How to organise a team barbecue without last-minute problems

A team barbecue runs smoothly when you settle the practical details before anyone lights the grill. Start by booking the barbecue area, sending invitations and tracking registrations, then use the final headcount to plan food, seating and drinks. Collect dietary requirements early and confirm every delivery or reservation a few days before the event. On the day, separate meat and vegetarian food, keep drinks chilled, and leave enough time to set up the buffet, tables, lighting and shelter before guests arrive.

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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
Reserve the barbecue area
2
Send invitations
3
Process registrations
4
Collect dietary requirements
5
Determine the final number
6
Confirm deliveries and reservations
7
Check the shopping list
8
Do the shopping
2 people
9
Pack meat and vegetarian separately
2 people
10
Chill drinks
2 people
11
Prepare marinades
2 people
12
Marinate the meat
2 people
13
Wash and cut vegetables
2 people
14
Prepare salads
2 people
15
Prepare snacks
2 people
16
Set up tables and chairs
3 people
17
Set up party tent
4 people
18
Set the table
2 people
19
Hang decorations
2 people
20
Set out the barbecue and fuel
2 people
21
Test music and lighting
22
Set up the buffet and drinks station
2 people

Event

23
Welcome guests
2 people
24
Serve snacks
2 people
25
Refill drinks
2 people
26
Light the barbecue
2 people
27
Grill meat and vegetables
3 people
28
Serve salads and side dishes
2 people
29
Keep vegetarian portions separate
30
Collect used dishes
2 people
31
Serve dessert and coffee
2 people
32
Empty waste bins periodically

Aftercare

33
Let the barbecue cool safely
2 people
34
Dismantle furniture
3 people
35
Remove decorations
2 people
36
Wash dishes
3 people
37
Clean the venue
3 people
38
Take out the trash
2 people
39
Clean equipment
2 people
40
Return borrowed items
2 people

What to bring

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

Furniture

Party tentqty 2
Foldable tablesqty 6
Chairsqty 35
High tablesqty 3
Tableclothsqty 8

Tableware

Reusable platesqty 40
Reusable bowlsqty 40
Reusable glassesqty 50
Reusable cutleryqty 45
Serving plattersqty 10
Serving spoonsqty 8

Kitchen

Cutting boardsqty 4
Chef's knivesqty 4
Mixing bowlsqty 5
Aluminum traysqty 20

Equipment

Barbecuesqty 2
Coolersqty 4
Meat thermometersqty 2
Bluetooth speaker
Extension cordsqty 3
Power stripsqty 2

Decorations

Buntingqty 4
Balloonsqty 30
Table décorqty 8

Lighting

String lightsqty 4
Battery lanternsqty 4

Cleaning

Waste binsqty 4
Bucketsqty 3
Dish brushesqty 3

Sports equipment

Footballsqty 2
Frisbeesqty 2

Catering

Groceries

Tips

Set a registration deadline at least 7 days before the barbecue. Use the final number to calculate portions, seating and drinks instead of shopping from the invitation list.
Ask about dietary requirements when people register, not on the day itself. Keep vegetarian food in separate containers and use separate serving utensils to avoid confusion at the buffet.
Finish food preparation before guests arrive: prepare marinades, marinate the meat, wash and cut vegetables, and make salads several hours ahead. Keep perishable food chilled until it goes onto the barbecue.
Allow at least 90 minutes for setup. Tables, chairs, the party tent, barbecue fuel, buffet, drinks station, decorations, music and lighting all take longer when they are handled by one person.
Plan the first hour of drinks separately from the rest of the event. As a working estimate, provide two to three drinks per person for the first hour, then keep coolers topped up and clearly assign waste bins.

Frequently asked questions

How far in advance should I plan a team barbecue?: Book the barbecue area and send invitations at least 3 to 4 weeks ahead. Close registrations 7 days before the event so you have time to confirm the headcount, dietary requirements, shopping and deliveries.
How much food and drink do I need for a team barbecue?: Use the confirmed guest count rather than the number invited. For drinks, allow two to three per person for the first hour, then adjust for the expected duration, weather and whether guests bring their own drinks; plan food portions separately for meat and vegetarian guests.
When should I prepare the food for a team barbecue?: Prepare salads, snacks, chopped vegetables and marinades on the day, several hours before guests arrive. Marinate meat in advance, keep it chilled, and pack meat and vegetarian items separately until cooking.
How long does it take to set up a team barbecue?: Allow at least 90 minutes for setup, and longer if you are using a party tent, decorations, lighting or several tables. Finish the buffet and drinks station before the first guests arrive so the organiser is not stuck in the kitchen.

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