How to organise a farewell barbecue

Start by fixing the date and location, then work backwards from the time guests will eat. Guest numbers affect vegetarian portions, meat, seating, drinks and the size of the barbecue or party tent, so set a registration deadline before shopping. Handle equipment and non-perishable food first; leave fresh groceries, chilled drinks and salads for the final days. On the day, create separate areas for cooking, serving, seating and music so guests are not moving through the barbecue workspace.

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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
Confirm date and location
2
Send invitations
3
Process registrations
4
Collect dietary requirements
5
Determine the final number of guests
6
Reserve vegetarian portions
7
Reserve barbecue
8
Reserve a party tent
9
Arrange music and playlist
10
Check the shopping list
11
Do non-perishable shopping
2 people
12
Buy fresh groceries
2 people
13
Chill drinks
2 people
14
Store meat and meat alternatives
15
Wash and cut vegetables
2 people
16
Prepare salads
2 people
17
Prepare marinades and sauces
18
Set up tables and chairs
3 people
19
Set up party tent
3 people
20
Set up barbecue safely
2 people
21
Set up buffet tables
2 people
22
Set out tableware and cutlery
2 people
23
Hang decorations
2 people
24
Connect lighting
2 people
25
Test the music
26
Place waste stations

Event

27
Set out welcome drinks
2 people
28
Welcome guests
2 people
29
Refill drinks
2 people
30
Serve snacks
2 people
31
Light the barbecue
2 people
32
Prepare barbecue dishes
3 people
33
Restock the buffet
2 people
34
Keep vegetarian dishes separate
35
Serve coffee and tea
36
Guide the farewell moment
37
Chill leftovers safely
2 people
38
See off guests
2 people

Aftercare

39
Collect waste
2 people
40
Wash dishes and cutlery
2 people
41
Empty coolers
42
Clean the barbecue
2 people
43
Clear tables and chairs
3 people
44
Take down the party tent
3 people
45
Clean the venue
3 people
46
Remove decorations
2 people
47
Return rental items
2 people

What to bring

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

Furniture

Party tent
Tablesqty 6
Chairsqty 45
Buffet tablesqty 2
High tablesqty 3

Tableware

Reusable platesqty 50
Reusable bowlsqty 25
Reusable glassesqty 60
Coffee cupsqty 30
Cutlery setsqty 50
Serving spoonsqty 8
Small bowlsqty 12

Equipment

Barbecueqty 2
Coolersqty 4
Coffee maker
Kettle
Bluetooth speaker

Kitchen

Cutting boardsqty 4
Chef's knivesqty 3
Mixing bowlsqty 4
Serving tongsqty 4
Aluminum traysqty 10
Storage binsqty 8
Aluminum foilqty 2
Cling film

Decorations

Buntingqty 6
Balloonsqty 40
Tableclothsqty 8

Lighting

String lightsqty 4
LED lampsqty 6

Cleaning

Waste binsqty 4
Hand broomsqty 2
Dustpan and brushqty 2
Mop
Bucketsqty 2

Catering

Groceries

Tips

Set an RSVP deadline at least 7 days before the barbecue. Use the final guest count to confirm vegetarian portions, tableware, seating and the amount of food and drinks.
Reserve the barbecue and party tent as soon as the date and location are confirmed, ideally 2–3 weeks ahead. Check that the tent, tables and chairs fit the available space before delivery or collection.
Do non-perishable shopping 3–5 days before the event, then buy fresh vegetables, salads and other chilled groceries within 24–48 hours of serving. Keep meat and meat alternatives refrigerated until they go on the barbecue.
Prepare marinades, sauces, washed vegetables and salads in advance, but keep salads chilled until the buffet opens. Use separate serving utensils for meat and vegetarian food to avoid mixing them.
Allow at least 90 minutes before guests arrive for the party tent, tables, buffet, decorations, lighting and barbecue setup. Test the music and lighting before cooking, and keep the barbecue on a stable surface away from the tent fabric.

Frequently asked questions

How far in advance should I plan a farewell barbecue?: Confirm the date, location and main equipment 2–3 weeks ahead. Send invitations early enough to close registrations at least 7 days before the event, then shop using the final guest count.
When should I buy food for a farewell barbecue?: Buy non-perishable items 3–5 days before the barbecue. Buy fresh groceries within 24–48 hours of serving, and chill drinks and store meat or meat alternatives as soon as they arrive.
How much time do I need to set up a farewell barbecue?: Allow at least 90 minutes before guests arrive for the tent, tables, buffet, tableware, decorations, lighting and barbecue. Add extra time if the equipment is being collected or assembled for the first time.
When should I ask guests about dietary requirements?: Ask for dietary requirements when invitations are sent and set a response deadline 7 days before the barbecue. Confirm the final list before reserving vegetarian portions and preparing shared salads or sauces.

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