How to organise a Kamado barbecue

Start your Kamado barbecue plan with the guest list, dietary requirements and a firm response deadline. Once you know the final number, scale the meat, vegetables, salads, drinks and tableware before shopping. Prepare marinades, salads and vegetable skewers ahead of time, but keep meat refrigerated until needed. On the day, set up the tables and buffet first, then light and check the Kamado safely so cooking does not compete with guest arrival.

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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 the guest list
2
Send invitations
3
Process registrations
4
Collect dietary requirements
5
Confirm final numbers
6
Check the weather forecast
7
Check the shopping list
8
Do the shopping
2 people
9
Set up non-perishable supplies
10
Store meat refrigerated
11
Check dishes and glassware
12
Check the Kamado and tools
13
Wash vegetables
2 people
14
Prepare salads
2 people
15
Make marinades
16
Marinate the meat
2 people
17
Make vegetable skewers
2 people
18
Set out dessert chilled
19
Chill drinks
2 people
20
Set up tables and chairs
3 people
21
Set the tables
2 people
22
Set up the buffet and drinks table
2 people
23
Hang decorations
2 people
24
Hang lighting
2 people
25
Set up Kamado safely
2 people
26
Set out charcoal and smoking wood
27
Display snacks and salads
2 people
28
Put drinks on ice
2 people
29
Set up the handwashing station
30
Light the Kamado
31
Set grill temperature

Event

32
Welcome guests
2 people
33
Serve aperitifs and snacks
2 people
34
Refill drinks
35
Prepare barbecue
2 people
36
Serve vegetables and side dishes
2 people
37
Grill meat and fish
2 people
38
Check doneness and food safety
39
Serve barbecue dishes
3 people
40
Collect used dishes
2 people
41
Serve dessert
2 people
42
Serve coffee and tea
2 people
43
Store leftovers chilled
2 people
44
Serve last-round drinks

Aftercare

45
Let the Kamado burn out
46
Sort and remove waste
2 people
47
Wash dishes
2 people
48
Clear tables and chairs
3 people
49
Clean the venue
2 people
50
Empty and clean coolers
51
Clean barbecue tools
2 people
52
Check and store the materials
2 people

What to bring

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

Furniture

Tablesqty 6
Chairsqty 32
Buffet tablesqty 2
Drinks table
Parasolsqty 2

Tableware

Platesqty 40
Dessert platesqty 40
Cutlery setsqty 40
Drinking glassesqty 40
Coffee cupsqty 30
Serving spoonsqty 8
Serving plattersqty 8

Equipment

Kamado
Meat thermometerqty 2
Electric kettle
Coffee maker
Extension cordqty 2
Lighter

Kitchen

Coolersqty 3
Cutting boardsqty 4
Chef's knivesqty 3
Mixing bowlsqty 5
Grill tongsqty 4
Grill spatulasqty 2
Grill brushesqty 2
Meat plattersqty 4
Aluminum grill traysqty 6
Storage binsqty 8
Ice containersqty 3

Safety

Heat-resistant glovesqty 2
Fire extinguisher
Fire blanket

Decorations

Tableclothsqty 6
Buntingqty 4

Lighting

String lightsqty 3
LED lanternsqty 4

Cleaning

Waste binsqty 4
Dishpanqty 2
Broom
Dustpan and brush

Catering

Groceries

Tips

Set the RSVP deadline at least 7 days before the barbecue. Use the final headcount to check plates, glasses, cutlery, seating and the quantities of meat and vegetables.
Do the main shopping 1–2 days beforehand. Store meat refrigerated, chill drinks in coolers, and keep desserts chilled rather than leaving everything outside during setup.
Prepare salads, marinades and vegetable skewers several hours before guests arrive. Marinate the meat in the refrigerator and label anything needed for dietary requirements.
Check the Kamado, grill tongs, spatulas, brush, trays, lighter, thermometer and heat-resistant gloves before lighting it. Set the barbecue on a stable, safe surface with the extension cord and other equipment kept clear of heat.
Create separate serving areas for hot food, salads, desserts and drinks. Set out serving platters and spoons before cooking, and use a meat thermometer instead of judging doneness by time alone.

Frequently asked questions

How far in advance should I plan a Kamado barbecue?: Send invitations about 3–4 weeks before the barbecue and close registrations at least 7 days ahead. Use the final numbers to confirm food, seating, tableware and dietary requirements.
When should I marinate the meat for a Kamado barbecue?: Prepare most marinades and marinate the meat 4–12 hours before cooking, depending on the recipe. Keep the meat refrigerated until it goes onto the Kamado.
How early should I set up the Kamado?: Check the Kamado and tools 1–2 days before the event, then set it up safely at least 60 minutes before cooking. This leaves time to bring it to temperature without delaying the meal.
How much time do I need for food preparation on the day?: Allow 2–3 hours for washing vegetables, preparing salads and skewers, arranging chilled desserts and setting up the buffet. Finish cold preparations before guests arrive so you can focus on the grill.

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