How to organise a volunteer barbecue
A volunteer barbecue runs smoothly when the work is divided before anyone arrives. Start with registrations and dietary requirements, then confirm the venue, barbecue equipment and final guest list. In the last two days, shop, prepare salads and vegetables, chill drinks and keep meat refrigerated. On the day, set up shelter, seating, buffet tables and a safe barbecue area before welcoming guests. This order also leaves time to deal with rain, missing equipment or late arrivals.
The full checklist for this plan is being updated. The tips and answers below still apply.
Tips
- Close registrations and confirm the final guest list at least 3 days before the barbecue. Use the same list to check dietary requirements and plan seating, portions and serving equipment.
- Check the weather 48 hours before the event and again on the morning itself. Build party tents early enough to secure them safely, and keep an indoor or covered serving area available if rain is forecast.
- Finish shopping no later than 1 day beforehand. Chill drinks in coolers several hours before guests arrive, but keep raw meat refrigerated until it is ready to go on the barbecue.
- Allow at least 90 minutes for setup before the welcome drinks. Place tables and chairs first, then the buffet tables, lighting and decorations; test the Bluetooth speaker and lighting before guests arrive.
- Create separate areas for raw meat, cooked food and waste. Put meat tongs and serving utensils at the barbecue, and position waste bins, paper towels and washing-up basins where volunteers can reach them quickly.
Frequently asked questions
- How far in advance should I plan a volunteer barbecue?
- Start planning at least 3 weeks ahead so you can reserve the venue and barbecue, send invitations and collect registrations. Finalise the guest list and dietary requirements 3 days before the event.
- When should I prepare the food for a volunteer barbecue?
- Wash and cut vegetables and prepare salads the day before, then keep them covered and chilled. Put bread and sauces out shortly before serving, while raw meat stays refrigerated until cooking.
- How much setup time does a volunteer barbecue need?
- Allow 90 minutes to 2 hours before guests arrive. That gives you time to build party tents, place tables and chairs, set up the buffet, check the terrain and light the barbecue safely.
- What should I do if rain is forecast for the barbecue?
- Check the forecast 48 hours before and again on the event morning. Secure the party tents before setup is complete and move food, cooking and seating under cover rather than waiting until rain starts.