Serve dishes and salads
2 people
28
Serve dietary meals separately
29
Refill drinks
2 people
30
Serve coffee and tea
31
Serve dessert and fruit
2 people
32
Collect used dishes
2 people
33
Serve last round of drinks
34
See off guests
2 people

Aftercare

35
Pack leftovers safely
2 people
36
Let barbecues cool down
2 people
37
Collect and sort waste
3 people
38
Clear tables and chairs
3 people
39
Wash dishes and cutlery
2 people
40
Clean the venue
3 people
41
Remove decorations
2 people
42
Return materials
2 people
43
Empty and dry coolers
44
Store leftover stock

What to bring

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

Furniture

Tablesqty 6
Chairsqty 45
Party tentsqty 2
Buffet tablesqty 2
Tablecloth clipsqty 24

Tableware

Reusable platesqty 50
Reusable bowlsqty 50
Reusable glassesqty 60
Coffee cupsqty 40
Cutlery setsqty 50
Serving plattersqty 10
Serving tongsqty 6

Kitchen

Cutting boardsqty 4
Chef’s knives and bread knivesqty 6
Mixing bowlsqty 4
Measuring cupsqty 2
Aluminum traysqty 8
Meat thermometersqty 2

Equipment

Barbecuesqty 2
Coolersqty 3
Coffee maker
Kettlesqty 2
Extension cordsqty 2
Power stripsqty 2

Lighting

String lightsqty 4

Decorations

Table décorqty 8
Party buntingqty 6
Menusqty 6
Waste signsqty 4

Cleaning

Waste binsqty 4
Bucketsqty 3
Dish brushesqty 3
Reusable cleaning clothsqty 12

Catering

Groceries

Tips

Confirm the final guest count at least 3 days before the lunch. Use it to adjust meat, vegetarian portions, salads, dessert, plates, glasses and seating rather than relying on rough estimates.
Plan drinks for the first hour as well as the meal. Chill them several hours ahead, and set up a separate drinks station so guests do not queue at the buffet while food is being served.
Finish cold preparation before lighting the barbecues. Wash produce, marinate meat and vegetarian dishes, prepare salads and portion dessert early enough that you can focus on safe cooking and welcoming guests.
Check the weather forecast 48 hours before the lunch and decide where party tents, tables and barbecues will go. Keep barbecues on a stable surface away from tents, decorations, guests and anything that can catch fire.
Allow at least 45 minutes before guests arrive for the final setup. Put out serving platters, tongs, crockery and cutlery, restock the buffet, check power connections for the coffee maker or kettles, and keep waste bins visible.

Frequently asked questions

How far in advance should I plan a barbecue lunch?: Send invitations around 3 weeks before the lunch and request dietary requirements with the registration. Confirm the final number of guests at least 3 days beforehand, then shop and adjust quantities.
How much food do I need for a barbecue lunch?: Plan roughly 250–350 g of uncooked meat or vegetarian barbecue food per adult, depending on how many salads, bread and dessert items you serve. Add about 10% extra for an informal lunch, and calculate children separately.
When should I light the barbecue for lunch?: Light charcoal barbecues about 30–45 minutes before serving, allowing time for the coals to become hot and evenly covered with ash. Take chilled ingredients out shortly before cooking rather than leaving raw food in the heat.
How many drinks should I buy for a barbecue lunch?: For the first hour, allow two to three drinks per person, then about one drink per person per hour. Add water, non-alcoholic options and extra ice, and chill drinks several hours before guests arrive.

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