How to organise a charity barbecue from start to finish

A charity barbecue needs more than food and a grill: you are coordinating registrations, dietary requirements, volunteers, donations and a public gathering. Start by fixing the venue, checking permits and estimating attendance, then book the barbecue, tents and sound system before sending invitations. In the final week, confirm suppliers, prepare the payment and donation points, and brief every volunteer. On the day, build in setup time for tables, seating, signs, lighting and separate food preparation areas.

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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 volunteers
5
Check permits
6
Reserve venue
7
Reserve barbecue and tents
8
Reserve Sound System
9
Confirm suppliers
10
Prepare the payment method
11
Prepare donation boxes
2 people
12
Create volunteer briefing
13
Do the shopping
3 people
14
Chill drinks
2 people
15
Cut vegetables
3 people
16
Prepare sauces and salads
3 people
17
Marinate meat and vegetarian dishes
2 people
18
Set out tableware and cutlery
2 people
19
Prepare route signs
20
Check the weather forecast
21
Open venue
2 people
22
Set up tents
4 people
23
Set up tables and chairs
4 people
24
Set up the barbecue
3 people
25
Hang lighting
2 people
26
Hang decorations
3 people
27
Connect the sound system
2 people
28
Set up the buffet and bar
3 people
29
Set up the donation point
2 people
30
Prepare food and drinks
4 people
31
Light the barbecue
2 people
32
Brief volunteers

Event

33
Welcome guests
3 people
34
Register donations
2 people
35
Grill food
3 people
36
Serving food
3 people
37
Refill drinks
2 people
38
Restock the buffet
2 people
39
Clear away dishes
2 people
40
Empty trash bins
2 people
41
Provide music
42
Process final donations
2 people

Aftercare

43
Safely extinguish barbecue
2 people
44
Store food chilled
2 people
45
Clear tables and chairs
4 people
46
Take down tents and decorations
4 people
47
Collect waste
3 people
48
Clean the venue
4 people
49
Clean dishes and equipment
3 people
50
Return borrowed equipment
2 people
51
Transfer the donation amount
52
Send thank-you message

What to bring

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

Furniture

Party tentsqty 2
Tablesqty 8
Chairsqty 60
Buffet tablesqty 3
Bar stoolsqty 4
Tableclothsqty 8

Tableware

Reusable platesqty 70
Reusable bowlsqty 60
Reusable drinking glassesqty 80
Coffee cupsqty 40
Forksqty 70
Knivesqty 70
Spoonsqty 50
Serving spoonsqty 12

Kitchen

Cutting boardsqty 6
Chef's knivesqty 6
Mixing bowlsqty 8
Serving plattersqty 12
Serving tongsqty 8
Aluminum traysqty 10

Equipment

Barbecuesqty 3
Coolersqty 5
Food warmersqty 4
Sound system
Microphone
Extension cordsqty 4
Power stripsqty 3

Lighting

String lightsqty 6
LED lanternsqty 6

Decorations

Buntingqty 6
Balloonsqty 100
Donation boxesqty 3
Route signsqty 6

Cleaning

Waste binsqty 6
Spongesqty 8
Dish brushesqty 4
Bucketsqty 4
Broom and dustpanqty 2

Catering

Groceries

Tips

Set a firm registration deadline at least 7 days before the barbecue. Use the final number to plan portions, seating, reusable plates and drinking glasses, while keeping a separate note of vegetarian and other dietary requirements.
Assign volunteers to specific shifts rather than asking for general help. A useful split is setup, welcome and registration, food service, donations and cleanup, with a short briefing before the venue opens.
Check permits and supplier confirmations at least 14 days ahead. This is also the point to confirm the venue, barbecue, party tents, sound system and access to enough power for extension cords and lighting.
Prepare donation boxes and the payment method before event day, and place them where guests naturally pass: near registration and beside the exit. Label each point clearly so volunteers do not have to explain the process repeatedly.
Plan the barbecue around the weather forecast, but do not wait until the morning to react. Check it 3 days before and again on the day; allow time to set up tents, move tables and chairs, hang lighting and put route signs in place.

Frequently asked questions

How far in advance should I organise a charity barbecue?: Start at least 4 to 6 weeks ahead. Book the venue, barbecue, tents and sound system first, then send invitations once the date, location and registration method are confirmed.
How much food do I need for a charity barbecue?: Use your final registration count as the base and plan one main serving per guest, with extra portions for late arrivals and seconds. Finalise the count 5 to 7 days beforehand so dietary options and salads can be prepared separately.
How many volunteers do I need for a charity barbecue?: Plan for at least 1 volunteer per 10 to 15 guests, plus one person coordinating the event. For a 60-person barbecue, that usually means 5 to 7 volunteers covering setup, welcome, food, donations and cleanup.
When should I set up a charity barbecue?: Open the venue at least 3 hours before guests arrive. Set up tents, tables, chairs, the barbecue, buffet area, signs and lighting first, then prepare the food and complete a safety and weather check before opening.

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.