How to organise a friends’ barbecue without the last-minute rush

A friends’ barbecue runs smoothly when you settle the guest count and dietary needs before buying food. Work backwards from the serving time: prepare salads and marinades early, chill drinks several hours ahead, and leave enough time to set up the garden and barbecue safely. This plan also covers the details people often leave too late, such as weather protection, lighting, serving equipment and a separate coffee station.

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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 final number of guests
5
Check the weather forecast
6
Check the shopping list
7
Check the barbecue and coolers
2 people
8
Do the shopping
2 people
9
Chill drinks
10
Marinate meat and vegetarian dishes
2 people
11
Wash and cut vegetables
2 people
12
Prepare salads
2 people
13
Set out dessert and fruit
14
Clear the garden and terrace
2 people
15
Set up party tent
3 people
16
Set up tables and chairs
3 people
17
Hang lighting
2 people
18
Hang decorations
2 people
19
Place barbecue safely
2 people
20
Set up the buffet table
2 people
21
Set out tableware and cutlery
2 people
22
Set out sauces and salads
2 people
23
Set up the coffee and tea station
24
Set out welcome drinks

Event

25
Light the barbecue
2 people
26
Welcome guests
2 people
27
Serve snacks
2 people
28
Refill drinks
2 people
29
Grill meat and vegetables
2 people
30
Serve barbecue dishes
2 people
31
Restock the buffet
2 people
32
Serve coffee and tea
33
Serve dessert
34
Handle the final drinks round
35
Collect waste along the way

Aftercare

36
Store food and drinks
2 people
37
Wash dishes and cutlery
2 people
38
Clean the barbecue
2 people
39
Clear tables and chairs
3 people
40
Take down the party tent
3 people
41
Remove decorations and lighting
2 people
42
Clean the garden and patio
2 people
43
Take out the trash

What to bring

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

Furniture

Party tent
Tablesqty 4
Chairsqty 24
Buffet table
Folding chairsqty 4

Tableware

Platesqty 30
Bowlsqty 24
Cutlery setsqty 30
Drinking glassesqty 30
Wine glassesqty 20
Coffee cupsqty 20
Serving plattersqty 8
Serving tongsqty 4

Equipment

Charcoal barbecue
Coolersqty 3
Wireless speaker
Extension cordqty 2
Core thermometer
Lighterqty 2

Kitchen

Chef's knifeqty 2
Cutting boardsqty 4
Mixing bowlsqty 4
Grill tongsqty 3
Aluminum foilqty 2

Decorations

Buntingqty 4
Tableclothsqty 4
Lanternsqty 6

Lighting

String lightsqty 3
LED lanternsqty 4

Cleaning

Waste binsqty 3
Bucketsqty 2
Dish brushesqty 2
Reusable cleaning clothsqty 8

Catering

Groceries

Tips

Set a final guest count before shopping, then check every registration for dietary requirements. Do this at least 3 days before the barbecue so vegetarian food and suitable alternatives are not an afterthought.
Check the weather 48 hours ahead and decide where the party tent will go. Put it up before guests arrive, rather than waiting for the first shower, and make sure tables, chairs and the buffet still fit underneath or nearby.
Start chilling drinks at least 4 hours before serving. Use the coolers for drinks and keep raw meat separate from ready-to-eat salads, fruit and dessert.
Prepare marinades, washed vegetables and salads earlier on the day, but keep meat refrigerated until it goes on the barbecue. Set out serving platters, tongs and sauces before lighting the coals so nobody has to search while food is cooking.
Place the barbecue on a stable, clear surface away from the party tent, tables and hanging decorations. Put lighting, extension cords and lanterns in position before dusk, and keep waste bins visible from the start.

Frequently asked questions

How far in advance should I plan a friends’ barbecue?: Send invitations about 2 weeks ahead and close registrations at least 3 days before the event. Use the final number to calculate food, seating, drinks and dietary alternatives.
When should I start preparing food for a barbecue?: Wash and cut vegetables, prepare salads and marinate meat earlier on the day. Chill drinks for at least 4 hours, while raw meat should stay refrigerated until shortly before grilling.
How many drinks do I need for a friends’ barbecue?: Allow around 2 to 3 drinks per person for the first hour, then about 1 drink per person per hour. Add water and non-alcoholic options separately, and chill everything before guests arrive.
When should I light the barbecue?: Light a charcoal barbecue about 30 to 45 minutes before you want to cook, depending on the charcoal and weather. Start only after the barbecue is safely positioned and the food, tools and serving area are ready.

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