How to organise a vegetarian barbecue

A vegetarian barbecue runs smoothly when you separate preparation from grilling. Start by confirming guests and dietary requirements, then check the forecast, barbecue and gas supply before shopping. Wash and cut vegetables, prepare marinades, salads, bread and desserts ahead of time so the grill is not competing with kitchen work. On the day, set up shelter, seating and buffet tables first, chill the drinks, and light the barbecue only when guests are nearly ready to eat.

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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
Check the weather forecast
5
Check the shopping list
6
Check the barbecue
7
Check gas cylinders
8
Do the shopping
2 people
9
Chill drinks
2 people
10
Wash vegetables
2 people
11
Prepare marinades
2 people
12
Cut vegetables
3 people
13
Portion desserts
2 people
14
Prepare bread and salads
2 people
15
Set up tables and chairs
3 people
16
Set up party tents
4 people
17
Hang lighting
2 people
18
Hang decorations
2 people
19
Set up buffet tables
2 people
20
Lay out crockery and cutlery
2 people

Event

21
Light the barbecue
2 people
22
Welcome guests
2 people
23
Serve welcome drinks
2 people
24
Serve salads and bread
2 people
25
Put vegetables on the barbecue
2 people
26
Grill vegetarian burgers
2 people
27
Serve grilled dishes
2 people
28
Refill drinks
2 people
29
Keep the buffet tidy
30
Collect used dishes
2 people
31
Serve coffee and tea
2 people
32
Serve dessert
2 people
33
Empty trash bins
34
See off the last guests
2 people

Aftercare

35
Safely turn off the barbecue
2 people
36
Store food and drinks
2 people
37
Clear tables and chairs
3 people
38
Take down party tents
4 people
39
Wash dishes
2 people
40
Clean the venue
3 people
41
Dispose of waste
2 people
42
Check materials
2 people
43
Return borrowed items

What to bring

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

Furniture

Party tentsqty 2
Foldable tablesqty 6
Chairsqty 50
Buffet tablesqty 3
High tablesqty 4

Tableware

Reusable platesqty 60
Reusable bowlsqty 50
Reusable glassesqty 100
Coffee cupsqty 40
Knivesqty 60
Forksqty 60
Spoonsqty 50
Serving spoonsqty 8
Tongsqty 6
Small bowlsqty 12

Equipment

Gas barbecuesqty 2
Gas cylindersqty 2
Coolersqty 4
Coffee machinesqty 2
Kettlesqty 2
Extension cordsqty 3

Kitchen

Cutting boardsqty 5
Chef's knivesqty 4
Mixing bowlsqty 6
Serving plattersqty 10
Aluminum grill traysqty 8
Barbecue tongsqty 4
Barbecue brushesqty 2
Measuring cupsqty 2
Kitchen scale

Decorations

Tableclothsqty 6
Napkin holdersqty 6
Buntingqty 4
Table decorationsqty 8

Lighting

String lightsqty 4
LED lampsqty 8

Cleaning

Waste binsqty 4
Washing-up bowlsqty 2
Spongesqty 6
Cleaning bucketsqty 2
Broom and dustpanqty 2
Mop setsqty 2
Hand soap dispensersqty 3

Catering

Groceries

Tips

Ask guests for dietary requirements when they register, not on the day. Record allergies separately from preferences so marinades, bread and desserts can be checked before shopping.
Check the barbecue and gas cylinders at least 48 hours before the event. A last-minute equipment test leaves time to replace an empty cylinder or faulty barbecue.
Prepare vegetables and marinades on the day before, then refrigerate them in covered containers. Cutting and washing everything in advance keeps the kitchen clear during the barbecue.
Plan the serving order: welcome drinks first, then salads and bread while the vegetables cook. Use separate serving spoons and tongs so cooked food is not handled with preparation tools.
Check the weather forecast twice: once 48 hours ahead and again on the morning itself. Put party tents, tables and lighting where they will still work if rain or an early sunset changes the setup.

Frequently asked questions

How much food do I need for a vegetarian barbecue?: Plan about 250–300 g of vegetables or other grilled main ingredients per adult, plus 150–200 g of salads and bread. Add around 100–150 g of dessert per person, and increase the total by 10% if guest numbers are uncertain.
When should I prepare vegetables for a vegetarian barbecue?: Wash and cut firm vegetables up to 24 hours beforehand and keep them covered and chilled. Prepare delicate ingredients and assembled salads no more than 4–6 hours before serving so they stay fresh.
When should I light the barbecue?: Light a gas barbecue about 15–20 minutes before grilling to check that it heats evenly. Start cooking once guests have had their welcome drink and the salads and bread are ready to serve.
How do I plan for rain at a vegetarian barbecue?: Make the weather decision 24 hours before the event and confirm it again on the morning. Set up party tents before food preparation begins, leaving at least 30–45 minutes for tables, seating and lighting.

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