How to organise a family barbecue without the last-minute rush

A family barbecue runs smoothly when you work backwards from serving time. Start by confirming guests and dietary requirements, then set portions, buy the food and prepare anything that can be done ahead. On the day, keep meat refrigerated, chill drinks early and separate food preparation from the grill area. Allow extra time for seating, shade, lighting and the toilet, because these practical details are often left until guests are already arriving.

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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
Determine the menu and portions
2 people
5
Confirm final guest count
6
Check the weather forecast
7
Check the shopping list
8
Arrange tables and chairs
2 people
9
Do the shopping
2 people
10
Collect tableware and glassware
11
Store meat refrigerated
12
Chill drinks
2 people
13
Set out non-perishable groceries
14
Wash vegetables and herbs
2 people
15
Prepare salads
2 people
16
Marinate the meat
2 people
17
Prepare vegetarian grill products
18
Set up tables and chairs
3 people
19
Set up party tent
3 people
20
Set up the grill area safely
2 people
21
Light the barbecue
2 people
22
Set up buffet and drinks station
2 people
23
Lay out crockery and cutlery
24
Hang up decorations and lighting
2 people
25
Check toilet and sink

Event

26
Welcome guests
2 people
27
Serve aperitifs and snacks
2 people
28
Refill drinks
29
Serve salads and bread
2 people
30
Grill meat and vegetables
2 people
31
Serve grilled dishes
2 people
32
Refill buffet regularly
33
Collect used dishes
2 people
34
Serve dessert and coffee
2 people
35
Sort waste during the event
36
See off guests
2 people

Aftercare

37
Let the barbecue burn out
38
Store food and drinks safely
2 people
39
Take down tables and chairs
3 people
40
Wash dishes and glassware
2 people
41
Clean the terrace and garden
2 people
42
Take out the trash
43
Clean the barbecue and tools
2 people
44
Clear away decorations and lighting
2 people
45
Return borrowed items
2 people

What to bring

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

Furniture

Party tent
Foldable tablesqty 5
Chairsqty 32
Buffet tableqty 2
Tableclothsqty 5

Tableware

Dinner platesqty 36
Dessert platesqty 36
Drinking glassesqty 40
Wine glassesqty 24
Cutlery setsqty 36
Serving bowlsqty 8

Equipment

Barbecueqty 2
Barbecue tongsqty 4
Barbecue spatulasqty 2
Meat thermometer
Coolersqty 3
Extension cordsqty 2

Kitchen

Cutting boardsqty 4
Chef's knifeqty 3
Mixing bowlsqty 4
Measuring cupsqty 2
Serving plattersqty 8
Storage binsqty 8
Corkscrewsqty 2

Decorations

Table décorqty 6
Buntingqty 4
Flower arrangementsqty 5

Lighting

String lightsqty 4
LED lampsqty 8

Cleaning

Dishpanqty 2
Reusable cleaning clothsqty 8
Bucketsqty 2

Catering

Groceries

Tips

Confirm the final guest count at least 3 days before the barbecue. Use it to calculate meat, vegetarian grill products, salads, drinks and tableware instead of shopping from the original invitation list.
Plan the menu around serving time. Prepare salads, wash vegetables and marinate meat the day before, but keep meat refrigerated until it goes on the barbecue and store ready-to-serve food covered.
Check the weather forecast 48 hours beforehand, not only on the morning itself. If rain or strong sun is likely, arrange the party tent, tables and chairs early enough to change the layout without moving food.
Set up separate stations for the buffet, drinks and grilling. Put plates and cutlery at the start of the buffet, keep coolers near the drinks station and leave enough space around the barbecue for safe movement.
Light the barbecue about 30 minutes before you want to serve the first food. Put the meat thermometer and barbecue tools beside the grill, and check that lighting, extension cords, the toilet and the sink are ready before guests arrive.

Frequently asked questions

How much food do I need for a family barbecue?: For a mixed family barbecue, plan roughly 300–400 g of main food per adult, including meat and vegetarian grill products, plus 200–250 g of salads and side dishes. Children usually need about half an adult portion, depending on age and the rest of the menu.
How many drinks should I buy for a family barbecue?: For the first hour, allow 2–3 drinks per adult, then about 1 drink per hour. Add extra water and non-alcoholic options, and chill drinks at least 4 hours before serving if possible.
When should I prepare the food for a barbecue?: Prepare salads, washed vegetables and marinades up to 24 hours in advance. Take meat out only for active preparation, then keep it refrigerated until the barbecue is ready; do not leave it at room temperature for more than 2 hours.
When should I set up a barbecue party?: Finish tables, chairs, the party tent and the buffet area at least 2 hours before guests arrive. Set out non-perishable groceries and tableware 60–90 minutes beforehand, and light the barbecue around 30 minutes before serving.

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