How to organise a King's Day barbecue

A King's Day barbecue works best when you organise it in stages: confirm guests first, plan for the weather, then arrange food, drinks, equipment and seating. Dietary requirements and the final guest count affect how much you buy and how many vegetarian portions you prepare. Check the barbecue and gas before shopping, and keep meat and vegetarian food chilled until it goes on the grill. Leave enough time on the day for tables, decorations, music and the drinks station rather than trying to do everything while guests arrive.

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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 deliveries and reservations
7
Check the barbecue and gas
8
Clear the cold storage area
9
Do the shopping
2 people
10
Chill drinks
2 people
11
Keep meat and vegetarian products chilled
12
Wash and cut vegetables
2 people
13
Prepare salads
2 people
14
Set out sauces and dressings
15
Prepare bread and toppings
2 people
16
Prepare snacks
2 people
17
Portion desserts
18
Set up tables and chairs
3 people
19
Set up party tents
4 people
20
Set up barbecue area
2 people
21
Hang up decorations
2 people
22
Hang lighting
2 people
23
Connect the music
24
Set up buffet and drinks table
2 people
25
Lay out crockery and cutlery
26
Place waste stations
27
Restock toilet supplies

Event

28
Light the barbecue
2 people
29
Welcome guests
2 people
30
Serve snacks
2 people
31
Refill drinks
2 people
32
Prepare barbecue meat
2 people
33
Prepare vegetarian dishes
34
Serve salads and bread
2 people
35
Restock the buffet
2 people
36
Serve dessert
2 people
37
Operate music and lighting
38
Serve last round of drinks

Aftercare

39
Safely extinguish barbecue
2 people
40
Store food chilled
2 people
41
Collect waste
3 people
42
Wash dishes and cutlery
2 people
43
Clear tables and chairs
3 people
44
Take down party tents
4 people
45
Remove decorations and lighting
2 people
46
Clean the venue
3 people
47
Empty coolers
48
Clean equipment
2 people
49
Check and store the materials
2 people
50
Return borrowed materials

What to bring

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

Furniture

Party tentqty 2
Foldable tablesqty 6
Chairsqty 45
Buffet tableqty 2
Bar stoolsqty 4

Tableware

Reusable platesqty 50
Reusable bowlsqty 50
Reusable cupsqty 100
Wine glassesqty 30
Cutlery setsqty 50
Serving plattersqty 12
Serving spoonsqty 8
Cutting boardsqty 4
Meat Tongsqty 4

Equipment

Barbecueqty 2
Gas cylindersqty 2
Coolersqty 4
Ice cube traysqty 4
Wireless speaker
Extension cordsqty 3
Power stripsqty 3

Kitchen

Coffee maker
Kettlesqty 2
Thermos flasksqty 3
Large coolersqty 3
Aluminum traysqty 10
Kitchen tongsqty 6
Kitchen knivesqty 4

Decorations

Orange pennantsqty 6
Orange balloonsqty 50
Tableclothsqty 8
Napkin holdersqty 8

Lighting

String lightsqty 4
LED lanternsqty 6

Cleaning

Waste binsqty 4
Waste sorting binsqty 3
Bucketsqty 3
Broom and dustpanqty 2
Mop setsqty 2
Spongesqty 6

Catering

Groceries

Tips

Set a registration deadline at least 7 days before the barbecue. Use the final number of guests to plan meat, vegetarian products, salads, bread, desserts, plates and cups, and keep dietary requirements with the guest list.
Check the weather forecast 3 days before King's Day, then make the decision about party tents and outdoor seating no later than the day before. A tent needs space, stable anchoring and a dry route between the food table and barbecue.
Check the barbecue, gas cylinders and extension cords at least 2 days in advance. Do not leave the gas check until guests are arriving; test the equipment and keep the barbecue area separate from the buffet and decorations.
Start chilling drinks the evening before and prepare salads, cut vegetables and sauces on the day itself. Keep meat and vegetarian products in separate coolers or containers, using ice or ice packs until cooking.
Allow 2 to 3 hours before guests arrive for tables, chairs, the buffet, drinks, decorations, lighting and music. Put serving spoons, tongs and cutting boards at the relevant stations so raw meat does not share utensils with cooked food or salads.

Frequently asked questions

How far in advance should I plan a King's Day barbecue?: Send invitations 2 to 3 weeks beforehand and set the registration deadline at least 7 days before the event. Confirm the final guest count and dietary requirements before doing the main shop.
How much food and drink do I need for a King's Day barbecue?: Use the confirmed guest count rather than an early estimate, and plan 2 to 3 drinks per person for the first hour. Add separate vegetarian portions and allow extra non-alcoholic drinks if children or drivers are attending.
When should I check the weather for an outdoor barbecue?: Check it 3 days before the barbecue and again the day before. By the final check, decide whether you need party tents, different seating, or a revised setup plan.
How long does it take to set up a King's Day barbecue?: Allow 2 to 3 hours before guests arrive for furniture, the barbecue area, buffet, drinks, decorations, lighting and music. Complete food preparation and chilling before that window whenever possible.

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.