How to organise a city barbecue

Start by securing the barbecue area and checking its rules for fire, power, waste and shelter. Then build your guest list around dietary requirements, seating capacity and the amount of food you can prepare safely. Most of the work happens in the final 24 hours: chilling drinks, portioning food, preparing salads and checking the forecast. On the day, set up tables, buffet and waste stations before lighting the barbecue, and brief everyone on timing and safety.

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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
Reserve the barbecue area
2
Send invitations
3
Process registrations
4
Collect dietary requirements
5
Create final guest list
6
Reserve tables and chairs
7
Check the weather forecast
8
Check the shopping list
9
Do the shopping
3 people
10
Chill drinks
2 people
11
Portion meat and vegetarian products
3 people
12
Prepare salads and side dishes
3 people
13
Set out sauces and toppings
2 people
14
Lay out crockery and cutlery
2 people
15
Check venue and power
2 people
16
Set up tables and chairs
4 people
17
Build party tents
4 people
18
Hang decorations
2 people
19
Hang lighting
2 people
20
Set up the barbecue
3 people
21
Light the coals
2 people
22
Set up the buffet and drink tables
3 people
23
Set up waste stations
2 people
24
Prepare allergen information
25
Hold team briefing
5 people

Event

26
Welcome guests
2 people
27
Serve drinks
2 people
28
Topping up party snacks
2 people
29
Operate barbecue
3 people
30
Restock the buffet
2 people
31
Refill drinks
2 people
32
Empty trash bins
2 people
33
Serve coffee and tea
2 people
34
Chill leftovers safely
2 people
35
Extinguish barbecue
2 people

Aftercare

36
Collect tableware
3 people
37
Take down tables and chairs
4 people
38
Take down party tents
4 people
39
Remove decorations and lighting
3 people
40
Sort and remove waste
3 people
41
Wash dishes
3 people
42
Clean the venue
4 people
43
Check and pack materials
3 people
44
Return borrowed materials
2 people
45
Process leftover food
2 people

What to bring

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

Furniture

Party tentqty 2
Foldable tablesqty 8
Folding chairsqty 60
Buffet tablesqty 3
Drink tablesqty 2
Tableclothsqty 10

Tableware

Reusable platesqty 70
Reusable bowlsqty 60
Reusable drinking glassesqty 80
Coffee cupsqty 40
Forksqty 70
Knivesqty 70
Spoonsqty 50
Serving spoonsqty 12
Pliersqty 8

Equipment

Barbecueqty 3
Coolersqty 6
Gas fire extinguisher
Extension cordsqty 4
Power stripsqty 3
Cutting boardsqty 6
Kitchen knivesqty 8

Kitchen

Aluminum grill traysqty 12
Mixing bowlsqty 8
Serving plattersqty 12
Serving trays with lidsqty 8
Ice packsqty 24
Kitchen scale
Meat thermometerqty 2

Decorations

Buntingqty 6
Table décorqty 8

Lighting

String lightsqty 6
Battery lanternsqty 8

Cleaning

Waste binsqty 6
Waste sorting binsqty 3
Handwashing station
Cleaning bucketsqty 3
Broomqty 2
Dustpan and brushqty 2
Mopsqty 3

Catering

Groceries

Tips

Book the barbecue area before sending invitations, then confirm access hours, power availability, fire restrictions and where waste must go. A late venue check can leave you without space for the barbecue, tables or party tents.
Close registrations early enough to create a final guest list and collect dietary requirements. Aim to finish this at least 3 days before the barbecue so vegetarian portions, allergen information and seating can be prepared accurately.
Do the main shopping the day before, chill drinks overnight and portion meat and vegetarian products separately. Keep salads and other chilled food covered until serving, rather than putting everything out while the barbecue is still being prepared.
Use the weather forecast to decide whether party tents, tablecloths and lighting are needed, and check extension cords and power strips before guests arrive. Leave at least 60 minutes for setup, including tables, chairs, decorations, buffet and drink tables.
Light the coals only after the buffet, serving equipment, waste stations and allergen information are ready. Keep a gas fire extinguisher close to the barbecue, use a meat thermometer, and give the team a short briefing before cooking starts.

Frequently asked questions

How far in advance should I organise a city barbecue?: Reserve the barbecue area at least 3 to 4 weeks ahead, especially if it is a public or shared location. Send invitations once the space, access times and basic capacity are confirmed. Close registrations around 3 days before the event.
How much food should I buy for a city barbecue?: Use the final guest list rather than the invitation count, and separate meat, vegetarian products and side dishes by person. As a practical starting point, plan about 250 to 350 grams of raw main food per adult, plus salads, bread or other sides. Adjust the amount after collecting dietary requirements.
When should I start preparing food for a barbecue?: Prepare salads and side dishes the day before where food safety allows, and portion the meat and vegetarian products on the morning of the event. Keep chilled food covered and refrigerated until shortly before serving. Set up the buffet only after the cooking area and serving equipment are ready.
How long does it take to set up a city barbecue?: Allow at least 60 minutes for a small setup and closer to 90 minutes if you are building party tents, hanging lighting and arranging several tables. Complete the venue and power check first, then set up furniture, buffet and drink tables, waste stations and decorations. Light the coals only after that sequence is finished.

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.