How to organise a company barbecue from start to finish

A company barbecue runs smoothly when you treat it as a sequence rather than one large shopping job. Start by setting the headcount and collecting dietary requirements, then secure the barbecue, tents and tables before planning food quantities. In the final week, confirm registrations, check the forecast and turn the shopping list into a timed preparation plan. On the day, keep chilled food cold, separate preparation areas and leave enough time to build the site before guests arrive.

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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
Confirm registrations
5
Reserve barbecue
6
Reserve party tents
7
Coordinate the music
8
Check the weather forecast
9
Count the final numbers
10
Check the shopping list
11
Do the shopping
2 people
12
Chill drinks
2 people
13
Keep meat and vegetarian products chilled
2 people
14
Collect decorations
15
Check the venue
16
Sort groceries
2 people
17
Wash fruits and vegetables
2 people
18
Prepare salads
2 people
19
Set out bread and sauces
20
Build party tents
4 people
21
Set up tables
3 people
22
Set up chairs
3 people
23
Set up barbecue and worktables
3 people
24
Set out tableware and cutlery
2 people
25
Set up the buffet
2 people
26
Hang decorations
2 people
27
Set up music

Event

28
Light the barbecue
2 people
29
Welcome guests
2 people
30
Serve drinks
2 people
31
Serve snacks
2 people
32
Grill barbecue meat
3 people
33
Grill Vegetarian Products
2 people
34
Restock the buffet
2 people
35
Refill drinks
2 people
36
Collect waste
2 people
37
Serve coffee and tea
2 people
38
See off guests
2 people

Aftercare

39
Safely extinguish barbecue
2 people
40
Collect tableware
3 people
41
Take out the trash
2 people
42
Clean the venue
3 people
43
Wash dishes
2 people
44
Dismantle furniture
4 people
45
Take down party tents
4 people
46
Check materials
2 people
47
Return borrowed items
2 people
48
Store leftover stock

What to bring

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

Furniture

Party tentsqty 2
Foldable tablesqty 6
Folding chairsqty 55
Buffet tablesqty 3
High tablesqty 4

Tableware

Reusable platesqty 60
Reusable bowlsqty 60
Reusable glassesqty 100
Coffee cupsqty 30
Cutlery setsqty 60
Serving spoonsqty 10

Catering

Groceries

Equipment

Gas barbecuesqty 2
Gas cylindersqty 4
Gas pressure regulatorsqty 2
Grill tongsqty 6
Grill spatulasqty 4
Meat thermometersqty 2
Coolersqty 6
Coffee machinesqty 2
Kettlesqty 2
Bluetooth speakersqty 2

Kitchen

Cutting boardsqty 8
Chef’s knives and bread knivesqty 8
Mixing bowlsqty 8
Serving plattersqty 12
Serving trays with lidsqty 8
Sauce bowlsqty 8
Serving traysqty 4
Kitchen tongsqty 6
Measuring cupsqty 2
Cooling racksqty 4

Decorations

Buntingqty 10
Balloonsqty 100
Balloon ribbonqty 2
Tableclothsqty 9
Table décorqty 12

Lighting

String lightsqty 6
LED lampsqty 8
Extension cordsqty 4

Cleaning

Bucketsqty 3
Trash binsqty 6
Waste sorting binsqty 3
Broom setsqty 2
Mopsqty 3
Cleaning clothsqty 12
Hand soap dispensersqty 3
Towel rollsqty 6

Tips

Set an RSVP deadline at least 10 days before the barbecue. Use the final count to plan seating, tableware and food, and confirm dietary requirements before you buy groceries.
Reserve gas barbecues, gas cylinders, pressure regulators and party tents as soon as the date is fixed. Check that the equipment is compatible and that you have enough grill space for the confirmed number of guests.
Do not leave weather planning until the morning itself. Check the forecast 5 to 7 days ahead and again on the day before, then confirm where tents, tables and the barbecue can safely stand.
Prepare cold food in stages: wash fruit and vegetables, make salads and chill drinks in advance, while keeping meat and vegetarian products refrigerated until they are needed. Use separate boards and utensils to reduce cross-contact.
Allow at least 2 hours before guests arrive for the physical setup. Build the tents first, then place tables and chairs, connect the barbecue safely, arrange the buffet and put plates, cutlery, glasses, sauces and serving utensils where people will use them.

Frequently asked questions

How far in advance should I plan a company barbecue?: Fix the date and reserve the barbecue, tents and furniture at least 3 to 4 weeks ahead. Send invitations early enough to close registrations about 10 days before the event.
How many people should I plan for at a company barbecue?: Use the confirmed registrations as your working number, not the initial invitation total. Count again 2 to 3 days before shopping and add only a small buffer for food and tableware rather than guessing from the full staff list.
When should I buy and prepare food for a company barbecue?: Buy most groceries 1 to 2 days before the event, then chill drinks and prepare salads as close to serving as practical. Keep meat and vegetarian products refrigerated until cooking and use separate preparation equipment where needed.
How long does it take to set up a company barbecue?: Plan for at least 2 hours with a small setup team, including tents, tables, chairs, the barbecue, buffet and tableware. Add extra time if the venue needs a safety check or the equipment must be assembled from separate parts.

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.