How to organise a company grounds barbecue

A company grounds barbecue works best when you treat it as a small outdoor catering job, not just a social gathering. Fix the date and location first, then secure the barbecues, tents, furniture and power supply before sending invitations. Guest numbers and dietary requirements determine the food, drinks and tableware, so set a firm registration deadline. The final 48 hours are for shopping, chilling drinks, checking the forecast and confirming the setup team knows what happens when.

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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
Set date and location
2 people
2
Reserve barbecues
3
Send invitations
2 people
4
Process registrations
5
Collect dietary requirements
6
Check power outlets
2 people
7
Check the weather forecast
8
Share final numbers
9
Do the shopping
3 people
10
Chill drinks
2 people
11
Keep meat and vegetarian products chilled
2 people
12
Sort decorations
2 people
13
Check barbecue equipment
2 people
14
Clean and clear the venue
3 people
15
Build party tents
4 people
16
Set up tables and chairs
4 people
17
Set up the barbecue
3 people
18
Set up buffet tables
3 people
19
Set up the drinks station
2 people
20
Set out tableware and cutlery
2 people
21
Prepare salads and sauces
4 people
22
Cut vegetables and bread
3 people
23
Remove the meat from the cooler
2 people
24
Light the barbecues
3 people

Event

25
Welcome guests
3 people
26
Serve welcome drinks
3 people
27
Serve snacks
3 people
28
Barbecue
5 people
29
Restock salads and side dishes
2 people
30
Refill drinks
2 people
31
Collect tableware and waste
2 people
32
Serve coffee and tea
2 people
33
Store leftovers in the fridge
2 people
34
See off guests
2 people

Aftercare

35
Safely extinguish barbecues
3 people
36
Clear tables and chairs
4 people
37
Sort and dispose of waste
3 people
38
Wash the dishes and kitchenware
3 people
39
Clean the grounds
4 people
40
Empty and clean coolers
2 people
41
Return borrowed materials
2 people
42
Check and distribute leftovers
2 people

What to bring

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

Furniture

Party tentsqty 2
Tablesqty 6
Chairsqty 55
Buffet tablesqty 3
High tablesqty 4
Tablecloth coversqty 10

Tableware

Reusable platesqty 60
Reusable bowlsqty 60
Reusable glassesqty 100
Coffee cupsqty 50
Cutlery setsqty 60
Serving plattersqty 12
Serving tongsqty 8

Equipment

Gas barbecuesqty 3
Gas cylindersqty 4
Coolersqty 6
Coffee machinesqty 2
Kettlesqty 2
Extension cordsqty 4
Power stripsqty 4

Kitchen

Cutting boardsqty 6
Chef’s knives and bread knivesqty 6
Mixing bowlsqty 6
Measuring cupsqty 2
Aluminum traysqty 12
Kitchen tweezersqty 4
Barbecue tongsqty 6
Barbecue brushesqty 3

Decorations

Buntingqty 8
Table decorationsqty 10
Name badgesqty 60

Lighting

String lightsqty 6
Battery lanternsqty 8

Cleaning

Waste binsqty 6
Crates for return bottlesqty 4

Catering

Groceries

Tips

Set a registration deadline at least 10 days before the barbecue. Use the final headcount to plan meat, vegetarian products, salads, drinks, reusable tableware and seating rather than relying on estimates on the day.
Check power and cooking equipment one week ahead. Count the available outlets, test extension cords and power strips, confirm the gas cylinders are ready, and make sure there are enough barbecues for the guest total.
Plan the site in separate zones: food preparation, buffet, drinks, seating and barbecues. Keep coolers near the drinks station, but place raw meat and vegetarian products in separate chilled storage away from ready-to-eat food.
Use the weather forecast to make a decision 48 hours before the event. Party tents need time to build and secure, while tables, chairs, tablecloths and decorations should be arranged so the buffet and drinks remain accessible if it rains.
Start the day with setup before food preparation. Build the tents, arrange furniture, check the barbecue equipment, set out plates and cutlery, prepare salads and sauces, and only remove meat from the cooler shortly before lighting the barbecues.

Frequently asked questions

How far in advance should I plan a company barbecue?: Fix the date, location and barbecue equipment at least 4 weeks in advance. Send invitations once the main practical details are confirmed, and close registrations about 10 days before the event.
When should I check the weather for a company grounds barbecue?: Check the forecast one week ahead for early warnings, then make the practical setup decision 48 hours before the barbecue. Confirm whether tents, extra shelter or a revised layout are needed.
How many drinks should I provide per person at a company barbecue?: Plan on two to three drinks per person for the first hour, then about one drink per person per hour. Add non-alcoholic options and keep drinks chilled in coolers before guests arrive.
When should I take the meat out of the cooler?: Keep meat chilled until shortly before cooking and take it out only when the barbecues are ready. For a typical setup, this means no more than 30 to 45 minutes before grilling, while vegetarian products stay separately chilled.

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