How to organise a Texas barbecue without last-minute chaos

A Texas barbecue needs more than a grill and a pile of meat. Start by fixing the guest list and menu, then work backwards from the serving time so the meat, equipment and sides are ready in the right order. Long cooking times, changing weather and limited serving space cause most problems. Use this plan to organise the invitations, shopping, preparation and outdoor setup without leaving critical jobs until the final hour.

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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
Compile guest list
2
Send invitations
3
Process registrations
4
Collect dietary requirements
5
Determine menu and quantities
2 people
6
Reserve barbecue equipment
7
Check the weather forecast
8
Do the shopping
2 people
9
Check and chill the meat
2 people
10
Marinate the meat
2 people
11
Check barbecues
2 people
12
Chill drinks
2 people
13
Make sauces and dressings
2 people
14
Prepare salads
3 people
15
Prepare desserts
2 people
16
Clean the venue
2 people
17
Set up waste stations
18
Build party tents
4 people
19
Set up tables and chairs
4 people
20
Set the tables
3 people
21
Set up the buffet and drinks station
3 people
22
Light the barbecue
2 people
23
Bring meat to temperature
2 people
24
Check the lighting and power
2 people

Event

25
Welcome guests
3 people
26
Serve welcome drinks
2 people
27
Serve snacks
2 people
28
Slow-cook the meat
3 people
29
Check meat temperatures
2 people
30
Set out side dishes
3 people
31
Serve barbecue dishes
4 people
32
Serve vegetarian portions
33
Refill drinks
2 people
34
Restock the buffet
2 people
35
Collect used dishes
2 people
36
Serve coffee and tea
2 people
37
Keep food covered safely
2 people

Aftercare

38
Extinguish barbecues
2 people
39
Collect waste
3 people
40
Wash dishes
3 people
41
Clear tables and chairs
4 people
42
Take down tents
4 people
43
Clean the venue
3 people
44
Clean barbecue equipment
2 people
45
Check materials
2 people
46
Return borrowed materials
2 people

What to bring

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

Furniture

Party tentsqty 2
Tablesqty 6
Buffet tablesqty 2
Chairsqty 50
Beer table setsqty 4
Coat rack

Tableware

Dinner platesqty 55
Dessert platesqty 55
Cutlery setsqty 55
Drinking glassesqty 80
Coffee cupsqty 45
Serving plattersqty 12
Large serving plattersqty 8
Serving tongsqty 8
Serving spoonsqty 6

Equipment

Barbecuesqty 2
Coolersqty 4
Food thermometersqty 3
Food warmersqty 4
Coffee machinesqty 2
Kettlesqty 2

Kitchen

Cutting boardsqty 6
Chef's knivesqty 6
Mixing bowlsqty 8
Stainless steel traysqty 8
Baking traysqty 4
Kitchen tongsqty 6

Decorations

Tableclothsqty 8
Table décorqty 8

Lighting

String lightsqty 4
Work lightsqty 2

Cleaning

Waste binsqty 4
Recycling binsqty 2
Washing-up tubsqty 3
Broomqty 2
Dustpan and brushqty 2
Mop setsqty 2
Fire blanketsqty 2

Catering

Groceries

Tips

Set the menu and quantities before shopping. Confirm dietary requirements when guests register, then decide which meats, salads, sauces and desserts can be prepared ahead and how much serving space each dish needs.
Reserve the barbecues and food thermometers early, especially if you are cooking for a large group. Check every barbecue before the event and make sure you have enough coolers, trays, tongs and serving platters for separate hot and cold food.
Work backwards from the meal time because barbecue meat may need several hours of cooking and resting. Bring the meat to temperature before cooking, check it with a food thermometer, and allow extra time rather than planning to serve straight from the grill.
Check the weather forecast a few days before the barbecue, not only on the morning itself. Put party tents, tables and chairs where guests can stay dry, and test lighting and power before guests arrive if the event runs into the evening.
Create separate drinks, buffet and waste stations before the first guest arrives. Chill drinks in advance, label or separate food where needed, and keep hot dishes in food warmers so the serving line does not become a queue around the barbecue.

Frequently asked questions

How much meat do I need for a Texas barbecue?: Plan on about 400 to 500 grams of raw meat per adult when meat is the main meal, allowing for cooking loss and leftovers. Add more if there are few substantial side dishes, and calculate children separately at roughly half an adult portion.
How far in advance should I invite guests to a Texas barbecue?: Send invitations at least 3 to 4 weeks before the barbecue so you can collect registrations and dietary requirements. Set a reply deadline around 10 days before the event, giving you time to confirm quantities and shop accurately.
When should I start preparing the barbecue meat?: Check and chill the meat as soon as it arrives, then marinate it according to the recipe, usually at least 4 hours and preferably overnight. On the day, bring it towards room temperature before cooking and allow a resting period of at least 20 to 30 minutes where appropriate.
How do I organise a Texas barbecue if it rains?: Check the forecast 3 to 5 days ahead and prepare party tents or an alternative covered serving area. Keep the barbecue safely positioned away from fabric and buildings, protect the buffet from rain, and finish the tables, drinks station and lighting before guests arrive.

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