How to organise a Father’s Day barbecue

Start by fixing the guest list and collecting dietary requirements before choosing the menu. Then work backwards from the serving time: shop, chill drinks, prepare salads and sauces, and leave the meat to marinate before guests arrive. Outdoor events often go wrong because the weather, seating and cold storage are dealt with too late. This plan helps you arrange the food, barbecue, tables, lighting and welcome in the right order.

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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
Check the guest list
5
Determine menu and quantities
2 people
6
Check the weather forecast
7
Check the shopping list
8
Do the shopping
2 people
9
Keep meat and vegetarian products chilled
10
Chill drinks
2 people
11
Marinate the meat
2 people
12
Wash vegetables
2 people
13
Prepare salads
2 people
14
Prepare the sauces
15
Set out bread and side dishes
2 people
16
Build party tents
4 people
17
Set up tables and chairs
3 people
18
Place barbecue safely
2 people
19
Hang up decorations
2 people
20
Hang lighting
2 people
21
Set up buffet and drinks table
2 people
22
Lay out crockery and cutlery
2 people
23
Check and restock restroom

Event

24
Light the barbecue
2 people
25
Welcome guests
2 people
26
Serve welcome drinks
2 people
27
Serve snacks
2 people
28
Grill meat and vegetables
3 people
29
Serve barbecue dishes
3 people
30
Refill drinks
2 people
31
Refill buffet
2 people
32
Collect used dishes
2 people
33
Serve dessert
2 people
34
Put out barbecue
2 people

Aftercare

35
Collect waste
2 people
36
Clear tables and chairs
3 people
37
Wash dishes
2 people
38
Clean the kitchen
2 people
39
Take down party tents
4 people
40
Remove decorations
2 people
41
Store materials clean and dry
2 people

What to bring

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

Furniture

Party tentqty 2
Tablesqty 6
Chairsqty 32
Buffet tablesqty 2
Drinks table

Tableware

Reusable platesqty 36
Bowlsqty 36
Drinking glassesqty 48
Coffee cupsqty 36
Cutlery setsqty 36
Serving plattersqty 12

Equipment

Barbecueqty 2
Gas cylindersqty 2
Coolersqty 4
Kettlesqty 2
Coffee maker
Outdoor extension cordsqty 2
Power stripsqty 2

Kitchen

Cutting boardsqty 4
Chef’s knives and bread knivesqty 4
Barbecue tongsqty 4
Aluminum traysqty 8
Measuring cupsqty 2
Kitchen thermometerqty 2

Decorations

Buntingqty 4
Tableclothsqty 6
Napkin holdersqty 6
Father's Day decorations

Lighting

String lightsqty 4
Lanternsqty 4

Cleaning

Waste binsqty 4
Washing-up tubsqty 2
Cleaning bucketsqty 2

Catering

Groceries

Tips

Check the weather forecast two or three days before the barbecue and decide whether the party tent needs to go up. Leave enough time to secure it and keep tables, chairs and food away from unstable ground or strong wind.
Work out food quantities after registrations are processed, not before. Separate vegetarian products from meat, keep both chilled, and use a kitchen thermometer rather than judging doneness by colour alone.
Chill drinks at least four hours ahead, using coolers if the refrigerator cannot hold everything. Put out only part of the drinks at first and restock the drinks table during the afternoon.
Prepare salads, sauces and washed vegetables earlier in the day, but keep cut ingredients covered and cold until serving. Set out bread and side dishes shortly before guests eat so they do not dry out or warm up.
Place the barbecue away from the house, party tent and seating, with a clear route for the person cooking. Test gas cylinders, outdoor extension cords and lighting before guests arrive, and check the restroom once more before the welcome.

Frequently asked questions

How far in advance should I plan a Father’s Day barbecue?: Send invitations about three weeks in advance and set a registration deadline around seven days before the barbecue. That gives you time to confirm numbers, dietary requirements and food quantities.
When should I start preparing food for a Father’s Day barbecue?: Wash vegetables, prepare salads and make sauces on the morning of the barbecue, then keep them chilled until serving. Marinate the meat several hours ahead, while drinks should be chilled for at least four hours.
How much time do I need to set up a Father’s Day barbecue?: Allow at least two hours for tables, chairs, the buffet, decorations, lighting and the barbecue area. Finish the safety check and place out crockery, cutlery and drinks 30 to 45 minutes before guests arrive.
Where should I place the barbecue at an outdoor Father’s Day party?: Keep it on a stable, level surface at least several metres from the house, party tent, decorations and seating. Leave a clear working area around it and check gas connections before lighting it.

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