How to organise a schoolyard barbecue

A schoolyard barbecue needs more than food and a grill. Start by securing the yard, confirming the time and collecting registrations before booking suppliers or buying ingredients. Use the registration list to plan portions, vegetarian meals and allergy information, then organise refrigeration, shade and serving areas for the day itself. The setup works best when tables, tents, coolers and the barbecue area are ready before guests arrive.

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
Reserve the schoolyard
2
Confirm date and time
3
Send invitations
2 people
4
Process registrations
5
Collect dietary requirements
6
Reserve suppliers
7
Check registrations
8
Report allergies
9
Check the weather forecast
10
Prepare a contingency plan
2 people
11
Do the shopping
3 people
12
Pick up chilled supplies
2 people
13
Store meat refrigerated
2 people
14
Wash vegetables
2 people
15
Prepare salads
3 people
16
Set out sauces
2 people
17
Pack vegetarian portions
2 people
18
Sort tableware
2 people
19
Set up tables and chairs
4 people
20
Build party tents
4 people
21
Set up barbecue area
3 people
22
Fill coolers
2 people
23
Set up buffet tables
3 people
24
Chill drinks
2 people
25
Hang decorations
3 people
26
Hang lighting
2 people
27
Set out crockery and cutlery
2 people
28
Set out salads and bread
3 people

Event

29
Light the barbecues
2 people
30
Welcome guests
3 people
31
Register attendance
2 people
32
Designate Diet Meals
33
Serve snacks
3 people
34
Grill meat and vegetables
4 people
35
Restock the buffet
3 people
36
Refill drinks
2 people
37
Empty trash bins
2 people
38
Serve coffee and tea
2 people
39
Extinguish barbecues safely
2 people

Aftercare

40
Store leftovers refrigerated
2 people
41
Collect tableware
3 people
42
Clear tables and chairs
4 people
43
Take down party tents
4 people
44
Sweep the schoolyard
3 people
45
Take waste to the bins
2 people
46
Wash dishes
3 people
47
Clean materials
3 people
48
Check stock
49
Return rental items
2 people
50
Return keys

What to bring

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

Furniture

Party tentsqty 2
Foldable tablesqty 8
Folding chairsqty 70
Buffet tablesqty 4
Beer tablesqty 4
Tablecloth clipsqty 24

Tableware

Reusable platesqty 80
Reusable bowlsqty 50
Reusable cupsqty 120
Cutlery setsqty 80
Serving spoonsqty 10
Small bowlsqty 12
Coffee cupsqty 40

Equipment

Barbecuesqty 3
Gas cylindersqty 3
Coolersqty 6
Coffee machinesqty 2
Kettlesqty 2
Extension cordsqty 4

Kitchen

Cutting boardsqty 6
Chef and serving knivesqty 8
Grill tongsqty 6
Aluminum grill traysqty 12
Ice packsqty 24

Decorations

Buntingqty 8
Balloonsqty 100
Table signsqty 12
Allergen cardsqty 20

Lighting

String lightsqty 4
LED lanternsqty 6

Cleaning

Waste binsqty 6
Bucketsqty 4
Broom and dustpanqty 3
Spongesqty 12

Safety

Fire extinguishersqty 2
Heat-resistant glovesqty 4

Catering

Groceries

Tips

Confirm the schoolyard booking and event hours before sending invitations. Give yourself at least two weeks to collect registrations and dietary requirements, especially if suppliers or hired equipment are involved.
Close the registration list several days before shopping. Count adults and children separately if portions differ, and keep vegetarian portions clearly separated from meat during preparation and serving.
Check the weather forecast 48 hours before the barbecue and again on the morning itself. Put the contingency plan into action early enough to position party tents, tables and electrical equipment safely.
Keep meat refrigerated until it goes onto the barbecue, and use coolers with ice packs for drinks and chilled supplies. Do not leave perishable food at room temperature for more than two hours.
Set up the buffet, allergen cards and serving utensils before lighting the barbecues. Allow at least 60 minutes for tables, chairs, tents, coolers and the cooking area, so food preparation does not compete with guest arrival.

Frequently asked questions

How far in advance should I organise a schoolyard barbecue?: Reserve the schoolyard and confirm the date at least four weeks ahead. Send invitations about three weeks before the event and close registrations three to five days before shopping.
How much food should I buy for a schoolyard barbecue?: Use the final registration count rather than guessing from invitations. Plan about 250–350 g of raw barbecue food per adult, then add separate vegetarian portions and a small buffer of 10%.
When should I check the weather for a schoolyard barbecue?: Check it 48 hours before the event to decide whether your contingency plan is needed, then check again on the morning itself. Tents, tables and lighting should be ready before the first guests arrive.
How do I handle allergies at a schoolyard barbecue?: Collect allergy information during registration and report it to anyone preparing or serving food at least two days beforehand. Mark dishes with allergen cards and keep separate utensils for allergen-sensitive portions.

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.