How to organise a members’ barbecue

Start with the guest list, not the shopping. Send invitations early, record replies and dietary requirements, then confirm numbers before ordering meat, salads and drinks. A members’ barbecue runs more smoothly when the weather check, venue access and equipment setup happen in a fixed order. Leave enough time for chilled drinks, separate dietary meals and a staffed welcome table before 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
Register sign-ups
3
Collect dietary requirements
4
Confirm registrations
5
Check the weather forecast
6
Confirm reservations
7
Check the shopping list
2 people
8
Do the shopping
2 people
9
Chill drinks
2 people
10
Check meat and salads
2 people
11
Set aside special diet meals
2 people
12
Open venue
2 people
13
Inspect the grounds
2 people
14
Build party tents
4 people
15
Set up tables
3 people
16
Set up chairs
3 people
17
Set up the barbecue
2 people
18
Set up the buffet
3 people
19
Set up drink station
2 people
20
Set out tableware
2 people
21
Hang decorations
2 people
22
Connect the music
23
Light the barbecue
2 people

Event

24
Staff the welcome desk
2 people
25
Welcome guests
2 people
26
Serve snacks
2 people
27
Refill drinks
2 people
28
Refill salads
2 people
29
Barbecue
3 people
30
Serve barbecue dishes
3 people
31
Serve diet meals
32
Serve coffee and tea
2 people
33
Serve dessert
2 people
34
Remove waste regularly

Aftercare

35
Safely extinguish barbecue
2 people
36
Clear away furniture
4 people
37
Wash dishes
3 people
38
Clean the venue
3 people
39
Remove decorations
2 people
40
Dispose of waste
2 people
41
Inventory materials
2 people
42
Return borrowed items
2 people

What to bring

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

Furniture

Party tentsqty 2
Tablesqty 6
Chairsqty 60
Buffet tablesqty 3
High tablesqty 4
Waste binsqty 4

Tableware

Reusable platesqty 70
Reusable bowlsqty 50
Reusable cupsqty 100
Coffee cupsqty 50
Knivesqty 70
Forksqty 70
Spoonsqty 70
Serving spoonsqty 12

Kitchen

Barbecuesqty 2
Barbecue tongsqty 4
Barbecue brushesqty 2
Cutting boardsqty 4
Chef's knifeqty 4
Serving plattersqty 12
Serving utensilsqty 12
Aluminum foilqty 4
Food storage containersqty 10

Equipment

Coolersqty 4
Kettlesqty 2
Coffee machinesqty 2
Extension cordsqty 3
Power stripsqty 3
Bluetooth speakersqty 2

Lighting

String lightsqty 4
Battery lanternsqty 6

Decorations

Tableclothsqty 6
Buntingqty 4
Name badgesqty 60
Chalkboardsqty 3

Cleaning

Washing-up bowlsqty 3
Cleaning glovesqty 6
Bucketsqty 3

Catering

Groceries

Tips

Send invitations at least two weeks before the barbecue and set a clear RSVP deadline. Use the final attendee list to confirm dietary requirements and avoid preparing special meals at the last minute.
Check the weather 48 hours before the event, then check it again on the morning itself. Build the party tents before setting out tables and chairs so rain or strong sun does not disrupt the rest of the setup.
Plan the venue setup in zones: barbecue, buffet, drinks point, welcome table and waste bins. Put tables and chairs in place first, then add tableware, serving utensils and food so the buffet stays clear.
Cool drinks for at least four hours before guests arrive, using coolers if the main refrigerator cannot hold everything. Keep a separate supply for welcome drinks and label any dietary meals before the buffet opens.
Allow at least 60 minutes for the final setup after the barbecue is positioned. Test extension cords, power strips, coffee equipment and Bluetooth speakers before lighting the barbecue or welcoming guests.

Frequently asked questions

How far in advance should I invite members to a barbecue?: Send invitations about two weeks before the event and close RSVPs at least five days beforehand. That gives you time to confirm attendance, dietary requirements, food quantities and seating.
When should I check the weather for a members’ barbecue?: Check the forecast 48 hours before the barbecue and again on the event morning. If conditions look uncertain, prepare the party tents before arranging the tables, chairs and buffet.
How long does it take to set up a members’ barbecue?: Allow at least 60 minutes for the final setup, in addition to venue access and unloading time. Tents, tables, chairs, barbecue equipment, food areas, drinks and lighting should be checked before guests arrive.
How much time do drinks need to cool before the barbecue?: Chill drinks for at least four hours before serving. If refrigerator space is limited, divide them between coolers and keep a separate, easy-to-reach supply for the welcome table.

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