How to organise a kids’ barbecue

A kids’ barbecue needs more structure than simply putting food on the grill. Start with the guest list, invitations and dietary information, then work backwards from serving time to plan shopping, chilling drinks and preparing vegetables and sauces. On the day, set up shaded seating, the barbecue and buffet before guests arrive, and have a scavenger hunt or music ready for children who finish eating early. Keep raw meat refrigerated until it goes on the grill and check the forecast before committing to outdoor-only plans.

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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
Check allergies
6
Reserve barbecue
7
Check the weather forecast
8
Check the shopping list
9
Do the shopping
2 people
10
Chill drinks
2 people
11
Keep meat refrigerated
12
Wash vegetables
2 people
13
Cut vegetables
2 people
14
Portion sauces
15
Prepare scavenger hunt
2 people
16
Compile music list
17
Collect materials
2 people
18
Inspect the grounds
2 people
19
Set up party tent
4 people
20
Set up tables
3 people
21
Set out chairs
3 people
22
Set up the barbecue and gas
2 people
23
Set up the buffet table
2 people
24
Set out tableware and cutlery
2 people
25
Hang decorations
2 people
26
Lay out game materials
2 people
27
Connect the music
28
Clear the safety zone
2 people
29
Set up the welcome table

Event

30
Welcome guests
2 people
31
Welcome children
2 people
32
Supervise free play
3 people
33
Light the barbecue
2 people
34
Serve salads and bread
2 people
35
Prepare barbecue dishes
3 people
36
Serving food
3 people
37
Refill drinks
2 people
38
Guide the scavenger hunt
3 people
39
Serve dessert
2 people
40
Supervise free activities
3 people
41
Serve evening snacks
2 people
42
See off guests
2 people

Aftercare

43
Cool leftovers safely
2 people
44
Collect waste
3 people
45
Extinguish barbecue
2 people
46
Wash dishes
3 people
47
Clear tables and chairs
3 people
48
Remove decorations
2 people
49
Clean the grounds
3 people
50
Store materials dry
2 people
51
Return barbecue
2 people
52
Empty coolers
53
Process leftover food

What to bring

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

Furniture

Party tentqty 2
Foldable tablesqty 6
Folding chairsqty 40
Picnic benchesqty 4
Buffet tablesqty 2

Tableware

Platesqty 50
Bowlsqty 40
Drinking glassesqty 60
Coffee cupsqty 20
Forksqty 50
Knivesqty 50
Serving spoonsqty 8

Equipment

Barbecueqty 2
Gas cylindersqty 2
Coolersqty 4
Extension cordsqty 2
Bluetooth speaker
Rechargeable lampsqty 4

Kitchen

Cutting boardsqty 4
Kitchen knivesqty 4
Barbecue tongsqty 4
Barbecue spatulasqty 2
Mixing bowlsqty 4
Serving plattersqty 8
Measuring cupsqty 2
Aluminum grill traysqty 6

Decorations

Tableclothsqty 8
Balloonsqty 40
Buntingqty 4
Name badgesqty 40

Sports equipment

Footballsqty 2
Frisbeesqty 3
Sidewalk chalkqty 4
Scavenger hunt arrowsqty 20

Cleaning

Waste binsqty 4
Bucketsqty 3
Spongesqty 6
Rubber glovesqty 4

Lighting

String lightsqty 3
Flashlightsqty 4

Catering

Groceries

Tips

Collect allergies and dietary requirements when guests register, then check them against every dish before shopping. Keep sauces and prepared food clearly separated so children with allergies are not relying on guesswork.
Set up the party tent, tables, chairs, buffet and barbecue before guests arrive. Allow at least 60 minutes for this, including checking the barbecue, gas cylinder, extension cords and ground conditions.
Prepare vegetables, sauces and serving platters earlier in the day, but keep meat refrigerated until needed. Chill drinks in coolers before the first guests arrive and reserve a separate cooler for food if possible.
Plan one activity for the first hour, such as a scavenger hunt, and prepare its materials before the barbecue starts. This prevents children from gathering around the grill while adults are cooking.
Use rechargeable lamps and check the forecast before setting up. If rain is possible, place tables and the buffet under the party tent and decide in advance where children can continue the activity safely.

Frequently asked questions

How far in advance should I plan a kids’ barbecue?: Send invitations about 3 to 4 weeks before the barbecue and set a registration deadline 7 days before it. Use the final guest list to confirm food quantities, allergies, seating and activities.
What time should I start setting up a kids’ barbecue?: Start setup at least 60 minutes before guests arrive, or 90 minutes if you are assembling a party tent and several tables. The barbecue, gas and buffet should be ready before children enter the cooking area.
How do I keep food safe at a kids’ barbecue?: Keep raw meat refrigerated until it goes onto the barbecue and use separate boards and utensils for raw and ready-to-eat food. Do not leave perishable food in the sun for more than 2 hours; use coolers and serve smaller portions at a time.
What activities work well at a kids’ barbecue?: Prepare one structured activity for the first hour, such as a scavenger hunt, and have music ready for transitions. Allow roughly 30 to 45 minutes for the activity so children have something to do while adults cook and serve.

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