How to organise a barbecue tasting

A barbecue tasting works best when guests try several small portions instead of waiting for one large meal. Start by setting the number of tasting rounds, then match the menu to your guest list, including vegetarian choices and dietary requirements. Order meat early, keep it refrigerated, and prepare sauces, salads and desserts ahead of time. On the day, focus on safe barbecue placement, hot grills, chilled drinks and a serving area that keeps each round moving.

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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
Determine menu and tasting rounds
2 people
5
Order meat and vegetarian options
6
Check the barbecues and gas
2 people
7
Check the weather forecast
8
Do the shopping
2 people
9
Store meat refrigerated
10
Wash and cut vegetables
2 people
11
Prepare marinades and sauces
2 people
12
Prepare desserts and salads
2 people
13
Fill coolers
2 people
14
Check the venue
2 people
15
Build party tents
4 people
16
Set up tables and chairs
3 people
17
Place barbecues safely
2 people
18
Hang lighting
2 people
19
Set up the buffet and serving area
2 people
20
Lay out crockery and cutlery
2 people
21
Chill drinks
2 people
22
Prepare tasting portions
3 people
23
Check charcoal and gas
2 people

Event

24
Light the barbecues
2 people
25
Welcome guests
2 people
26
Serve the first tasting round
3 people
27
Refill drinks
2 people
28
Collect tableware and waste
2 people
29
Serve round two of the tasting
3 people
30
Serve vegetarian dishes
2 people
31
Refill salads and bread
2 people
32
Serve round three of tastings
3 people
33
Serve dessert and coffee
2 people
34
Extinguish barbecues safely
2 people

Aftercare

35
Clear tables and chairs
3 people
36
Sort and remove waste
2 people
37
Wash the dishes and kitchenware
2 people
38
Clean the venue
3 people
39
Clean the barbecues
2 people
40
Check and store the materials
2 people
41
Return borrowed items

What to bring

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

Furniture

Party tentsqty 2
Beer tablesqty 6
Chairsqty 45
Buffet tablesqty 3
Tableclothqty 9

Tableware

Reusable platesqty 60
Reusable bowlsqty 45
Reusable glassesqty 80
Coffee cupsqty 45
Knivesqty 60
Forksqty 60
Spoonsqty 60
Serving spoonsqty 12

Equipment

Barbecuesqty 3
Gas cylindersqty 3
Coolersqty 4
Coffee maker
Kettle
Extension cordsqty 3

Kitchen

Cutting boardsqty 4
Chef's knifeqty 3
Mixing bowlsqty 6
Serving plattersqty 10
Meat Tongsqty 6
Aluminum traysqty 12
Kitchen scale
Cooling racksqty 3

Decorations

Buntingqty 8
Table décorqty 6

Lighting

String lightsqty 6
Lanternsqty 6

Cleaning

Waste binsqty 4
Waste sorting binsqty 3
Broomqty 2
Litter picker
Bucketsqty 3

Catering

Groceries

Tips

Set the tasting format before shopping: plan three to five small portions per guest and allow roughly 20–30 minutes between rounds. This gives you time to cook different items without letting guests wait at the buffet.
Collect dietary requirements when guests register, not a day before the event. Keep vegetarian options separate and label serving platters so guests do not have to guess what each dish contains.
Check barbecues, gas cylinders and charcoal at least 48 hours beforehand. Test the equipment before guests arrive and keep a spare gas cylinder or enough charcoal available for the full tasting.
Prepare marinades, sauces, salads and desserts the day before, but wash and cut vegetables only when you can store them chilled. Fill coolers before guests arrive and keep raw meat refrigerated until each round is ready.
Set up tables, buffet space, lighting and party tents before lighting the barbecues. Place grills away from guests, tents and cables, and start the first batch about 15–20 minutes before the planned tasting time.

Frequently asked questions

How much meat do I need for a barbecue tasting?: For a tasting menu, allow about 250–350 grams of raw meat or vegetarian alternatives per person across all rounds. Use smaller portions for each sample so guests can try several dishes without filling up after the first round.
How many barbecue tasting rounds should I plan?: Plan three to five rounds for a relaxed tasting. Allow 20–30 minutes per round, including cooking, serving and clearing, so a full tasting usually takes around 2–3 hours.
When should I buy meat for a barbecue tasting?: Order meat and vegetarian options several days in advance, then collect or buy them as close to the event as practical. Keep everything refrigerated until preparation and never leave raw meat in a cooler without enough ice for several hours.
When should I set up the barbecue for guests?: Finish the tables, buffet, coolers and lighting at least 45–60 minutes before guests arrive. Check the gas or charcoal then, and light the barbecue about 15–20 minutes before the first tasting round so it reaches a stable cooking temperature.

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