How to organise a New Year's barbecue

A New Year's barbecue needs more planning than a summer cookout because darkness, cold and changing weather affect every part of the setup. Start with the guest list and dietary requirements, then work backwards from serving time for shopping, food preparation and equipment checks. Confirm the final guest count before buying meat and salads, and arrange shelter, lighting and seating before the day itself. This approach keeps the barbecue moving while guests stay warm, fed and able to see what they are doing.

Organize this event for free with Lizzt

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
Confirm number of guests
6
Check the weather forecast
7
Reserve barbecue
8
Check gas cylinders
9
Clear out the refrigerators
10
Do the shopping
2 people
11
Chill the meat and salads
12
Wash vegetables
2 people
13
Prepare salads
2 people
14
Prepare marinades
15
Portion the meat
2 people
16
Set aside vegetarian products
17
Set out table decorations
18
Create a music playlist
19
Test the lighting
20
Clear the site
2 people
21
Build party tents
4 people
22
Set up tables and chairs
3 people
23
Set up the barbecue
2 people
24
Hang lighting
2 people
25
Hang decorations
2 people
26
Set up the buffet and drinks table
2 people
27
Lay out crockery and cutlery
28
Chill drinks
2 people
29
Set out snacks
2 people

Event

30
Light the barbecue
2 people
31
Welcome guests
2 people
32
Serve welcome drinks
2 people
33
Serve snacks
2 people
34
Prepare barbecue
2 people
35
Prepare barbecue dishes
3 people
36
Serve barbecue dishes
3 people
37
Restock the buffet
2 people
38
Refill drinks
2 people
39
Empty trash bins
40
Serve coffee and tea
2 people
41
Serve New Year's dessert
2 people
42
Announce the final round
43
See off guests
2 people

Aftercare

44
Safely turn off the barbecue
2 people
45
Store food and drinks
2 people
46
Collect waste
2 people
47
Wash dishes
2 people
48
Clean tables and chairs
2 people
49
Take down party tents
4 people
50
Remove decorations
2 people
51
Clean the grounds
2 people
52
Return borrowed items

What to bring

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

Furniture

Party tentsqty 2
Foldable tablesqty 6
Chairsqty 45
Buffet tablesqty 2
Stoolsqty 6

Equipment

Gas barbecueqty 2
Gas cylindersqty 2
Coolersqty 4
Coffee maker
Kettle
Bluetooth speaker
Extension cordsqty 3
Power stripsqty 3

Kitchen

Cutting boardsqty 4
Chef's knivesqty 4
Barbecue tongsqty 4
Barbecue spatulasqty 2
Mixing bowlsqty 5
Serving plattersqty 8
Serving tongsqty 6
Measuring cupsqty 2

Tableware

Platesqty 50
Bowlsqty 50
Glassesqty 60
Coffee cupsqty 30
Cutlery setsqty 50
Serving jugsqty 4

Decorations

Tableclothsqty 8
New Year balloonsqty 30
Buntingqty 6

Lighting

String lightsqty 6
Lanternsqty 8
Batteriesqty 24

Cleaning

Waste binsqty 4
Bucketsqty 2
Spongesqty 6
Tea towelsqty 12
Cleaning glovesqty 4

Catering

Groceries

Tips

Confirm the guest count and dietary requirements at least 7 days before the barbecue. Set vegetarian products aside separately so they do not get mixed up with the meat during preparation or cooking.
Check the weather forecast 48 hours beforehand and decide where the party tents, tables and chairs will go. Build the tents and clear the site before guests arrive, rather than trying to do it after dark.
Check the gas barbecue and every gas cylinder 2–3 days before New Year's Eve. Test the barbecue while there is still time to replace or refill a cylinder if the supply is low.
Prepare salads, marinades and portioned meat the day before, then chill the meat and salads before serving. Clear space in the refrigerators first; crowded shelves make it easy to leave food at unsafe temperatures.
Test the lighting, extension cords, power strips and Bluetooth speaker on the afternoon of the event. Put serving platters, tongs, plates, glasses and cutlery on the buffet tables before lighting the barbecue, so food can be served without searching for equipment.

Frequently asked questions

How far in advance should I plan a New Year's barbecue?: Start the guest list and invitations 3–4 weeks before New Year's Eve. Confirm registrations, dietary requirements and the final number of guests at least 7 days beforehand, then complete the equipment and weather checks during the final 48 hours.
How much food should I buy for a New Year's barbecue?: Use the confirmed guest count rather than the number originally invited. As a practical starting point, allow about 250–350 g of raw meat or vegetarian products per adult, plus salads, bread and sides; adjust for children and for how long the barbecue will run.
When should I prepare the food for a New Year's barbecue?: Prepare marinades, salads and portioned meat the day before. Keep meat and salads chilled, and take only the amount needed for the next cooking round out of the refrigerator at a time.
How do I keep a New Year's barbecue practical in winter?: Set up party tents, lighting, tables and seating before guests arrive, ideally during daylight. Test all electrical connections on the afternoon of the event and keep hot food close to the serving area so guests are not waiting outside in the dark.

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.