How to organise a BBQ workshop from start to finish

A BBQ workshop needs more planning than a standard barbecue because guests are cooking, not just eating. Start by confirming numbers and dietary requirements, then choose recipes that fit the available grills, burners and workstations. Finish the food preparation and equipment setup before participants arrive, with a clear order for demonstrations, cooking and serving. The details most often missed are chilled storage, thermometers, washing-up capacity and an indoor backup for bad weather.

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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 participant list
5
Select BBQ recipes
2 people
6
Set up workstations
2 people
7
Confirm reservations
8
Check the weather forecast
9
Arrange an indoor backup
2 people
10
Do the shopping
2 people
11
Check meat and vegetables
2 people
12
Sort dry goods
13
Marinate the meat
2 people
14
Cut vegetables
2 people
15
Prepare Sauces
16
Fill coolers
2 people
17
Inspect venue
2 people
18
Build party tents
4 people
19
Set up tables
3 people
20
Set up chairs
3 people
21
Set up workstations
3 people
22
Set up barbecue area
3 people
23
Set out tableware and cutlery
2 people
24
Lay out ingredients
3 people
25
Chill drinks
2 people
26
Set up coffee station
27
Prepare safety equipment
2 people
28
Set up the reception table

Event

29
Receive participants
2 people
30
Serve welcome drinks
2 people
31
Give safety instructions
2 people
32
Explain workstations
2 people
33
Light the barbecue
2 people
34
Demonstrate marinades
2 people
35
Guide participants
3 people
36
Prepare side dishes
3 people
37
Grill meat and vegetables
3 people
38
Restock the food table
2 people
39
Serve dinner
3 people
40
Refill drinks
2 people
41
Serve coffee and tea
42
Serve dessert
2 people
43
See participants off
2 people

Aftercare

44
Cool food safely
2 people
45
Let the barbecue cool down
2 people
46
Collect waste
3 people
47
Wash dishes
3 people
48
Clear tables and chairs
4 people
49
Clean workstations
3 people
50
Clean the venue
3 people
51
Pack up materials
3 people
52
Take down party tents
4 people
53
Return borrowed materials
2 people

What to bring

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

Furniture

Party tentqty 2
Tablesqty 8
Chairsqty 50
Buffet tablesqty 3
Waste binsqty 4

Equipment

Barbecuesqty 3
Gas burnersqty 2
Coolersqty 4
Coffee maker
Kettle
Kitchen scaleqty 2
Digital thermometersqty 3

Kitchen

Cutting boardsqty 8
Chef's knivesqty 8
Mixing bowlsqty 8
Measuring cupsqty 4
Pliersqty 8
Spatulasqty 6
Paintbrushesqty 6
Aluminum traysqty 12
Baking dishesqty 4
Serving spoonsqty 8

Tableware

Platesqty 60
Dessert platesqty 60
Drinking glassesqty 70
Coffee cupsqty 50
Cutlery setsqty 60
Serving plattersqty 12
Sauce bowlsqty 8

Cleaning

Washing-up basinsqty 6
Spongesqty 10
Dish brushesqty 4
Cleaning bucketsqty 4
Rubber glovesqty 6
Hand brush and dustpanqty 2

Safety

Fire extinguishersqty 2
Fire blanketsqty 2
Heat-resistant glovesqty 6
Cold packsqty 4

Decorations

Tableclothsqty 8
Menusqty 8
Name badgesqty 50
Pensqty 10

Lighting

String lightsqty 4
Battery lanternsqty 4

Catering

Groceries

Tips

Confirm registrations and dietary requirements at least one week before the workshop. Use the final participant list to divide people across workstations and calculate how many recipe portions, plates and tools are needed.
Choose the recipes before shopping, then check that every dish has a realistic cooking time and a suitable barbecue or gas burner. Recipes with different heat requirements can create queues if too many groups need the same grill at once.
Prepare marinades, sauces and chopped vegetables ahead of time, but keep raw meat separate and chilled. Fill the coolers before setup and use digital thermometers to check that meat reaches a safe internal temperature.
Set up tables, chairs, workstations and the barbecue area before laying out ingredients. Put cutting boards and knives at the preparation stations, then keep serving platters, sauce bowls and clean tableware away from raw food.
Check the weather on the day before and again on the morning of the workshop. Build the party tents early if needed, and have the indoor layout ready rather than waiting until rain makes the barbecue area unusable.

Frequently asked questions

How far in advance should I plan a BBQ workshop?: Start planning at least 3 to 4 weeks ahead so you can send invitations, process registrations and confirm the location. Finalise the participant list and dietary requirements about 7 days before the workshop.
How do I organise workstations for a BBQ workshop?: Plan one workstation for each small cooking group, with a clear preparation surface and access to the required barbecue or burner. Allow at least 15 minutes before guests arrive to label stations and lay out ingredients and tools.
When should I marinate the meat for a BBQ workshop?: Prepare the marinade and coat the meat several hours before cooking, or the previous evening when the recipe allows it. Keep the meat covered and chilled until the workshop starts, and do not leave it at room temperature for more than 2 hours.
What should I do if it rains during a BBQ workshop?: Decide on an indoor backup before the event and check it at least 24 hours in advance. Move preparation and demonstrations indoors if necessary, but only use indoor cooking equipment where ventilation and safety arrangements allow it.

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