How to organise a pizza barbecue without the usual delays

A pizza barbecue works best when you plan the cooking flow as carefully as the food. Confirm the guest count first, then arrange the barbecue, gas supply, tables, seating and weather cover. In the final days, prepare dough, toppings, salads and drinks in separate stages so the cooking area is not crowded. On the day, set up the barbecue safely, create a clear pizza-making station and keep ingredients chilled until they are needed.

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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
Confirm date and location
2
Send invitations
3
Process registrations
4
Collect dietary requirements
5
Determine the final number of guests
6
Mark allergies and dietary requirements
7
Reserve barbecue
8
Reserve extra tables and chairs
9
Reserve a party tent
10
Check the weather forecast
11
Check the shopping list
12
Do non-perishable shopping
2 people
13
Buy drinks and fresh produce
2 people
14
Collect equipment and materials
2 people
15
Clear the cold storage area
16
Wash and cut toppings
2 people
17
Portion Pizza Ingredients
2 people
18
Prepare pizza dough
2 people
19
Prepare salads
2 people
20
Set out dessert and fruit
21
Chill drinks
2 people
22
Set up party tent
3 people
23
Set up tables and chairs
3 people
24
Place barbecue safely
2 people
25
Set up pizza work tables
2 people
26
Set out tableware and cutlery
2 people
27
Set up the buffet and drinks table
2 people
28
Hang decorations
2 people
29
Hang lighting
2 people
30
Set up waste stations

Event

31
Light the barbecue
2 people
32
Welcome guests
2 people
33
Give the pizza briefing
34
Distribute pizza dough
2 people
35
Bake and serve pizzas
3 people
36
Serve salads and side dishes
2 people
37
Refill drinks
2 people
38
Keep the buffet and tables tidy
2 people
39
Serve coffee and tea
40
Serve dessert
2 people
41
Announce the final round
42
Store leftovers in the fridge
2 people

Aftercare

43
Safely extinguish barbecue
2 people
44
Collect and sort waste
3 people
45
Wash dishes and cutlery
2 people
46
Clean tables and chairs
2 people
47
Sweep the venue
2 people
48
Remove decorations and lighting
2 people
49
Return materials
2 people
50
Distribute leftover groceries
51
Clean coolers and kitchen equipment
2 people

What to bring

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

Furniture

Party tent
Tablesqty 6
Chairsqty 32
High tablesqty 2
Tableclothsqty 6

Equipment

Pizza barbecueqty 2
Gas cylindersqty 2
Gas pressure regulatorqty 2
Coolersqty 3
Extension cordsqty 2
Power stripsqty 2

Kitchen

Cutting boardsqty 6
Chef's knifeqty 4
Mixing bowlsqty 6
Rolling pinsqty 6
Pizza peelsqty 4
Pizza cutterqty 4
Serving plattersqty 8
Pliersqty 4
Oven mittsqty 4

Tableware

Reusable platesqty 40
Reusable bowlsqty 40
Reusable glassesqty 50
Coffee cupsqty 30
Cutlery setsqty 40
Serving spoonsqty 8

Decorations

Buntingqty 4
Table décorqty 6

Lighting

String lightsqty 4
Battery lampsqty 4

Cleaning

Waste binsqty 3

Catering

Drink dispensersqty 2
Coffee maker
Kettle
Groceries

Tips

Confirm the final guest count several days before shopping. Use it to calculate dough portions, toppings, salads, drinks and the number of reusable plates, bowls, glasses and cutlery sets.
Check the barbecue, gas cylinders and gas pressure regulator before the event, not when guests arrive. Test the setup outdoors and keep oven mitts, tongs and pizza peels beside the cooking area.
Prepare dough and wash or cut toppings ahead of time, but keep prepared ingredients refrigerated. Portion the toppings into bowls so guests can build pizzas without repeatedly opening large containers.
Set up separate worktables for dough, toppings and serving. Keep the pizza barbecue away from seating, tablecloths and the drinks area, with enough space for the person handling hot equipment.
Check the weather forecast the day before and again on the morning itself. Build the party tent early if rain or strong sun is possible, and make sure tables, chairs, coolers and lighting are ready before cooking starts.

Frequently asked questions

How much pizza dough do I need per person for a pizza barbecue?: Plan for one medium pizza per adult, with extra dough for children who may want a second small pizza or for failed first attempts. Prepare roughly 10% more dough than the final guest count so the barbecue does not run short.
When should I prepare pizza barbecue toppings?: Wash and cut toppings on the day before or earlier on the event day, then store them covered and chilled. Portion them into bowls around 1 to 2 hours before guests eat, rather than leaving everything out from the start.
How early should I set up a pizza barbecue?: Start the physical setup at least 2 hours before guests arrive. Allow extra time to build the party tent, arrange tables and chairs, connect the barbecue safely, chill drinks and create separate pizza preparation and serving areas.
How many drinks should I buy for a pizza barbecue?: For the first hour, allow about 2 to 3 drinks per person, then around 1 drink per person per hour. Buy enough water as well as other drinks, and chill them in coolers before guests arrive.

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Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.