How to organise a company barbecue without last-minute chaos

Start with the guest list, not the shopping. Send invitations early, record RSVPs and dietary requirements, then use the final headcount to plan food, seating, barbecues and cold storage. The practical work happens in stages: confirm the site and equipment, check the forecast, shop and chill food, then set up safe cooking and serving areas. Most problems come from late numbers, missing power or nowhere to keep meat and salads cold.

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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
Register sign-ups
3
Collect dietary requirements
4
Determine the final number
5
Reserve BBQs
6
Reserve cold storage
7
Check the weather forecast
8
Create Site Layout
9
Compile the music playlist
10
Check the shopping list
11
Do the shopping
2 people
12
Chill the meat and salads
2 people
13
Collect materials
2 people
14
Test lighting and sound equipment
2 people
15
Share route and parking information
16
Build party tents
4 people
17
Set up tables and chairs
3 people
18
Set up buffet tables
2 people
19
Position BBQs safely
2 people
20
Hang lighting
2 people
21
Set up music
2 people
22
Hang decorations
2 people
23
Chill drinks
2 people
24
Set out salads and bread
3 people
25
Lay out crockery and cutlery
2 people
26
Set up waste stations

Event

27
Light the BBQs
2 people
28
Welcome guests
2 people
29
Serve welcome drinks
2 people
30
Serve snacks
2 people
31
Grill meat and vegetables
3 people
32
Restock the buffet
2 people
33
Refill drinks
2 people
34
Serve dietary meals separately
35
Serve dessert and coffee
2 people
36
Collect used dishes
2 people
37
Empty trash bins
38
Wrap up the music

Aftercare

39
Extinguish barbecue fires
2 people
40
Clear away food and drinks
3 people
41
Clear tables and chairs
3 people
42
Take down party tents
4 people
43
Wash the dishes and kitchenware
3 people
44
Clean the grounds
3 people
45
Check materials
2 people
46
Store leftover groceries
2 people
47
Dispose of waste
2 people
48
Return borrowed materials
2 people

What to bring

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

Furniture

Party tentsqty 2
Beer tablesqty 6
Folding chairsqty 45
Buffet tablesqty 3
High tablesqty 4
Tableclothsqty 9

Tableware

Reusable platesqty 50
Reusable bowlsqty 50
Drinking glassesqty 60
Coffee cupsqty 45
Coffee spoonsqty 45
Serving spoonsqty 12
Meat Tongsqty 6
Small bowlsqty 12

Equipment

Barbecuesqty 3
Coolersqty 4
Speakersqty 2
Microphone
Extension cordsqty 4
Power stripsqty 3
Firelightersqty 3

Kitchen

Cutting boardsqty 6
Chef's knivesqty 4
Mixing bowlsqty 6
Aluminum traysqty 12
Barbecue tongsqty 6
Oven mittsqty 4
Meat thermometersqty 2
Ice packsqty 20

Decorations

Buntingqty 6
Balloonsqty 50
Table décorqty 8

Lighting

String lightsqty 4
LED lampsqty 8

Cleaning

Waste binsqty 6
Waste binsqty 3
Broomsqty 2
Dustpan and brushqty 2
Mopsqty 2
Cleaning bucketsqty 2

Catering

Groceries

Tips

Close RSVPs before you buy food or confirm the final equipment list. Use the headcount to plan seating, tableware and portions, and keep dietary requirements visible to the people handling the food.
Reserve barbecues and cold storage as soon as the date is fixed. A barbecue event can run smoothly with several cooking points, but not if equipment or chilled storage is still being arranged on the day.
Create the site layout before setup begins. Leave a clear route between buffet tables, seating and the barbecues, and keep cooking equipment well away from guests, tents and trailing extension cords.
Shop only after checking the final list, then chill meat, salads and drinks before guests arrive. Use separate cutting boards and utensils for raw meat and ready-to-eat food, and keep a meat thermometer at the cooking area.
Allow a dedicated setup window for tents, tables, lighting and sound. Test speakers, microphones, extension cords and power strips before guests arrive; weather checks should also happen again on the morning of the barbecue.

Frequently asked questions

How far in advance should I organise a company barbecue?: Send invitations around 3 to 4 weeks before the event and set an RSVP deadline at least 7 days beforehand. Confirm the final number, dietary requirements and equipment immediately after the deadline.
How much food do I need for a company barbecue?: Use the confirmed headcount rather than estimates from the invitation list. As a practical starting point, plan about 300 to 400 grams of uncooked meat or vegetarian alternatives per adult, plus salads, bread and suitable dietary options.
When should I set up the barbecue area?: Begin site setup at least 3 hours before guests arrive if you need to build party tents, arrange furniture, position barbecues and test lighting and sound. Start chilling drinks and putting out food only after the cooking and serving areas are ready.
How do I keep food safe at a company barbecue?: Keep raw meat chilled until it goes onto the barbecue and use separate boards and tongs for cooked food. Check thick pieces with a meat thermometer, and do not leave salads, meat or other perishable food at room temperature for more than 2 hours.

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.