How to organise a square barbecue

A square barbecue needs more planning than a grill and a table. Start by checking the square, confirming the barbecue and party tent, then use registrations to set food and seating quantities. Prepare anything that can be done ahead, but keep meat refrigerated and finish the setup in a clear order. The barbecue area, buffet, waste stations and weather plan are the parts most often left too late.

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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
Check the venue and square
2
Reserve barbecue
3
Reserve a party tent
4
Send invitations
5
Process registrations
6
Collect dietary requirements
7
Set the menu and quantities
2 people
8
Check the weather forecast
9
Check the shopping list
10
Do the shopping
2 people
11
Collect materials
2 people
12
Check stock
2 people
13
Store meat refrigerated
2 people
14
Wash vegetables
2 people
15
Cut vegetables
3 people
16
Prepare salads
3 people
17
Portion the sauces
2 people
18
Sort tableware
2 people
19
Prepare waste stations
20
Clear and clean the square
3 people
21
Set up party tent
4 people
22
Set up tables and chairs
4 people
23
Set up the barbecue area safely
2 people
24
Dress the buffet tables
2 people
25
Hang decorations
2 people
26
Hang lighting
2 people
27
Chill drinks
2 people
28
Set up the buffet and drinks table
3 people

Event

29
Light the barbecues
2 people
30
Welcome guests
2 people
31
Serve snacks
2 people
32
Prepare first grilling round
3 people
33
Serve barbecue dishes
3 people
34
Refill drinks
2 people
35
Restock the buffet
2 people
36
Empty waste stations
2 people
37
Serve dessert and coffee
2 people
38
Extinguish the barbecue fire
2 people
39
See off guests
2 people

Aftercare

40
Clear away food and drinks safely
3 people
41
Collect and sort waste
3 people
42
Take down tables and chairs
4 people
43
Take down the party tent
4 people
44
Wash dishes
3 people
45
Clean the barbecues
2 people
46
Sweep and clean the square
3 people
47
Remove decorations and lighting
2 people
48
Return materials
2 people
49
Store leftover food
2 people

What to bring

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

Furniture

Party tentqty 2
Foldable tablesqty 6
Buffet tablesqty 3
Folding chairsqty 45
Tableclothqty 9

Tableware

Reusable platesqty 50
Reusable bowlsqty 45
Drinking glassesqty 60
Coffee cupsqty 40
Cutlery setsqty 50
Serving plattersqty 12
Serving tongsqty 8

Equipment

Charcoal barbecuesqty 2
Coolersqty 4
Coffee machinesqty 2
Kettlesqty 2
Digital meat thermometersqty 2

Kitchen

Chef's knivesqty 4
Cutting boardsqty 6
Mixing bowlsqty 6
Grill tongsqty 6
Aluminum grill traysqty 8
Storage binsqty 12

Decorations

Buntingqty 6
Table decorationsqty 9

Lighting

String lightsqty 4
LED lampsqty 8
Extension cordsqty 3

Safety

Fire extinguishersqty 2
Fire blanketsqty 2
First aid kits

Cleaning

Waste binsqty 6
Bucketsqty 3
Broom setsqty 3
Mopsqty 2
Cleaning clothsqty 12
Washing-up basinsqty 3

Catering

Groceries

Tips

Check the square and access before inviting people. Confirm where the barbecue, party tent, buffet tables and waste stations can go, and leave a clear route between hot equipment and guests.
Use registrations to calculate the menu, not guesses. Collect dietary requirements before shopping, then set aside suitable portions and label them before food reaches the grill.
Prepare salads, vegetables and sauces ahead, but keep meat refrigerated until it is needed. Use separate cutting boards for raw meat and vegetables, and check cooked meat with a digital thermometer.
Set up the barbecue area before decorating the tables. Keep charcoal grills away from the party tent and serving tables, and place fire extinguishers and fire blankets where people can reach them quickly.
Check the weather forecast twice: once a few days before and again on the morning itself. If rain or darkness is likely, finish the party tent, LED lamps, string lights and extension-cord checks before guests arrive.

Frequently asked questions

How far in advance should I organise a square barbecue?: Reserve the square, barbecue and party tent at least 3–4 weeks ahead, especially if the date is popular. Send invitations early enough to collect registrations and dietary requirements before setting quantities.
How much food do I need for a square barbecue?: Base the menu on confirmed registrations and add about 10% extra for unexpected guests or larger portions. Finalise the shopping list 3–5 days before the barbecue, then buy fresh meat close to the event and keep it refrigerated.
When should I prepare the food for a barbecue?: Wash and cut vegetables, prepare salads and portion sauces on the day before or the morning of the barbecue. Keep raw meat chilled until cooking time and do not leave it at room temperature for more than 2 hours.
When should I set up the barbecue and party tent?: Set up the party tent, tables, chairs and safe barbecue area 2–3 hours before guests arrive. Put out buffetware, table decorations and waste stations after the hot equipment is in place, so the layout does not need to be moved later.

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.