How to organise a Scout barbecue

A Scout barbecue runs smoothly when you settle attendance and dietary needs before buying food, then work backwards from the serving time. Book the barbecue, tables and tents early, and assign separate people to food preparation, setup, fire safety and cleanup. On the day, keep diet products separate, chill drinks before guests arrive and finish the buffet only after the cooking area is safe. This order prevents the usual last-minute rush around meat, vegetables, seating and power.

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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
Send invitations
2
Process registrations
3
Collect dietary requirements
4
Update attendance list
5
Check the shopping list
2 people
6
Reserve barbecue
7
Reserve extra tables
8
Do the shopping
3 people
9
Chill the drinks
2 people
10
Check meat and vegetables
2 people
11
Store diet products separately
2 people
12
Prepare marinades
2 people
13
Wash and cut vegetables
3 people
14
Prepare salads
2 people
15
Set out bread and side dishes
2 people
16
Clean grounds and kitchen
3 people
17
Set up tents
4 people
18
Set up tables and chairs
4 people
19
Hang up decorations
2 people
20
Set up the barbecue
3 people
21
Check fire safety
2 people
22
Set up the buffet and drinks table
3 people
23
Lay out crockery and cutlery
2 people
24
Hang lighting
2 people
25
Set up the reception desk
2 people

Event

26
Welcome guests
2 people
27
Serve drinks
2 people
28
Light the barbecue
2 people
29
Barbecue
4 people
30
Restock the buffet
2 people
31
Refill drinks
2 people
32
Collect trash and empty bottles
2 people
33
Serve coffee and tea
2 people
34
See off guests
2 people

Aftercare

35
Safely extinguish barbecue
2 people
36
Clear tables and chairs
4 people
37
Take down tents and decorations
4 people
38
Wash the dishes and kitchenware
3 people
39
Clean grounds and kitchen
4 people
40
Take out the trash
2 people
41
Clean the barbecue
2 people
42
Return borrowed items
2 people

What to bring

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

Furniture

Party tentsqty 2
Tablesqty 6
Chairsqty 45
Buffet tablesqty 2
Waste binsqty 4

Tableware

Reusable platesqty 50
Reusable bowlsqty 50
Reusable cupsqty 80
Cutlery setsqty 50
Serving spoonsqty 8
Small bowlsqty 12
Pitcherqty 4

Equipment

Barbecueqty 2
Coolersqty 4
Coffee maker
Kettle
Extension cordsqty 3
Power stripsqty 3

Kitchen

Cutting boardsqty 4
Chef's knivesqty 4
Mixing bowlsqty 4
Barbecue tongsqty 4
Barbecue brushesqty 2
Aluminum grill traysqty 6
Ice packsqty 12
Thermos flasksqty 3

Cleaning

Washing-up basinsqty 3
Dish brushesqty 3
Bucketsqty 3
Broomqty 2
Dustpan and brushqty 2
Mopsqty 2
Work glovesqty 6

Lighting

String lightsqty 4
Battery lanternsqty 4

Decorations

Buntingqty 4
Tableclothsqty 6

Catering

Groceries

Tips

Close registrations several days before the barbecue and update the attendance list before shopping. Use the final number to calculate meat, vegetables, bread, salads, drinks, plates and cups rather than guessing on the day.
Reserve the barbecue, extra tables, tents and chairs as soon as the date is fixed. Check that the buffet, drinks table and reception desk fit the available space, with clear routes between seating and the cooking area.
Start food preparation with items that need cooling time: prepare marinades, wash and cut vegetables, and make salads before setting out bread and side dishes. Store dietary products in separate, clearly marked containers from the start.
Chill drinks in coolers before guests arrive and keep ice packs available for food that must stay cold. Set out reusable crockery, cutlery, serving spoons and small bowls only when the buffet area is ready, so they stay clean.
Finish the site setup before lighting the barbecue: put up tents, tables, chairs and lighting, then check extension cords and fire safety. Keep buckets, washing-up basins, dish brushes and waste bins accessible for the cooking and cleanup teams.

Frequently asked questions

How far in advance should I organise a Scout barbecue?: Fix the date and reserve the barbecue, tents, tables and chairs at least 3 to 4 weeks ahead. Close registrations several days before the event so you can shop from a reliable attendance count.
How much food do I need for a Scout barbecue?: Use the final attendance list as your starting point and include dietary requirements before calculating portions. Shop after registrations close, then add a small buffer rather than buying for an unconfirmed headcount.
When should I prepare the food for a Scout barbecue?: Prepare marinades, salads and cut vegetables on the day of the barbecue or the evening before if they can be safely refrigerated. Keep meat and dietary products chilled and store the dietary items separately until serving.
How early should setup start on the day?: Allow at least 2 hours before guests arrive for tents, tables, chairs, lighting, the reception desk, buffet and drinks table. Light or heat the barbecue only after the layout and fire-safety check are complete.

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.