How to organise a client barbecue without last-minute problems

A client barbecue needs more coordination than a private cookout: you are managing guest registrations, dietary requirements, venue arrangements and a reliable service flow. Start with the guest list and work backwards from the event date, allowing time for invitations, responses and final quantities. Confirm the venue, permit, tent, barbecue and gas before buying food. On the day, set up separate areas for cooking, buffet service, drinks and waste so guests can move through the event without queues.

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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
Compile the guest list
2
Send invitations
3
Process registrations
4
Collect dietary requirements
5
Check the venue and permit
6
Reserve barbecue and tent
7
Create final guest list
8
Check the shopping list
9
Do the shopping
2 people
10
Chill drinks
2 people
11
Prepare meat and salads
3 people
12
Check the weather forecast
13
Check venue and toilets
2 people
14
Set up tables and chairs
3 people
15
Set up party tent
4 people
16
Check barbecue and gas
2 people
17
Set up buffet tables
2 people
18
Lay out crockery and cutlery
2 people
19
Hang decorations
2 people
20
Connect lighting
2 people
21
Set up the bar and drink station
2 people
22
Set out salads and bread
3 people
23
Set Aside Vegetarian Options

Event

24
Light the grill
2 people
25
Welcome guests
3 people
26
Serve welcome drinks
2 people
27
Serve snacks
2 people
28
Refill drinks
2 people
29
Barbecue
3 people
30
Restock the buffet
2 people
31
Serve diet meals
32
Serve coffee and tea
2 people
33
Serve dessert and fruit
2 people
34
Announce the final round

Aftercare

35
Safely extinguish barbecue
2 people
36
Collect waste
3 people
37
Wash dishes and glasses
3 people
38
Clean the venue
3 people
39
Clear away furniture
3 people
40
Remove decorations
2 people
41
Check stock
42
Return barbecue and equipment
2 people

What to bring

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

Furniture

Party tentqty 2
Tablesqty 6
Chairsqty 55
Buffet tablesqty 3
Foldable tablesqty 2
Tableclothsqty 8

Tableware

Reusable platesqty 70
Reusable bowlsqty 40
Reusable glassesqty 100
Coffee cupsqty 55
Cutlery setsqty 70
Serving plattersqty 12
Serving tongsqty 6

Equipment

Barbecueqty 2
Gas cylindersqty 4
Coolersqty 4
Coffee machinesqty 2
Kettlesqty 2
Extension cordsqty 4

Kitchen

Cutting boardsqty 5
Chef and barbecue tongsqty 6
Knivesqty 6
Measuring cupsqty 2
Ice packsqty 20

Decorations

Buntingqty 8
Table décorqty 8

Lighting

String lightsqty 6
LED lampsqty 8

Cleaning

Waste binsqty 4
Cleaning bucketsqty 2
Broom and dustpanqty 2
Mopsqty 2

Catering

Groceries

Tips

Set a response deadline at least 10 days before the barbecue. Use the final guest list to confirm seating, food quantities and dietary requirements rather than relying on informal replies.
Check the venue and permit no later than two weeks before the event. Confirm access, toilets, power points and whether the barbecue and party tent can be placed where you intend.
Do the main shopping after registrations close, then chill drinks and prepare meat and salads in stages. Keep vegetarian options separate from the start, including separate serving utensils.
Check the weather forecast 48 hours before the barbecue and again on the morning itself. A party tent helps with light rain, but it does not replace a plan for wind, wet ground or protected food preparation.
Build in at least 90 minutes for setup before guests arrive. Test the barbecue and gas, connect lighting and extension cords, arrange the buffet and drink station, and place waste bins before lighting the grill.

Frequently asked questions

How far in advance should I plan a client barbecue?: Start planning at least four weeks before the event. Send invitations early, set a registration deadline around 10 days beforehand, and use the final numbers to order or buy food and confirm equipment.
How many drinks should I buy for a client barbecue?: Allow two to three drinks per guest for the first hour, then roughly one drink per person per hour. Add non-alcoholic choices and chill the drinks before guests arrive rather than relying only on ice.
When should I check dietary requirements for a barbecue?: Ask for dietary requirements when invitations are sent and close the list with registrations. Review the final requirements at least three days before shopping, and keep vegetarian options separate during preparation and serving.
How early should I set up a barbecue before guests arrive?: Allow at least 90 minutes for setup, and more if the tent, lighting or furniture needs assembling. Test the barbecue and gas before guests arrive, then light the grill only when the cooking area is ready.

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.