How to organise a Valentine's barbecue without last-minute stress

A Valentine's barbecue needs more than food and a few decorations. Start by confirming numbers and dietary requirements, then secure the barbecue, gas and shelter before planning the layout. Work backwards from serving time so chilled drinks, salads, dessert and meat are ready in the right order. The most common problems are forgotten weather cover, unsafe barbecue placement, warm drinks and nowhere to keep raw and cooked food separate.

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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
Create an attendance list
5
Reserve barbecue
6
Reserve a party tent
7
Check the weather forecast
8
Create the venue layout
2 people
9
Do the shopping
2 people
10
Pick up the barbecue and gas
2 people
11
Chill drinks
2 people
12
Store meat and vegetarian products
13
Prepare vegetables and salads
3 people
14
Prepare dessert
2 people
15
Create a music playlist
16
Write name tags
2 people
17
Sort decorations
2 people
18
Build party tents
4 people
19
Set up tables and chairs
4 people
20
Lay festive tables
3 people
21
Hang decorations
3 people
22
Hang lighting
2 people
23
Set up buffet and drinks table
3 people
24
Set up barbecue safely
2 people
25
Light the barbecue
2 people

Event

26
Welcome guests
2 people
27
Serve aperitifs and snacks
2 people
28
Refill drinks
2 people
29
Grill barbecue dishes
3 people
30
Serve salads and side dishes
2 people
31
Grilling Vegetarian Dishes Separately
2 people
32
Serve dessert
2 people
33
Serve coffee and tea
2 people
34
Collect used dishes
2 people
35
Remove waste regularly
36
Safely extinguish barbecue
2 people
37
See off guests
2 people

Aftercare

38
Clear tables and chairs
3 people
39
Wash dishes and glassware
3 people
40
Empty and clean coolers
2 people
41
Clean the venue
3 people
42
Collect and remove waste
2 people
43
Remove decorations
2 people
44
Take down party tents
4 people
45
Clean the barbecue
2 people
46
Return borrowed materials
2 people

What to bring

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

Furniture

Party tentqty 2
Foldable tablesqty 6
Chairsqty 32
Buffet tableqty 2
Drinks table
High tablesqty 3

Tableware

Reusable platesqty 40
Reusable bowlsqty 40
Reusable glassesqty 50
Coffee cupsqty 35
Cutlery setsqty 40
Serving plattersqty 12

Equipment

Gas barbecueqty 2
Gas cylindersqty 3
Coolersqty 4
Ice cube traysqty 4
Bluetooth speaker
Extension cordsqty 3

Kitchen

Cutting boardsqty 4
Chef's knivesqty 4
Barbecue tongsqty 4
Barbecue brushesqty 2
Aluminum traysqty 8
Coffee maker

Decorations

Tableclothsqty 8
Napkin holdersqty 8
Valentine garlandsqty 6
Flower arrangementsqty 6

Lighting

String lightsqty 4
LED lanternsqty 6

Cleaning

Waste binsqty 4
Washing-up tubsqty 2

Catering

Groceries

Tips

Confirm registrations and dietary requirements at least 7 days before the barbecue. Use the final attendance list to estimate seating, reusable tableware and the amount of meat and vegetarian food you need.
Check the weather forecast 3 days before the event and build the party tent before guests arrive. Leave enough space around the gas barbecue and keep its position away from the tent fabric, tables and busy walkways.
Collect the barbecue and gas before the event day if possible, and check the gas connection before setup. Keep a spare gas cylinder available if the barbecue will run for several hours or serve a large group.
Chill drinks for at least 4 hours and prepare salads, vegetables and dessert before lighting the barbecue. Store raw meat and vegetarian products separately, and use clean platters for cooked food.
Set up tables, lighting, decorations and the buffet before guests arrive, then light the barbecue only when the first food can go on. Keep barbecue tongs, brushes, trays and serving platters in one place so the cook is not searching during service.

Frequently asked questions

How far in advance should I plan a Valentine's barbecue?: Start 2 to 3 weeks ahead so guests can register and you can reserve the barbecue and party tent. Finalise dietary requirements and the attendance list 7 days before the event.
When should I check the weather for a Valentine's barbecue?: Check the forecast 3 days before the barbecue, then check it again on the morning of the event. Put the party tent, tables and lighting plan in place before guests arrive if rain or wind is possible.
How long before the barbecue should I chill drinks?: Chill drinks for at least 4 hours in coolers with ice. Refill the drinks table in smaller batches so bottles and glasses stay cold instead of warming up throughout the afternoon or evening.
When should I light the barbecue?: Light the gas barbecue about 20 to 30 minutes before you want to serve the first food, allowing time for it to heat evenly. Keep raw and cooked food separate and place cooked food on clean serving platters.

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