How to organise a network barbecue

A network barbecue needs more planning than a casual cookout because guests arrive at different times and dietary requirements must be tracked. Start with the guest list and registration, then use confirmed numbers to plan food, seating, grills and drinks. Book the party tent, barbecues and rental items early, especially if the event depends on outdoor space. On the day, separate preparation into chilled drinks, cold food, hot food and guest materials so the barbecue can run while people network.

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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 guest list
2
Send invitations
3
Process registrations
4
Collect dietary requirements
5
Determine menu and quantities
2 people
6
Reserve barbecues
7
Reserve a party tent
8
Check stock
9
Order groceries
10
Confirm rental items
11
Do the shopping
2 people
12
Chill drinks
2 people
13
Marinate the meat
2 people
14
Wash and cut vegetables
2 people
15
Prepare salads
2 people
16
Prepare desserts
17
Pack diet meals separately
18
Test the lighting
19
Prepare name badges
20
Prepare materials
2 people
21
Set up party tent
4 people
22
Set up tables and chairs
3 people
23
Place barbecues safely
2 people
24
Set up buffet and drinks table
3 people
25
Lay out crockery and cutlery
2 people
26
Hang up decorations
2 people
27
Hang lighting
2 people
28
Light the barbecues
2 people

Event

29
Welcome guests
3 people
30
Serve welcome drinks
2 people
31
Present snacks
2 people
32
Grill meat and vegetables
3 people
33
Restock the buffet
2 people
34
Refill drinks
2 people
35
Collect used dishes
2 people
36
Serve coffee and tea
2 people
37
Empty waste bins periodically
38
See off guests
2 people

Aftercare

39
Clear away food and drinks
3 people
40
Let barbecues cool down
2 people
41
Take down tables and chairs
3 people
42
Take down the party tent
4 people
43
Wash dishes
2 people
44
Clean the venue
3 people
45
Take out the trash
2 people
46
Check materials
2 people
47
Return rental items
2 people

What to bring

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

Furniture

Party tentqty 2
Tablesqty 6
Chairsqty 45
Beer benchesqty 6
Coat racksqty 2

Tableware

Reusable platesqty 50
Reusable bowlsqty 50
Reusable cutleryqty 50
Drinking glassesqty 60
Coffee cupsqty 40
Serving plattersqty 10
Serving utensilsqty 12
Barbecue tongsqty 6

Equipment

Barbecuesqty 2
Coolersqty 4
Coffee machinesqty 2
Hot drink urnsqty 3
Extension cordsqty 3
Power stripsqty 3

Kitchen

Cutting boardsqty 5
Chef's knivesqty 5
Kitchen thermometersqty 2
Storage binsqty 12

Decorations

Tableclothsqty 8
Buntingqty 6
Flower arrangementsqty 6
Name badgesqty 50
Direction signsqty 6

Lighting

String lightsqty 4
LED lampsqty 6

Cleaning

Waste binsqty 4
Recycling binsqty 2
Broomsqty 2
Dustpan and brushqty 2
Mopsqty 2
Bucketsqty 2

Catering

Groceries

Tips

Close registration before buying food. Use the final guest count, dietary requirements and expected arrival pattern to calculate portions, then pack special-diet meals separately so they are easy to identify.
Check hired and stored equipment at least 3 days before the barbecue. Count tables, chairs, reusable tableware, glasses, serving utensils, grills, coolers and power equipment rather than assuming everything is available.
Prepare cold food the day before where possible: marinate the meat, wash and cut vegetables, make salads and prepare desserts. Keep drinks chilled separately from ingredients needed for food preparation.
Set up the party tent, tables and chairs before arranging the buffet. Place barbecues on a stable, safe surface away from the tent fabric and main walking routes, and test string lights or LED lamps before guests arrive.
Create a simple arrival flow with name badges, direction signs and a registration point. Put drinks where guests can help themselves, while keeping serving platters, tongs and dietary meals clearly separated at the buffet.

Frequently asked questions

How far in advance should I plan a network barbecue?: Start the guest list and invitations 4 to 6 weeks before the event. Confirm registrations and dietary requirements at least 7 days before shopping and final food quantities.
How much food should I buy for a network barbecue?: Base quantities on the confirmed guest count rather than invitation numbers, and add about 10% for late changes or larger appetites. Finalise the menu after registration closes, normally 5 to 7 days before the barbecue.
When should I book barbecues and a party tent?: Reserve barbecues, the party tent, tables, chairs and other rental items as soon as the date and guest estimate are known. Aim for at least 3 to 4 weeks ahead so shortages can be solved before the event week.
What should I prepare the day before a network barbecue?: Marinate the meat, wash and cut vegetables, prepare salads and desserts, chill drinks and pack diet meals separately. Leave only final setup, buffet placement and safe barbecue positioning for the event day.

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