How to organise a family day barbecue

A family day barbecue works best when you plan it in stages rather than leaving everything until the morning. Start by confirming guests and dietary requirements, then arrange shelter, tables, cooking equipment and a simple activity schedule. In the final week, separate shopping into non-perishable and fresh items, and allow time to chill drinks, marinate meat and prepare salads. The details people often miss are refrigerated transport, enough serving equipment, a clean toilet and a backup plan for changing weather.

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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
Compile guest list
2
Send invitations
3
Process registrations
4
Collect dietary requirements
5
Determine the final number
6
Check the weather forecast
7
Reserve party tents
8
Arrange extra tables
9
Check the barbecue
10
Check coolers
11
Create a music playlist
12
Compile the game schedule
2 people
13
Check the shopping list
2 people
14
Do non-perishable shopping
2 people
15
Buy fresh groceries
2 people
16
Transport meat refrigerated
2 people
17
Chill drinks
2 people
18
Marinate the meat
2 people
19
Prepare salads
3 people
20
Cut vegetables
2 people
21
Set out sauces
22
Prepare snacks
2 people
23
Prepare desserts
2 people
24
Mow the garden
25
Clean the toilet
26
Clean up the indoor space
2 people
27
Prepare waste stations
28
Collect game materials
2 people
29
Test the lighting
2 people
30
Prepare weather protection
2 people
31
Build party tents
4 people
32
Set up tables
3 people
33
Set up chairs
3 people
34
Set up the buffet
3 people
35
Place barbecue in a safe spot
2 people
36
Light the barbecue
2 people
37
Set up the drinks buffet
2 people
38
Lay out crockery and cutlery
2 people
39
Take salads out of the fridge
2 people
40
Display snacks
2 people
41
Set up music
42
Set out games
2 people
43
Hang lighting
2 people

Event

44
Welcome guests
2 people
45
Serve welcome drinks
2 people
46
Serve snacks
2 people
47
Refill drinks
2 people
48
Supervise children's games
2 people
49
Lead the family game
2 people
50
Prepare barbecue
2 people
51
Grill meat and vegetables
3 people
52
Grill Vegetarian Products
53
Restock the buffet
2 people
54
Serve barbecue dishes
3 people
55
Serve salads and bread
2 people
56
Collect used dishes
2 people
57
Set up dessert buffet
2 people
58
Serve dessert
2 people
59
Serve coffee and tea
2 people
60
Turn on lighting
61
Handle the final drinks round
2 people
62
See off guests
2 people

Aftercare

63
Safely extinguish barbecue
2 people
64
Store food refrigerated
2 people
65
Collect waste
3 people
66
Wash dishes
3 people
67
Clean tables and chairs
2 people
68
Clean the barbecue
2 people
69
Clean the garden and patio
3 people
70
Empty and clean coolers
2 people
71
Remove decorations
2 people
72
Take down party tents
4 people
73
Return rented materials
2 people
74
Distribute leftover food
2 people
75
Take waste to the bins
2 people

What to bring

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

Furniture

Party tentsqty 2
Tablesqty 6
Chairsqty 45
Buffet tablesqty 2
High tablesqty 2
Tablecloth coversqty 8

Tableware

Reusable platesqty 50
Reusable bowlsqty 50
Reusable glassesqty 60
Wine glassesqty 30
Coffee cupsqty 30
Knivesqty 50
Forksqty 50
Spoonsqty 50
Serving spoonsqty 12
Pliersqty 6
Small bowlsqty 12
Serving plattersqty 10
Coastersqty 20

Equipment

Gas barbecuesqty 2
Gas cylindersqty 2
Coolersqty 4
Coffee machinesqty 2
Kettlesqty 2
Portable speaker
Extension cordsqty 3

Kitchen

Cutting boardsqty 4
Chef's knifeqty 4
Mixing bowlsqty 5
Kitchen tongsqty 4
Barbecue tongsqty 4
Barbecue brushesqty 2
Aluminum traysqty 8
Food storage containersqty 12
Aluminum foilqty 2
Cling filmqty 2
Corkscrewsqty 2

Decorations

Balloonsqty 80
Balloon ribbonqty 2
Buntingqty 6
Table décorqty 8
Name badgesqty 45

Lighting

String lightsqty 4
LED lampsqty 8
Battery lanternsqty 4

Sports equipment

Footballsqty 2
Frisbeesqty 3
Boccia set
Tug of war rope
Trash bagsqty 6
Kubb set
Conesqty 12

Cleaning

Waste binsqty 4
Litter pickersqty 2
Bucketsqty 3
Spongesqty 6
Dish brushesqty 3
Microfiber clothsqty 10
Rubber glovesqty 4
Hand soap dispensersqty 3
Toilet brushesqty 2

Catering

Groceries

Tips

Set a deadline for registrations at least 10 days before the barbecue. Use the final guest count to confirm seating, dietary requirements, meat quantities and the number of reusable plates, glasses and cutlery needed.
Check the weather forecast 5 to 7 days beforehand, then reserve party tents and arrange extra tables if rain or strong sun is possible. Do not wait until the day before, when rental availability may be limited.
Split food preparation across two days: buy non-perishables first, then purchase fresh groceries 1 to 2 days before the event. Marinate the meat and prepare desserts ahead, but cut vegetables and assemble salads as close to serving time as practical.
Keep meat refrigerated during transport and until it reaches the barbecue. Chill drinks for at least 6 hours, and check the gas barbecue, gas cylinders, coolers and extension cords before guests arrive.
Plan the first hour in detail, including snacks, drinks and the first games, because families do not all eat at the same time. Set out sauces, small bowls, serving platters and serving spoons before cooking starts, and leave time to mow the garden and clean the toilet.

Frequently asked questions

How far in advance should I plan a family day barbecue?: Start 3 to 4 weeks ahead by compiling the guest list and sending invitations. Set the registration deadline 10 to 14 days before the event, then use the final number to organise food, seating and equipment.
When should I buy food for a family barbecue?: Buy non-perishable items 1 to 2 weeks ahead and fresh groceries 1 to 2 days before the barbecue. Transport meat refrigerated and keep it chilled until it is ready for the grill.
How much time do I need to prepare a family day barbecue?: Allow 3 to 4 hours the day before for shopping, marinating meat, preparing salads and desserts, and checking equipment. On the event day, plan at least 2 hours for setup, chilling final drinks, arranging tables and preparing snacks.
What should I do if it rains at a family day barbecue?: Check the forecast 5 to 7 days in advance and arrange party tents before the final week ends. Keep a covered area available for eating and games, and place the barbecue where it can be used safely without crowding the seating area.

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.