How to organise a Christmas barbecue

A Christmas barbecue needs more planning than a summer cookout because cold, darkness and changing weather affect every part of the day. Start by confirming guest numbers and dietary requirements, then work backwards from serving time to plan food preparation, heating and the barbecue setup. Allow extra time for marinating meat, preparing vegetables and chilling drinks. Keep the seating, buffet, coat storage and lighting plan simple so guests can move comfortably between indoors and outside.

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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
Record menu and portions
2 people
6
Plan vegetarian options
7
Check barbecue and gas
8
Check the weather forecast
9
Do the shopping
2 people
10
Chill drinks
11
Marinate the meat
2 people
12
Wash and cut vegetables
2 people
13
Make sauces and dressings
14
Prepare desserts
2 people
15
Determine the table layout
16
Set up party tent
3 people
17
Set up tables and chairs
3 people
18
Set up lighting and heating
2 people
19
Hang Christmas decorations
2 people
20
Set up barbecue safely
2 people
21
Set up cold buffet
2 people
22
Prepare hot dishes
3 people
23
Set up the coffee and tea station
24
Test music and lighting

Event

25
Welcome guests
2 people
26
Serve welcome drinks
2 people
27
Serve snacks
2 people
28
Light the barbecue
2 people
29
Grill meat and vegetables
3 people
30
Serve dishes
3 people
31
Refill drinks
32
Keep the buffet and tables tidy
2 people
33
Serve dessert and coffee
2 people
34
Guide farewell and coats

Aftercare

35
Cover food securely
2 people
36
Chill leftovers
2 people
37
Collect waste
2 people
38
Safely extinguish barbecue
2 people
39
Pre-rinse tableware
2 people
40
Clean tables and kitchen
2 people
41
Wash dishes and glasses
2 people
42
Take down the tent and decorations
3 people
43
Put furniture back
2 people
44
Clean the floor and terrace
2 people
45
Take waste to the collection point
46
Check and store the materials
2 people

What to bring

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

Furniture

Party tent
Tablesqty 5
Chairsqty 32
Buffet tableqty 2
Coat racksqty 2

Tableware

Dinner platesqty 36
Dessert platesqty 36
Cutlery setsqty 36
Glassesqty 48
Coffee cupsqty 36
Serving plattersqty 10
Serving tongsqty 6

Decorations

Christmas light stringsqty 4
Christmas wreathsqty 2
Table runnersqty 5
Christmas baublesqty 30
Christmas napkinsqty 40

Equipment

Barbecueqty 2
Gas cylindersqty 2
Coolersqty 3
Coffee maker
Kettle
Bluetooth speaker
Extension cordsqty 3
Power stripsqty 2

Kitchen

Cutting boardsqty 4
Chef's knifeqty 3
Mixing bowlsqty 5
Aluminum foilqty 2

Cleaning

Waste binsqty 3
Dishpanqty 2
Broomsqty 2
Mopsqty 2

Lighting

Outdoor lightsqty 4
LED candlesqty 12
Batteriesqty 16

Catering

Groceries

Tips

Confirm the final guest count at least 7 days before the barbecue. Use it to calculate meat, vegetarian portions, plates, glasses and chairs rather than relying on last-minute estimates.
Check the weather forecast 48 hours before the event and decide where the party tent, tables and heating will go. A tent is only useful if it is secured properly and does not block the barbecue or escape routes.
Test the barbecue, gas cylinders, extension cords and lighting the day before. Arrange the barbecue on a stable, non-combustible surface with clear space around it, and keep spare gas accessible but away from heat.
Prepare cold food, sauces, dressings and desserts earlier in the day, then leave the final hot dishes and barbecue cooking for just before serving. This prevents the buffet from standing out in the cold for too long.
Plan a warm drinks station with the coffee maker and kettle, and put coat racks or a clear coat area near the entrance. Guests often arrive carrying coats and gifts, so leaving this until after the barbecue starts creates congestion.

Frequently asked questions

How far in advance should I plan a Christmas barbecue?: Send invitations around 3 to 4 weeks beforehand and request dietary information with the reply. Confirm the final guest number 7 days before the event, then shop and check equipment based on that total.
How much food do I need for a Christmas barbecue?: For the main meal, plan roughly 250 to 300 g of uncooked meat or equivalent vegetarian food per adult, plus side dishes. Add at least one vegetarian main option for every guest who requests it and record portions before shopping.
When should I set up a Christmas barbecue?: Set up tables, seating, shelter, lighting and heating 2 to 3 hours before guests arrive. Light or heat the barbecue only when you are ready to cook, and allow extra time in cold weather for the equipment to reach temperature.
How do I keep guests warm at a Christmas barbecue?: Use a covered seating area, lighting and suitable heating, while keeping the barbecue separate from the tent and seating. Set up the warm drinks station before guests arrive and check the forecast again 48 hours in advance so you can adjust the layout.

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.