How to organise a reunion barbecue without last-minute chaos

A reunion barbecue needs more planning than buying meat and putting out chairs. Start by confirming the date, location and guest list, then collect dietary requirements before you finalise quantities. The day before, prepare food that can be prepared safely, chill drinks and check whether you need extra cold storage or a party tent. On the day, set up seating, buffet tables and the barbecue in a safe order so cooking and serving can run smoothly.

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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
2 people
3
Process registrations
4
Collect dietary requirements
5
Finalize registrations
6
Check the weather forecast
7
Reserve a party tent
8
Arrange extra cold storage
9
Check the shopping list
2 people
10
Do the shopping
2 people
11
Separate meat and vegetarian items
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
Keep desserts chilled
17
Inspect the grounds
2 people
18
Set up party tent
4 people
19
Set up tables and chairs
4 people
20
Set up barbecue safely
2 people
21
Set out tableware and cutlery
2 people
22
Set up buffet tables
3 people
23
Hang decorations
2 people
24
Hang lighting
2 people
25
Connect the music
26
Set out salads and sauces
2 people

Event

27
Light the barbecue
2 people
28
Welcome guests
3 people
29
Serve welcome drinks
2 people
30
Serve snacks
2 people
31
Grill meat and vegetables
3 people
32
Restock the buffet
2 people
33
Refill drinks
2 people
34
Collect tableware
2 people
35
Serve coffee and tea
2 people
36
Chill leftovers safely
2 people
37
Announce the final round

Aftercare

38
Collect waste
3 people
39
Let the barbecue cool down
2 people
40
Clear tables and chairs
4 people
41
Take down the party tent
4 people
42
Wash dishes
3 people
43
Empty and clean coolers
2 people
44
Clean the grounds
3 people
45
Remove decorations
2 people
46
Take out the trash
2 people
47
Return borrowed items
2 people
48
Distribute leftover food
2 people

What to bring

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

Furniture

Party tentqty 2
Beer tablesqty 6
Chairsqty 45
Buffet tablesqty 3
Fold-out drinks table

Tableware

Reusable platesqty 50
Reusable bowlsqty 45
Drinking glassesqty 60
Coffee cupsqty 45
Forksqty 50
Knivesqty 50
Spoonsqty 50
Serving spoonsqty 10

Decorations

Tableclothsqty 9
Buntingqty 6
Balloonsqty 40
Name badgesqty 45
Trash bin signsqty 3

Equipment

Barbecueqty 2
Gas cylindersqty 2
Coolersqty 4
Extension cordsqty 3
Bluetooth speaker
Microphone

Kitchen

Cutting boardsqty 5
Chef’s knives and bread knivesqty 5
Serving plattersqty 12
Serving tongsqty 6
Aluminum barbecue traysqty 6
Thermos flasksqty 3

Cleaning

Waste binsqty 4
Bucketsqty 3
Dish brushesqty 3
Spongesqty 6

Lighting

String lightsqty 4
LED lanternsqty 6

Catering

Groceries

Tips

Confirm registrations and dietary requirements before shopping. Buy and prepare separate meat and vegetarian items, and keep them apart from preparation through serving.
Check the weather forecast at least 48 hours before the barbecue. If rain is likely, arrange the party tent early rather than waiting until the morning of the reunion.
Create a cold-storage plan for drinks, desserts, salads and raw meat. Put drinks in coolers several hours before guests arrive, and keep raw meat chilled until it goes on the barbecue.
Prepare vegetables, salads and marinades the day before where possible, but keep finished salads and desserts refrigerated. This leaves the event day for setup, cooking and welcoming people.
Set up the barbecue on a stable surface away from the party tent, seating and decorations. Check gas cylinders, extension cords and lighting before guests arrive, then place serving utensils and clearly marked waste bins where people can find them.

Frequently asked questions

How far in advance should I plan a reunion barbecue?: Confirm the date and location at least 6 to 8 weeks ahead, especially if you need a party tent or extra furniture. Send invitations early enough to collect registrations and dietary requirements before finalising the shopping list.
When should I check the weather for a reunion barbecue?: Check the forecast 48 hours before the event and again on the morning itself. Use the first check to arrange shelter, extra cold storage or a revised layout; the final check confirms what can safely stay outdoors.
How much food and drink do I need for a reunion barbecue?: Use the final guest count rather than the number originally invited, and separate vegetarian portions before shopping. As a practical drink guide, plan for two to three drinks per person in the first hour, then about one drink per person per hour, with water available throughout.
What should I prepare the day before a reunion barbecue?: Marinate the meat, wash and cut vegetables, prepare salads where safe, and chill desserts and drinks the day before. Also check the shopping list, confirm equipment and make sure tables, chairs, serving ware and the barbecue can be set up on time.

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