How to organise a fundraising barbecue

A fundraising barbecue needs two plans running together: one for feeding people safely and one for collecting donations without making either feel awkward. Start with invitations and registration, then confirm dietary requirements, equipment, volunteers and your payment method before buying food. The final week is for assigning jobs, checking the forecast and preparing anything that keeps well. On the day, separate the donation point from the food queue and give the barbecue team enough space, tools and time to work safely.

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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 people
2
Process registrations
3
Collect dietary requirements
4
Reserve barbecues
5
Reserve tents and tables
6
Arrange a payment method for donations
7
Prepare donation boards
2 people
8
Assign volunteers
9
Create final guest list
10
Label diet meals
11
Check the weather forecast
12
Do the shopping
3 people
13
Set up non-perishable supplies
2 people
14
Wash and cut vegetables
3 people
15
Prepare salads
2 people
16
Marinate meat and vegetables
2 people
17
Chill drinks
2 people
18
Set up tents
4 people
19
Set up tables and chairs
4 people
20
Set the tables
2 people
21
Set up barbecues safely
3 people
22
Set up the buffet and drinks station
3 people
23
Set up the donation point
2 people
24
Hang decorations
2 people
25
Test lighting and power
2 people

Event

26
Light the grills
3 people
27
Welcome guests
3 people
28
Register donations
2 people
29
Refill drinks
2 people
30
Set out salads and bread
2 people
31
Prepare barbecue dishes
4 people
32
Serve dishes
3 people
33
Serve coffee and tea
2 people
34
Collect trash and empty bottles
2 people
35
See off the last guests
2 people

Aftercare

36
Let barbecues cool down
2 people
37
Clear away food and drinks
3 people
38
Wash dishes
3 people
39
Clear tables and chairs
4 people
40
Take down tents
4 people
41
Clean the grounds
3 people
42
Clean barbecues and coolers
2 people
43
Sort and store leftovers
2 people
44
Dispose of waste
2 people
45
Return borrowed materials
2 people
46
Safely deposit donation proceeds
2 people

What to bring

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

Furniture

Party tentsqty 2
Tablesqty 8
Chairsqty 60
Buffet tablesqty 3
Tableclothsqty 8
Waste binsqty 6

Tableware

Platesqty 70
Bowlsqty 60
Drinking glassesqty 80
Coffee cupsqty 60
Cutlery setsqty 70
Serving plattersqty 10
Serving plattersqty 10
Serving spoonsqty 12

Equipment

Barbecuesqty 3
Coolersqty 4
Coffee machinesqty 2
Thermos flasksqty 4
Extension cordsqty 3
Power stripsqty 3

Kitchen

Cutting boardsqty 4
Kitchen knivesqty 6
Mixing bowlsqty 6
Food containersqty 12
Barbecue tongsqty 6
Meat thermometersqty 2
Oven mittsqty 4

Decorations

Party flagsqty 4
Donation signsqty 3
Price listsqty 4

Lighting

String lightsqty 4
Battery lanternsqty 6

Cleaning

Washing-up basinsqty 4
Bucketsqty 3
Hand broomsqty 3
Litter pickersqty 2

Catering

Groceries

Tips

Set a registration deadline at least 7 days before the barbecue. Use the final guest list to estimate portions, identify dietary requirements and label special meals before guests arrive.
Book barbecues, tents, tables and chairs as soon as the date is fixed, ideally 3–4 weeks ahead. Late equipment bookings are especially risky if wet weather means you need covered dining and serving areas.
Assign volunteers to specific shifts rather than asking for general help. Plan at least one person for donations, two for food preparation and two for serving or grilling during the busiest period.
Prepare salads, cut vegetables and marinate suitable food the day before, but keep meat, vegetables and drinks chilled until needed. Set up separate utensils and clearly labelled meals for dietary requirements.
Test lighting, extension cords and power strips before guests arrive, and place donation signs and the payment method where people naturally pass. Keep the donation point away from hot barbecues, queues and drink spills.

Frequently asked questions

How far in advance should I plan a fundraising barbecue?: Start 3–4 weeks before the event so you can book barbecues, tents, tables and volunteers. Close registrations about 7 days before the barbecue, then create the final guest list and shop from confirmed numbers.
How much food do I need for a fundraising barbecue?: Use the final guest count as your starting point and plan 2–3 grilled portions per adult, plus salads, vegetables and bread or other sides. Add a small buffer of around 10% rather than buying large amounts before registrations close.
How many volunteers are needed for a fundraising barbecue?: For a small event, schedule at least 5 volunteers at the busiest time: two on the barbecues, two on preparation or serving, and one at the donation point. Add another person if guests arrive or eat in several shifts.
When should I check the weather for an outdoor fundraising barbecue?: Check the forecast 7 days before the event to confirm whether tents and covered serving areas are sufficient, then check again 24 hours before setup. Make the final layout and equipment decision before food shopping and preparation begin.

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.