How to organise a company outing with an outdoor activity and barbecue

Start by fixing the activity, barbecue area and transport before you send invitations. This outing needs more coordination than a normal team lunch: you must match people to groups, collect dietary and travel needs, and prepare food safely outdoors. Build the day around clear arrival, activity and meal times, then keep a weather alternative ready. The final week is mainly about confirming numbers, shopping in stages and checking that the site has everything needed for cooking and serving.

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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
Collect transport needs
5
Update participant list
6
Reserve activities
7
Reserve the barbecue area
8
Arrange transportation
9
Create the program
10
Create group assignments
11
Develop the rules
2 people
12
Send directions
13
Share final numbers
14
Check the weather forecast
15
Set up alternative program
2 people
16
Check the shopping list
17
Do non-perishable shopping
2 people
18
Buy fresh groceries
2 people
19
Store meat refrigerated
20
Separate vegetarian products
21
Prepare snacks
3 people
22
Cut vegetables
2 people
23
Make marinades
2 people
24
Marinate the meat
2 people
25
Chill desserts
26
Collect game materials
2 people
27
Create a music playlist
28
Label the materials
2 people
29
Fill coolers
2 people
30
Chill drinks
2 people
31
Load transport
3 people
32
Check the venue
2 people
33
Set up tables and chairs
4 people
34
Set up party tents
4 people
35
Set up buffet tables
3 people
36
Prepare game materials
2 people
37
Prepare reception
2 people

Event

38
Receive participants
3 people
39
Serve welcome drinks
2 people
40
Explain the program
41
Assign teams
2 people
42
Lead the first activity
3 people
43
Refill drinks
2 people
44
Serve break snacks
2 people
45
Supervise the second activity
3 people
46
Light the barbecue
2 people
47
Assemble the salads
3 people
48
Set up the buffet
3 people
49
Barbecue
3 people
50
Serve the barbecue buffet
3 people
51
Serve vegetarian buffet
2 people
52
Refill drinks
2 people
53
Collect tableware
2 people
54
Serve dessert
2 people
55
Serve coffee and tea
2 people
56
Provide music
57
Announce the final round
58
See participants off
2 people

Aftercare

59
Collect waste
3 people
60
Safely extinguish barbecue
2 people
61
Take down tables and chairs
4 people
62
Take down party tents
4 people
63
Wash dishes
3 people
64
Clean the venue
3 people
65
Load materials
3 people
66
Check found items
67
Unload materials
3 people
68
Clean coolers
2 people
69
Clean game equipment
2 people
70
Dispose of waste
2 people
71
Return borrowed materials
2 people
72
Handle the deposit and keys
73
Return Lost Items

What to bring

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

Furniture

Party tentsqty 2
Foldable tablesqty 6
Folding chairsqty 32
Buffet tablesqty 3
High tablesqty 4

Tableware

Dinner platesqty 40
Dessert platesqty 40
Glassesqty 50
Coffee cupsqty 35
Knivesqty 40
Forksqty 40
Spoonsqty 40
Serving spoonsqty 8
Small bowlsqty 12
Serving bowlsqty 8
Serving plattersqty 6

Kitchen

Cutting boardsqty 4
Chef’s knives and bread knivesqty 6
Mixing bowlsqty 6
Measuring cupsqty 2
Aluminum traysqty 8
Pliersqty 6
Barbecuesqty 2
BBQ toolsqty 2
Food warmersqty 4

Equipment

Coolersqty 4
Ice packsqty 20
Coffee machinesqty 2
Kettlesqty 2
Bluetooth speakersqty 2
Extension cordsqty 2
Power stripsqty 2

Lighting

String lightsqty 4
Battery lanternsqty 6

Decorations

Tableclothsqty 6
Buntingqty 4
Name badgesqty 35
Pensqty 12

Sports equipment

Team bibsqty 6
Soft ballsqty 4
Frisbeesqty 4
Tug-of-war ropesqty 2
Conesqty 20
Stopwatchesqty 3
Scoreboardsqty 3
Pens and scorecards

Cleaning

Dishpanqty 2
Spongesqty 8
Dish brushesqty 3
Tea towelsqty 12
Towelsqty 6
Bucketsqty 3
Broom and dustpanqty 2
Hand soap dispensersqty 3

Catering

Groceries

Tips

Send invitations early enough to collect dietary requirements and transport needs before booking group sizes. Update the participant list as replies arrive, then share final numbers with the activity provider and barbecue-area contact.
Create group assignments and rules before the day, not at arrival. Give each group a meeting point, start time and short directions so the activity does not lose 20 minutes while people work out where to go.
Arrange transport around the activity start time and send directions several days beforehand. Include the return plan, parking or pickup details, and a contact number for anyone delayed on the way.
Check the weather forecast during the final week and prepare the alternative program before you need it. Tents may protect food and guests from light rain, but they do not replace a safe plan for storms or unsafe activity conditions.
Split food preparation into two shopping moments: buy non-perishables first and fresh groceries close to the outing. Keep meat refrigerated, separate vegetarian products, chill desserts and use coolers with ice packs during transport and serving.

Frequently asked questions

How far in advance should I organise a company outdoor activity day?: Book the activity, barbecue area and transport at least 6 to 8 weeks ahead, especially for a larger group. Send invitations early enough to collect replies, dietary requirements and transport needs before final numbers are due.
When should I confirm the number of people for a company outing?: Set a reply deadline about 3 weeks before the outing and update the participant list weekly. Share the final headcount with the activity provider, transport organiser and food planner 5 to 7 days beforehand.
What food should I prepare for an outdoor company barbecue?: Prepare snacks, cut vegetables and make marinades in advance, then buy fresh groceries shortly before the event. Marinate meat safely, keep it refrigerated, separate vegetarian products and chill desserts until serving.
What should I do if the weather is bad on the day of the outing?: Check the forecast 7 days before the event and again 24 hours beforehand. Decide by the previous evening whether to use the alternative program, and communicate the change before people travel.

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.