How to organise a charcoal barbecue without last-minute problems

Start with the guest list, because the final headcount determines the meat, vegetarian portions, salads, drinks and tableware. Collect dietary requirements before setting the menu, then work backwards from serving time: shop early enough to chill food, prepare marinades and cut vegetables safely. On the day, check the forecast and the cooking surface before setting up the barbecue, tables and shelter. Keep the grill area separate from the buffet, and allow time for the charcoal to become hot before guests expect to eat.

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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 the final number of guests
5
Set menu and quantities
6
Check the weather forecast
7
Reserve coolers and barbecue
8
Check the shopping list
9
Do the shopping
2 people
10
Chill the meat and salads
2 people
11
Prepare marinades and sauces
2 people
12
Wash and cut vegetables
2 people
13
Set out table decorations
14
Check the venue and surface
2 people
15
Set up party tent
4 people
16
Set up tables and chairs
3 people
17
Place barbecue safely
2 people
18
Hang lighting
2 people
19
Set up the buffet and drinks table
2 people
20
Chill drinks
2 people
21
Set out tableware and cutlery
2 people
22
Prepare salads and side dishes
2 people
23
Light the barbecue
2 people
24
Portion meat and vegetarian products
2 people

Event

25
Welcome guests
2 people
26
Serve aperitifs and snacks
2 people
27
Grill meat and vegetables
3 people
28
Restock the buffet
2 people
29
Refill drinks
30
Check the tables and trash
31
Serve coffee and tea
32
Chill leftovers safely
2 people
33
See off guests
2 people

Aftercare

34
Let the barbecue burn out
2 people
35
Collect and sort waste
3 people
36
Wash dishes and cutlery
3 people
37
Clean tables and chairs
2 people
38
Dismantle tent and decorations
4 people
39
Leave venue clean
3 people
40
Return materials
2 people

What to bring

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

Furniture

Party tent
Tablesqty 6
Chairsqty 32
Buffet tableqty 2
Waste binsqty 4

Equipment

Charcoal barbecueqty 2
Barbecue tongsqty 4
BBQ spatulaqty 2
Barbecue brushqty 2
Firelightersqty 2
Lighterqty 3
Coolersqty 4
Thermos flasksqty 3
Extension cordqty 2

Tableware

Platesqty 40
Bowlsqty 40
Glassesqty 50
Coffee cupsqty 35
Cutlery setsqty 40

Kitchen

Cutting boardsqty 4
Chef's knivesqty 4
Serving plattersqty 10
Serving tongsqty 8
Measuring cupsqty 2

Decorations

Tableclothsqty 6
Napkin holdersqty 6

Lighting

String lightsqty 4
Lanternsqty 4

Cleaning

Washing-up tubsqty 3
Spongesqty 6
Microfiber clothsqty 8
Trash bag holderqty 2

Catering

Groceries

Tips

Confirm the final guest count at least 3 days before the barbecue. Use it to calculate portions, check dietary requirements and decide how many plates, glasses and cutlery sets are needed.
Plan shopping in two stages when possible: buy charcoal, drinks and disposable supplies earlier, then buy meat, vegetarian products, salads and other chilled food no more than 1–2 days before the event.
Prepare marinades, sauces, salads and chopped vegetables before guests arrive, but keep meat, salads and drinks chilled until serving. Label vegetarian products so they do not get mixed up on the grill.
Check the forecast the day before and inspect the ground on the morning itself. A party tent needs a stable surface, while the barbecue must stand on a clear, non-flammable area away from fabric, tables and guests.
Light the charcoal about 30–45 minutes before cooking starts. Set out separate tongs and serving platters for raw and cooked food, and place waste bins and washing-up tubs where people can reach them without crossing the cooking area.

Frequently asked questions

How much food do I need for a charcoal barbecue?: Use the confirmed guest count rather than estimating at the last minute. As a starting point, allow about 250–350 g of meat or vegetarian barbecue food per adult, then add salads, bread or side dishes according to your menu.
When should I light a charcoal barbecue?: Light it around 30–45 minutes before you want to serve the first food. The coals need to be glowing and covered with a grey ash layer; lighting it when guests arrive usually delays the meal.
How far in advance should I plan a barbecue?: Send invitations and collect dietary requirements at least 1–2 weeks ahead. Confirm the final number about 3 days before, check the weather the day before, and complete the main preparation before guests arrive.
How do I keep food safe at an outdoor barbecue?: Keep raw meat and vegetarian products chilled until cooking and use separate utensils for raw and cooked food. Do not leave chilled salads or meat in the sun; return them to coolers within about 2 hours, or sooner in hot weather.

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