How to organise a barbecue opening

A barbecue opening works best when you plan it in the right order: confirm the date and venue, collect guest numbers and dietary requirements, then arrange food, drinks and equipment. The final setup is easier when tables, seating, shelter and lighting are ready before the barbecue is lit. Allow extra time for chilling drinks, preparing salads and checking gas, toilets and weather. The plan below keeps the practical details together so guests can be welcomed with drinks instead of waiting for the basics.

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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
Send invitations
3
Register sign-ups
4
Collect dietary requirements
5
Confirm visitor count
6
Check the weather forecast
7
Check barbecue and gas
2 people
8
Do the shopping
2 people
9
Chill drinks
2 people
10
Marinate meat and vegetables
2 people
11
Collect tableware and materials
2 people
12
Check venue and toilets
13
Set up tables and chairs
3 people
14
Set up party tents
4 people
15
Place barbecue safely
2 people
16
Set up buffet tables
2 people
17
Prepare vegetables and salads
3 people
18
Set out bread and sauces
2 people
19
Lay out crockery and cutlery
2 people
20
Set up the drinks table
2 people
21
Hang decorations
2 people
22
Connect lighting
2 people

Event

23
Light the barbecue
2 people
24
Welcome guests
2 people
25
Serve welcome drinks
2 people
26
Serve salads and bread
2 people
27
Grill meat and vegetables
3 people
28
Serve dishes
2 people
29
Refill drinks
2 people
30
Clear buffet and tables
2 people
31
Serve coffee and tea
2 people
32
Collect waste along the way
33
See off guests
2 people

Aftercare

34
Safely extinguish barbecue
2 people
35
Store leftovers in the fridge
2 people
36
Clear tables and chairs
3 people
37
Take down party tents
4 people
38
Wash the dishes and kitchenware
2 people
39
Clean the venue and restrooms
2 people
40
Dispose of waste
2 people
41
Dry and store materials
2 people
42
Return borrowed items
2 people

What to bring

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

Furniture

Party tentsqty 2
Foldable tablesqty 6
Chairsqty 55
High tablesqty 3
Tableclothsqty 6

Tableware

Reusable platesqty 60
Reusable bowlsqty 20
Reusable glassesqty 70
Coffee cupsqty 30
Cutlery setsqty 60

Equipment

Barbecueqty 2
Gas cylindersqty 2
Coolersqty 4
Thermos flasksqty 3
Extension cordsqty 3
Power stripsqty 3
Bluetooth speaker

Kitchen

Cutting boardsqty 4
Chef's knivesqty 4
Serving tongsqty 6
Serving plattersqty 8
Aluminum grill traysqty 10
Meat thermometer

Decorations

Buntingqty 4
Balloonsqty 50
Balloon pump
Table décorqty 6

Lighting

String lightsqty 4
LED lanternsqty 6

Cleaning

Waste binsqty 4
Washing-up tubsqty 3
Cleaning clothsqty 12
Hand soap dispensersqty 3

Catering

Groceries

Tips

Confirm the final guest count and dietary requirements at least 3 days before the opening. This gives you time to adjust meat, vegetables, salads, bread, sauces, plates and cutlery without making a last-minute shop.
Check the barbecue, gas cylinders and lighting the day before. Put the barbecue on a stable, well-ventilated surface away from party tents, decorations and guest traffic; test extension cords and power strips before guests arrive.
Start chilling drinks at least 4 hours beforehand, using coolers where possible. Set up a separate drinks table with reusable glasses so people do not crowd the buffet or the barbecue for every refill.
Finish the cold food before guests arrive: prepare vegetables and salads, marinate meat and vegetables, and set out bread and sauces. Keep raw ingredients separate from ready-to-eat food, with different boards, knives and serving tongs.
Build in a weather decision point 24 hours before the event. If rain is likely, put up party tents before arranging tables and buffet food, and connect string lights or LED lanterns early enough to check that the whole guest area is safely lit.

Frequently asked questions

How far in advance should I plan a barbecue opening?: Confirm the date, location and invitations at least 2 weeks ahead. Collect sign-ups and dietary requirements, then confirm the final visitor count about 3 days before the opening.
How much food and drink do I need for a barbecue opening?: Use the confirmed guest count as your base and allow roughly 2 to 3 drinks per person during the first hour. Plan extra non-alcoholic drinks, and add a small buffer of about 10% for unexpected guests or longer waiting times.
When should I light the barbecue?: Light it around 30 to 45 minutes before the first hot food is needed, depending on the barbecue and fuel. The tables, buffet, drinks and welcome drinks should already be ready when guests arrive.
What should I check the day before a barbecue opening?: Check the weather, barbecue, gas supply, venue, toilets, seating and power connections 24 hours beforehand. Also make sure you have enough reusable tableware, serving utensils, coolers, waste bins and lighting for the confirmed guest count.

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