How to organise a BBQ battle from start to finish

A BBQ battle needs more structure than a regular cookout: teams need equal ingredients, judges need a clear scoring system, and every grill must be ready at the same time. Start by fixing the venue, rules and registration process before buying food. Then assign teams, plan the match schedule and collect dietary requirements. On the day, keep chilled ingredients cold, explain the competition before cooking starts, and leave enough time for judging and serving.

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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
Assign BBQ teams
2 people
5
Confirm judges
6
Reserve the venue
7
Draw up the competition rules
2 people
8
Create the match schedule
9
Check the shopping list
2 people
10
Do the shopping
3 people
11
Cool Meat and Vegetables
2 people
12
Prepare scorecards
13
Portion ingredients
3 people
14
Prepare marinades
2 people
15
Chill drinks
2 people
16
Inspect the site
2 people
17
Set up tents
4 people
18
Set up tables and chairs
4 people
19
Set up BBQs
4 people
20
Hang lighting
2 people
21
Set up the buffet and serving area
3 people
22
Set out ingredients
4 people
23
Prepare the jury table
2 people

Event

24
Receive participants
3 people
25
Explain the competition
2 people
26
Light the BBQs
4 people
27
Supervise the competition
3 people
28
Refill drinks
2 people
29
Serve dishes
4 people
30
Clear away dishes and trash
3 people
31
Collect scores
2 people
32
Announce the winner
2 people
33
Handle the final round of drinks
2 people

Aftercare

34
Safely extinguish the BBQs
4 people
35
Clean up the venue
5 people
36
Wash dishes
3 people
37
Take down tents and furniture
4 people
38
Take out the trash
2 people
39
Clean materials
3 people
40
Return materials
2 people

What to bring

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

Furniture

Party tentsqty 2
Tablesqty 8
Chairsqty 60
Judges' table
Buffet tablesqty 2

Equipment

Barbecue grillsqty 4
Coolersqty 4
Meat thermometersqty 4
Extension cordsqty 4
Power stripsqty 2
Bluetooth speaker

Kitchen

Cutting boardsqty 8
Chef's knivesqty 8
BBQ tongsqty 8
Serving spoonsqty 8
Mixing bowlsqty 8
Serving plattersqty 12
Aluminum traysqty 20

Tableware

Reusable platesqty 70
Reusable bowlsqty 50
Reusable glassesqty 100
Reusable cutleryqty 80

Decorations

Competition flagsqty 8
Team badgesqty 8
Scorecardsqty 40
Markersqty 12

Lighting

String lightsqty 4

Safety

Fire extinguishersqty 2
Fire blanketsqty 2
First aid kits

Cleaning

Washing-up basinsqty 3
Dish brushesqty 4
Bucketsqty 4

Catering

Groceries

Tips

Set the competition format before sending invitations. Decide how many teams you can host, how long each round lasts and which dishes or ingredients everyone must use, so the schedule and shopping list match the rules.
Close registrations at least 7 days before the battle. Use the final list to assign teams, record dietary requirements and prepare equal ingredient portions instead of estimating on the day.
Confirm the judges 3 to 5 days beforehand and prepare one scorecard per judging entry. Explain the scoring categories and submission times before the first grills are lit.
Prepare the cold chain before setup begins. Chill meat, vegetables and drinks in coolers, and keep ingredients in manageable portions so teams are not waiting for food or sharing one crowded preparation area.
Inspect the site before participants arrive, especially power, lighting and fire safety. Set up grills, tables, tents and the judging area first, then mark team spaces and keep fire extinguishers, fire blankets and first aid supplies accessible.

Frequently asked questions

How far in advance should I plan a BBQ battle?: Start planning 3 to 4 weeks ahead if you need a venue, judges and team registrations. Finalise teams, dietary requirements, rules and shopping quantities at least 7 days before the event.
How many people should be on a BBQ battle team?: A practical team size is 2 to 4 people, depending on the number of grills and preparation space available. Keep teams the same size where possible so the workload and judging conditions stay comparable.
How much food and drink do I need for a BBQ battle?: Plan the competition portions separately from food for spectators and judges. For drinks, allow 2 to 3 per person during the first hour, then add roughly 1 per person for each following hour, with extra water available throughout.
When should I set up the BBQ battle area?: Begin site setup 2 to 3 hours before participants arrive. Put grills, tables, team markers, ingredient stations, the buffet and the judges' table in place first; chill drinks and final food portions should be ready before registration starts.

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