How to organise a wedding barbecue without last-minute problems

A wedding barbecue needs more planning than a regular garden party because the food, seating and equipment all have to work at the same time. Start with the guest list and dietary requirements, then confirm suppliers, barbecue equipment, tents and furniture before planning the site layout. Work out portions and serving arrangements early, and leave enough time for chilled storage and food preparation. The most common failures are late equipment delivery, too little shade and no workable rain plan.

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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
Finalize guest list
2 people
2
Send invitations
2 people
3
Process registrations
4
Collect dietary requirements
5
Confirm suppliers
6
Reserve barbecue equipment
7
Reserve tent and furniture
8
Choose music and playlist
2 people
9
Create Site Layout
2 people
10
Determine table layout
2 people
11
Record menu and portions
2 people
12
Check the shopping list
2 people
13
Do the shopping
3 people
14
Store drinks refrigerated
2 people
15
Prepare meat and salads
4 people
16
Prepare desserts
2 people
17
Check dishes and glassware
2 people
18
Check the weather forecast
19
Determine a backup plan for rain
2 people
20
Mow and clean the venue
2 people
21
Have rental equipment delivered
2 people
22
Build party tents
5 people
23
Set up tables and chairs
4 people
24
Set up buffet and bar area
3 people
25
Hang lighting
3 people
26
Hang decorations
3 people
27
Set up barbecue safely
3 people
28
Check coal and gas
2 people
29
Set out buffet dishes
4 people
30
Set out drinks and ice
3 people
31
Set up the coffee and tea station
2 people
32
Lay out crockery and cutlery
2 people
33
Set out name badges
2 people
34
Restock the toilets
2 people
35
Place waste stations
2 people
36
Set up the welcome table
2 people

Event

37
Preheat the barbecue
2 people
38
Welcome guests
3 people
39
Serve welcome drinks
3 people
40
Host the gift table
41
Serve snacks
3 people
42
Refill drinks
3 people
43
Grill barbecue meat
3 people
44
Grill vegetarian options
2 people
45
Serve salads and bread
3 people
46
Restock the buffet
3 people
47
Serve dietary meals separately
2 people
48
Clear tables
3 people
49
Serve dessert
3 people
50
Serve coffee and tea
2 people
51
Provide music
52
Keep the dance floor clear
53
Turn on night lighting
54
Serve last-round drinks
2 people
55
See off guests
3 people

Aftercare

56
Safely extinguish barbecue
2 people
57
Store leftovers in the fridge
3 people
58
Collect and sort waste
4 people
59
Wash dishes and glassware
4 people
60
Clear tables and chairs
4 people
61
Take down party tents
5 people
62
Thoroughly clean the venue
3 people
63
Remove decorations
3 people
64
Return rental items
2 people
65
Store coolers and tools
2 people
66
Distribute leftover food
2 people
67
Carry out the final site check
2 people

What to bring

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

Furniture

Party tentsqty 2
Buffet tablesqty 4
Dining tablesqty 10
Chairsqty 90
High tablesqty 6
Gift table
Tablecloth coversqty 14

Tableware

Dinner platesqty 100
Dessert platesqty 100
Soup bowlsqty 20
Cutlery setsqty 100
Water glassesqty 100
Wine glassesqty 100
Coffee cupsqty 50
Serving plattersqty 20
Serving utensilsqty 20

Kitchen

Barbecue tongsqty 6
Cutting boardsqty 6
Chef's knifeqty 4
Mixing bowlsqty 8
Measuring cupsqty 3
Aluminum foilqty 4
Cling filmqty 3
Coolersqty 6

Equipment

Barbecuesqty 3
Gas cylindersqty 3
Cabbage tongsqty 3
Lightersqty 6
Coffee machinesqty 2
Kettlesqty 2
Refrigeratorsqty 2
Bluetooth speakersqty 2
Extension cordsqty 4
Power stripsqty 4

Decorations

Table decorationsqty 10
Flower arrangementsqty 10
Buntingqty 12
Balloon bundlesqty 10
Name badgesqty 90
Menusqty 12
Welcome sign
Gift boxesqty 2

Lighting

String lightsqty 8
LED lampsqty 12
Lanternsqty 10

Cleaning

Waste binsqty 8
Trash bag holdersqty 8
Washing-up basinsqty 3
Spongesqty 12
Draining racksqty 3
Hand broomsqty 3
Litter pickersqty 2
Toilet brushesqty 2
Hand soap dispensersqty 4

Catering

Groceries

Tips

Set the food quantities as soon as the guest list is stable. Record the menu and portions, then check the shopping list against dietary requirements before buying anything; this prevents a vegetarian or allergy-safe option being forgotten.
Reserve the barbecue equipment, gas cylinders, tents and furniture early enough to allow delivery and setup before guests arrive. Count dining tables, chairs, buffet tables and high tables separately instead of assuming one seating layout will suit everyone.
Create the site layout before setting up. Keep the barbecue away from tents and guest traffic, place the buffet and bar where queues will not block the dining area, and leave a clear route for serving platters and hot food.
Plan cold storage as carefully as cooking. Refrigerate drinks in advance, prepare meat and salads in stages, and use coolers for food that cannot stay in the main refrigerator; do not leave perishable food at room temperature for several hours.
Check the weather forecast and agree on the rain plan before the wedding week. Tents need to be built before service begins, while lighting, tables, chairs, tablecloths, dishes and glassware should be checked once more after delivery rather than on the morning itself.

Frequently asked questions

How far in advance should I plan a wedding barbecue?: Start the guest list, invitations and supplier bookings at least 8 to 12 weeks before the wedding barbecue. Finalise dietary requirements and food portions 2 to 3 weeks before the event, then confirm deliveries during the final week.
How much food should I buy for a wedding barbecue?: Base the shopping list on the confirmed guest count and record portions for every menu item before shopping. As a practical starting point, allow about 250 to 350 grams of raw meat per adult, plus salads, bread and dessert; adjust this for children and non-meat options.
How many barbecues do I need for a wedding?: For around 30 to 40 guests, plan on at least two barbecues so food can be cooked continuously without a long queue. Larger weddings may need more cooking capacity or staggered serving times; decide this after calculating the menu and required portions.
When should I set up the wedding barbecue?: Have rental equipment delivered and the tents, tables, chairs, buffet and bar set up at least 3 to 4 hours before guests arrive. Finish lighting and the final dish, glassware and food checks before cooking starts, leaving time to respond to a delayed delivery or weather change.

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