How to organise a barbecue without last-minute stress

A successful barbecue depends less on complicated cooking than on getting the timing right. Start by confirming your guest numbers and dietary requirements, then work backwards from serving time for shopping, deliveries, chilling and setup. On the day, create separate areas for seating, food, drinks and grilling so guests are not crowding the barbecue. Allow extra time for weather changes, lighting the charcoal and replenishing the buffet while people are eating.

Organize this event for free with Lizzt

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
Check the weather forecast
5
Confirm deliveries
6
Check the shopping list
7
Do the shopping
2 people
8
Chill the meat and salads
2 people
9
Label diet meals
10
Inspect the grounds
2 people
11
Set up tables
3 people
12
Set up chairs
2 people
13
Set up party tent
4 people
14
Hang lighting
2 people
15
Place barbecue safely
2 people
16
Set out charcoal and kindling
17
Set up buffet tables
3 people
18
Set out tableware and cutlery
2 people
19
Set out salads and bread
2 people
20
Chill drinks
2 people

Event

21
Welcome guests
2 people
22
Serve welcome drinks
2 people
23
Light the barbecue
2 people
24
Grill meat and vegetables
3 people
25
Restock the buffet
2 people
26
Refill drinks
2 people
27
Empty trash bins
28
Serve coffee and tea
2 people
29
See off guests
2 people

Aftercare

30
Safely extinguish barbecue
2 people
31
Clear away food and drinks
3 people
32
Wash dishes
2 people
33
Clear tables and chairs
3 people
34
Take down the party tent
4 people
35
Clean the grounds
3 people
36
Check materials
2 people
37
Return rented materials
2 people

What to bring

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

Furniture

Party tentqty 2
Foldable tablesqty 6
Chairsqty 45
Buffet tablesqty 3
Tableclothsqty 8

Tableware

Dinner platesqty 50
Dessert platesqty 50
Knivesqty 50
Forksqty 50
Spoonsqty 50
Drinking glassesqty 50
Wine glassesqty 40
Coffee cupsqty 40
Serving plattersqty 10
Serving tongsqty 6
Serving spoonsqty 6

Equipment

Barbecuesqty 2
Coolersqty 4
Coffee machinesqty 2
Kettlesqty 2
Extension cordsqty 3

Kitchen

Cutting boardsqty 4
Kitchen knivesqty 4
Aluminum traysqty 12
Barbecue tongsqty 4
Oven mittsqty 4
Thermos flasksqty 4
Ice packsqty 12

Decorations

Table décorqty 8
Buntingqty 6

Lighting

String lightsqty 6
LED lanternsqty 8

Cleaning

Waste binsqty 6
Waste sorting binsqty 3
Washing-up tubsqty 3
Hand broomsqty 2
Litter pickersqty 2
Mopsqty 2
Bucketsqty 3
Hand soap dispensersqty 3

Catering

Groceries

Tips

Send invitations early enough to collect registrations and dietary requirements before you shop. Check the final guest count at least 3 days before the barbecue, then label any meals that need to stay separate.
Check the weather forecast twice: once 3 days before and again on the morning of the barbecue. If you are using a party tent, set it up before guests arrive and keep tables, chairs and walkways clear underneath it.
Plan the setup in zones. Put the barbecue well away from the party tent and seating, set buffet tables apart from the grill, and leave a clear route for carrying hot trays and serving platters.
Start chilling meat, salads and drinks several hours before guests arrive. Use coolers and ice packs for drinks, because a single fridge often cannot cool food, bottles and cans at the same time.
Light the barbecue before serving welcome drinks, not when guests are already hungry. Allow at least 30 minutes for charcoal to become ready, and keep barbecue tongs, oven mitts and a clean serving area within reach.

Frequently asked questions

How far in advance should I plan a barbecue?: Send invitations about 2 to 3 weeks before the date so guests have time to reply. Confirm numbers and dietary requirements 3 days before shopping and final preparations.
How much food do I need for a barbecue?: As a starting point, allow about 300 to 400 g of meat, fish or vegetarian alternatives per adult, plus salads, bread and vegetables. Increase the amount if the barbecue is the main meal and runs for several hours.
When should I light the barbecue?: Light charcoal roughly 30 to 45 minutes before you plan to serve the first food. This gives it time to burn down to a steady heat instead of cooking over large flames.
How do I organise a barbecue if it rains?: Make the weather decision at least 3 hours before guests arrive and set up the party tent before the first arrival. Keep the barbecue outside the tent, with a dry, clear route between the grill and buffet.

Start this plan in Lizzt

Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.